Working with valuations

The valuation editor

The valuation editor is a popup or a page that contains a collection of tabs. Each tab contains one or more panels that in turn contain either edit fields, controls or information displays. The tabs in the valuation editor are:

• Details
• File
• Summary
• Risk
• Value
• Land
• Building
• Improvements
• Sales Evidence
• Comments
• Attachments
• Notes
• Report
• Other jobs
• Event log

Each of these tabs will be discussed in more detail below.

If enabled for your company, there may be a workflow panel on the right that you can expand.

Editor tools

The valuation editor has some tools at the top of the page:

• Google Maps button - click to open a new tab and view the property in Google Maps.
• Google Search button - click to open a new tab and search for the property's addressin Google.
• Six Maps button - click to open a new tab and view the property in SIX Maps.
• Click the Actions button to show a popup menu with the following options:
  • Preview job report - opens a PDF in a new tab with an API PropertyPRO pro forma report
  • Print job summary - opens a PDF in a new tab showing a job sheet
  • Import job data - opens a popup that will let you find a previous job from which you can import information.
  • Send email - opens a popup that will let you send an email to people associated with the job. See Send email for more information
  • Sign off on job - indicates that you've approved the job to be marked as complete. Makes your signature available for use in reports made with the long form editor.
• Click the Save button to save any changes you've made to the job. If there is something that prevents the job from being saved, the system will pop up a message to let you know what's missing.

Details

Valuation details

Field	Description
Job name	The name of the job. If entered, this will be displayed in the valuation table, and in the valuation column view on the job card instead of the address.
Assignee	The user to whom this job is assigned. This user is distinct from the responsible and supervising valuers.
Job ref	The number identifying the job. It shows up in searches and is used as the internal reference number.
Requested by	The name of the person requesting the job.
ValEx reference number	Self-explanatory.
Requestor phone no.	Contact number for the person requesting the job.
Inspection date	The date the valuer inspected the property. This field and the inspection time show up on reports.
Inspection time	The time the valuer inspected the property.
Report started	This field is purely documentary.
Entered into valuer work log	This field is purely documentary.
Branch name	The branch with which the job is associated. The branch name shows up in searches, the valuation table and column views, and is also associated with bank accounts for invoicing.
Inspection delay reason	This field is purely documentary.
Sign job (button)	Clicking this button will show a popup asking you to confirm that the job is to be signed.

Internal notes

The internal notes entered here are searchable, and will also show up on the job summary report.

Notifications/memos

Click the + New button to add a new notification or memo. The system will show you this popup:

Field	Description
Description	The text you want to keep as the notification or memo.
Date	The date you want to keep as the notification date. This defaults to today's date.
Time	The time you want to keep as the notification time. This defaults to the current time.

Click Cancel to close the popup without keeping the note; click Save to add the note to the list.

Address

The address panel has the following buttons available for mapping:

• Google Maps button - click to open a new tab and view the property in Google Maps.
• Google Search button - click to open a new tab and search for the property's addressin Google.
• Six Maps button - click to open a new tab and view the property in SIX Maps.

There is also a Search button. Click this button to search for an address. You'll see a popup into which you can type an address. As you type, the system will show you a list of matching address. Choose one to make it this job's address.

Step 1	Step 2	Step 3

After choosing the address information above, the address panel will look like this:

The lookup will automatically fill in the address, the property name, the suburb, state, postcode, LGA, legal description and area.

Alternatively, you can enter all of these values yourself.

Invoices

Field	Description
Report fee (ex. GST)	The total fee for this valuation, excluding GST.

Click Auto invoice to create a new invoice for the job's client to the value of the report fee above.

