Use the Property tab on the Affiliate Setup screen to define various defaults for use with property records.
Keystone uses the information in the Property ID pane in assigning unique ID numbers to properties under consideration or in the process of being acquired by your affiliate. When you define a new property in Keystone, Keystone assigns it an ID in the form ZYYNNN where:
Each time you create a new property in Keystone, the number in the Last Number field is incremented by 1. This creates a unique ID number for that property. Unless the Loading Property History box is checked (see below), Keystone resets the Year field to the current year and the Last Number field to 0 on January 1, or at any time when the Year field does not contain the current year.
If you are entering historical information for the past several years, you need to manually reset the Year and Last Number fields for each year’s worth of properties you plan to enter.
You must always check the Loading Property History check box (see below) on the Property tab while you are entering historical information, or else Keystone will automatically reset these fields in the Property ID pane to reflect the current year. When you have completed entering the historical information, be sure to go come back to the Property tab and uncheck the Loading Property History check box.
The Neighborhoods list allows you to create a list of neighborhoods where you have acquired, or are looking to acquire, property. This will allow you to generate property acquisition reports by neighborhood.
To add a new neighborhood, scroll to the new record line and enter the name of the neighborhood in the field. You can also modify existing names as needed.
You can customize the zoning codes in the Zoning Codes pane to reflect what is used in your affiliate's local area. To modify an existing code, click in either field for that code and modify the information there. To add a new code, scroll down to the new record line and enter the new code.
Use the Abbreviation field for the zoning code and the Description field to describe what the zoning code means.
Checking the Loading Property History box disables certain functions in Keystone - for example, to prevent the year of acquisition for those properties from being reset to the current year - so that you can enter historical property data. For more information, see the Loading History Check Box section.
If you check the Loading Property History box, you must come back and uncheck it before resuming your normal, day-to-day data entry.
When your affiliate evaluates a property and decides whether to acquire it, the property goes through various processes and stages with your affiliate along the way. Use the Property Timeline list to customize the categories you can assign to properties that describe these processes and stages in a manner that conforms to your affiliate's property acquisition and management practices.
Some examples of what you might put in the timeline are:
You can add as many entries here as you need to describe the full range of processes and stages a property might go through with your affiliate. You may edit, delete, or add new categories corresponding to steps in these processes, categories of desirability, or likelihood of acquisition of the property.
Use the Order field to customize the sort order in which the timeline categories are listed where they appear in drop-down lists and on reports.