Transfers

Transfers

Transfers The focus of this document is how to create, monitor, and complete the tracking of transactions. You can track all potential, incoming, revenue-producing transactions using Forecasted Sales. These transactions can be transfers, rollovers, and journaling to name a few. By creating Forecasted Sales and using the “Completed Transactions Summary Report” and “Forecasted Transactions Report,” it will be easy to make sure transactions are followed-up on properly, as well as to print reports that summarize their progression.

How are Forecasted Sales scheduled? Open the contact record of the client you wish to track transactions for. Go to the SCHEDULE menu and select “Forecasted Sale…” to bring up the “Schedule a Forecasted Sale” window. The client’s name will be displayed in the “Contact:” field indicating that the sale will be linked to the active contact record and will be viewable from the PENDING tab for that contact. In the “Product:” field, type a brief description of the transaction (e.g., where the money is coming from and going to). Select the appropriate activity code from the lookup list for the “Code:” field by clicking on the arrow to its right (e.g., “ROL // Rollover” or “TFI //Transfer In”). Select the GoldMine® username of the employee who is responsible for following-up on the transaction by clicking on the arrow to the right of the “User:” field. Keep the “Units:” field at “1” because each transaction will be tracked by its own Forecasted Sale. Skip the “Price:” field because it will auto-populate based on the “Amount:” field. In the “Amount:” field, type the amount of money involved in this transaction. Change the “Sale Date:” field to a date that indicates when the next follow-up will be regarding this transaction or when it is expected to be completed. This date should not be later than two weeks from the current date to ensure that prompt follow-up is done, if ______________________________________________________________________ © 2009 PEAK™, All rights reserved. 1

Transfers

necessary. Do this by typing the date in the format mm/dd/yyyy or by clicking on the arrow to the right and selecting the date from the graphical calendar. Add to the “Notes:” section as much information as possible to assist in being knowledgeable in what is taking place (e.g., the company name, account number, any beneficiaries, owner(s), annuitant(s), etc.). “Notes:” will also be used to reference dates and corresponding follow-up actions that help move the transaction toward completion. Click the OK button to schedule the activity. Notice that it will appear in the selected user’s Task List since there is no specific time of day associated with a Forecasted Sale.

How do you track the progress of transactions? As the transaction progresses you should make notes of events that occur. This may be when information is received or when you follow-up on the transaction according to the scheduled activity in your Task List. Open the contact record the Forecasted Sale is linked to and navigate to the PENDING tab. Find the Forecasted Sale you need to update. Right-click on it and select EDIT. This will bring up the “Schedule a Forecasted Sale” window.

Make a new line at the bottom of the text in the “Notes:” field. Type the date and followup action that just occurred. Be sure to include who you spoke to and the result of the action. Change the “Sale Date:” field to a date that indicates when the next follow-up will be regarding this transaction or when it is expected to be completed. Again, this date should not be longer than two weeks. Click the OK button. ______________________________________________________________________ © 2009 PEAK™, All rights reserved. 2

Transfers

How is a list of pending transactions generated? To generate a list of pending Forecasted Sales, run the “Forecasted Transactions Report”. In GoldMine®, navigate to the GO TO menu and select REPORTS
REPORTS CENTER to open the Reports Center. Set the “User:” field to “(public).” Expand the “Crystal Reports” folder and then the “Analysis Reports” subfolder. Double-click on the “Forecasted Transactions Report” which will cause the “Print Report” window to appear. Click on the radio button “All Contacts in the following filter or group:” and set it to “All Contact Records!” to allow for a search of all contacts. Finally, click the radio button “Window” and click OK. This will cause the “Enter Values” window to appear. By default, the parameter values will be configured to run the report for all Rep ID #’s, no minimum amount, all activity codes, and with the “Notes:” field data displayed. At the very least, a date range will need to be specified. Note that the dates must be entered in the format yyyy-mm-dd. When specifying a particular Rep ______________________________________________________________________ © 2009 PEAK™, All rights reserved. 3

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ID #, be sure to enter it exactly as it appears in the “Rep ID #:” field in the Main View in GoldMine®. Click the OK button when you’ve finished making your selections and the report will be generated. This report displays a listing of all pending forecasted sales within the specified parameter values. Once the report has been generated, click on the PRINT icon “Forecasted Transactions Report” window.

within the

How are transactions closed? When the transaction has been completed, you will want to complete the scheduled Forecasted Sale. Open the contact record the Forecasted Sale is linked to and navigate to the PENDING tab. Find the Forecasted Sale you need to complete. Right-click on it and select “Complete.” The “Complete a Sale” window will appear.

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Transfers

Change the “User:” field to the username of the advisor associated with the client by clicking on the arrow to its right. Select the appropriate result code from the lookup list for the “Result:” field by clicking on the arrow to its right (e.g., “COM // Complete”). Select the appropriate entry in the “Success:” field by clicking on the arrow to its right to indicate whether or not the transaction actually took place. A “Lost Sale” means the transaction was cancelled and no money changed hands. Make a new line at the bottom of the text. Type the date and follow-up action that just occurred. Click the OK button to finish completing the activity. Note that the activity automatically moves from the PENDING tab to the HISTORY tab on the client’s contact record. Also notice that the activity gets time-stamped based on when it is actually completed so it will appear on the advisor’s calendar at that date and time instead of in the Task List.

How do you print out a list of completed transactions? To generate a list of completed Forecasted Sales for the advisor(s), run the “Completed Transactions Summary Report”. In GoldMine®, navigate to the GO TO menu and select REPORTS
REPORTS CENTER to open the Reports Center. Set the “User:” field to “(public).” Expand the “Crystal Reports” folder and then the “Analysis Reports” subfolder. Double-click on the “Completed Transactions Summary Report” which will cause the “Print Report” window to appear. Click on the radio button “All Contacts in the following filter or group:” which should be set to “All Contact Records!” to allow for a search of all contacts. Finally, click the radio button “Window” and click OK. This will cause the “Enter Values” window to appear.

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By default, the parameter values will be configured to run the report for all Rep ID #’s, no minimum amount, all activity codes, and with the “Notes:” field data displayed. At the very least, a date range will need to be specified. Note that the dates must be entered in the format yyyy-mm-dd. When specifying a particular Rep ID #, be sure to enter it exactly as it appears in the “Rep ID #:” field in the Main View in GoldMine®. Click the OK button when you’ve finished making your selections and the report will be generated. This report displays a listing of all completed sales within the specified parameter values. Once the report has been generated, click on the PRINT icon Forecasted Transactions Report window.

within the

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