Click + Add invoice to create an invoice for the job. When you click this button, you'll see this popup:

Fields for the invoice editor

Field	Description
Invoice number	The invoice number for this invoice. The system will automatically generate the invoice number from the job number, and will append a slash and a sequence number if this is not the first invoice.
Invoice date	The date the invoice is created. The system will automatically populate this field with today's date.
Due date	The date the invoice is due. The system will automatically set this based on Settings | System | Company | Invoice payment period (which defaults to 14 days when the company is first set up).
Bill to recipient	The client to the invoice should be presented.
Bill to first name	The first name of the client's contact.
Bill to last name	The last name of the client's contact.
Bill to postal address	The client's postal address.
Pay to bank account	This field is a dropdown from which you can select the bank account into which the payment should be paid. This bank account's information will be displayed on the invoice.
Invoice item description	Defaults to Valuation fee, but editable by the user.
Invoice item amount (ex. GST)	The user can enter the invoice amount here, and this amount may be less than the total outstanding report fee. The user can enter a percentage including % to have the field set to that percentage of the report fee. For example, if the report fee is $800, entering 50% and leaving the field will have the invoice fee changed to $400.
Invoice item GST	If the box is ticked, the system will set this field to 10% of the value in the Amount field. If the box is not ticked, the field will be set to zero. Users can't change the value in this field.

Client details

Default view	Expanded view

Field	Description
Client	A dropdown from which you can choose the client. Start typing the name of the client or any of the client's contacts, and you'll see client names you can choose from the dropdown. The items in the dropdown include the client company name and the individual contacts' names. If the client is not in the system, you can click the Add client button (see below). Click Clear to remove the client.
Contact business name	Populated by the system if you choose a known client.
Contact first name	Populated by the system if you choose a known client.
Contact last name	Populated by the system if you choose a known client.
Contact email address	Populated by the system if you choose a known client.
Contact phone number	Populated by the system if you choose a known client.
Contact secondary phone	Populated by the system if you choose a known client.
Solicitor	Tick this box if the client is represented by a solicitor.
Solicitor business name	Populated by the system if you choose a known client who has a solicitor.
Solicitor first name	Populated by the system if you choose a known client who has a solicitor.
Solicitor last name	Populated by the system if you choose a known client who has a solicitor.
Solicitor email address	Populated by the system if you choose a known client who has a solicitor.
Solicitor phone number	Populated by the system if you choose a known client who has a solicitor.
Solicitor secondary phone	Populated by the system if you choose a known client who has a solicitor.
Office phone	Populated by the system if you choose a known client.
Fax	Populated by the system if you choose a known client.
Postal address	Populated by the system if you choose a known client.
Referral type	Populated by the system if you choose a known client.
Client type	Populated by the system if you choose a known client.
Notes	Populated by the system if you choose a known client.
Borrower	If your client is a lender requesting a valuation for a property for which they're considering extending a loan, you can enter the name of the borrower here.
Loan reference number	If your client is a lender requesting a valuation for a property for which they're considering extending a loan, you can enter the loan reference number here.

If the client is not in the list, you'll have to add it. Click the Add client button and add the new client as described in Adding contacts.

File

Valuation information

Default view	With additional notes

Field	Description
Job status	Choose the job status from the dropdown. The list of job statuses is in Settings | Lists | Job statuses. You can also change the job status by dragging it to a different column in the column view.
Valuation date	This is the date the valuation was made. It is searchable, and will be included in reports.
Valuation	This is the dollar value of the property. It is the same value as Value | Market value. If you change this value, the other will be changed immediately to keep it in sync. The market value in words will also be updated.
Valuer	Choose the valuer making the valuation from this dropdown.
Supervising valuer	If there is a senior valuer supervising another valuer, the supervisor's name can be chosen from this dropdown.
Category	Choose the category from this dropdown. The list of categories is in Settings | Lists | Job types.
Data entry	This is a date field that you can use to record when data was first entered into this or another system.
Securitised	This is not searchable, and only displayed in long form reports if added to a template.
Add/edit additional notes & qualifications	Flip this switch to expand the panel to show the addition notes & qualifications field.
Additional notes & qualifications	Enter addition notes and qualifications that are to be included in the report.

Property details

Field	Description
Sale date	The date the subject property was sold (if applicable).
Contract price	The subject property's price (if applicable).
Customer EMV	The customer's estimate of property's market value (if applicable).
Property type	Choose the property type from the dropdown. The list of property types is in Settings | Lists | Property types.
Map reference	Enter a map reference if required.
Contact for access	The name of the person to contact for gaining access to the property.
Phone (access)	The phone number to call to gain access to the property.
Occupier/tenant	The name of the person or organisation current occupying the property (if applicable).
Phone (tenant)	The phone number of the person or organisation occupying the property.
Unfurnished rent PW	Weekly rent for the property.
Lease expiry date	Lease expiry date (if applicable).
Special instructions	Any special instructions about the valuation or gaining access to the property.

Dates

Field	Description
Date in	The date the valuation was received and added to the system.
Date due	The date the valuation is due to be delivered (originally).
Delay advised	If there has been a delay, this is the date the delay was advised.
Now due	The date that the valuation is due after a delay advice.
Date out	The date the valuation is sent out.

Valuation type

Field	Description
Report type	Choose the report type from the dropdown. The list of report types is in Settings | Lists | Report types.
Report purpose	Choose the report type from the dropdown. The list of report types is in Settings | Lists | Valuation purposes.
Inspection	Choose one of Internal and external, Internal, or External.
Classification	This is not searchable, and only displayed in long form reports if added to a template.
Report focus	This is not searchable, and only displayed in long form reports if added to a template.
Title type	This is not searchable, and only displayed in long form reports if added to a template.

Summary

Other details

Closed	Expanded

Field	Description
Legal description / title details	The legal description from the address will appear here. If you change this value, it will be reflected in the address's legal description field.
Site dimensions	Enter the site dimensions here.
Marketability	Enter comments about the marketability of the property here.
Essential repairs	Note any essential repairs in this field.
Valuer allowance	If there has been any allowance applied to the property by valuer, it should be noted here.
Heritage issues known	Switch this on to indicate that there are known heritage issues.
Heritage issues	If there are heritage issues, record them in this field.
Environmental issues known	Switch this on to indicate that there are known environmental issues.
Environmental issues	If there are environmental issues, record them in this field.
Encumbrances/restraints known	Switch this on to indicate that there are known encumbrances and/or restraints.
Encumbrances/restraints	If there are encumbrances and/or restraints, record them in this field.

Risk

Property / market risk rating

For each category, click on a number representing the risk related to that category. If the risk is above "3" you will have the opportunity to comment on that risk in the adjacent panel.

Risk comments

These fields only appear if there is a corresponding risk rating of "3" or greater in the Property / market risk rating panel.

Value

Valuation summary

Field	Description
Interest valued	Choose the interest valued from the dropdown. The list of interests valued is in Settings | Lists | Interests valued.
Value component	Choose either Existing property or As if complete from the dropdown.
Land value	Enter the land value here.
Improvements / construction	Enter the value of any improvements here.
Market value	This value will automatically be set to the sum of the land value and the improvements, but you're able to enter a different value into this field if you want.
Market value in words	This is a read-only field, with the market value in words.

Valuation details

Field	Description
Documents to sight	Switch this on if there are documents that should be sighted.
Documents	If there are documents to sight, you can choose them from the dropdown. The list of documents is in Settings | Lists | Document types.
Recommendation	For PropertyPRO reports. The decision as to the suitability of security for a lending transaction and/or a mortgage insurance transaction is a commercial decision for the lender-client/LMI.
Suitable for rent	Switch this on if the property is suitable for rent. If it's switched off, the Rental value unfurnished and Rental period fields will be disabled.
Rental value unfurnished	Rental income over the period selected in the next field.
Rental period	Select one of weekly, fortnightly or monthly.
Replacement insurance	Cost of replacement insurance.
Valuation date	The date the valuation was made.

Land

Land details

Field	Description
Property identification	Choose the identification methods (you can choose more than one) used from the dropdown. The list of documents is in Settings | Lists | Property identification methods.
Title search sighted	Switch this on to indicate that the title search has been conducted.
Zoning effect	Enter comments about the effect the zoning has on the property's value.
Location	Enter comments about the location.
Neighbourhood	Enter comments about the neighbourhood.
Site description & access	Enter comments about the site and how access is gained.
Services	Enter comments about what services are available to the property.

Building

Occupancies

Click the Add occupancy button to add a new occupancy to the valuation.

Click anywhere in a row to select the occupancy and view its details in the Occupancy details panel (below).

Click the Delete button to remove an occupancy from the valuation.

Occupancy details

Field	Description
Year to be erected Year built Built about	The prompt for this field is determined by whether the report type is flagged as "TBE", and whether the Year is exact switch is on.
Year is exact	Turning this on sets the prompt for the field above to "Year built" instead of "Built about".
TBE	This switch is only visible if the report type is flagged as "TBE".
Style leveled	Choose a single item from this dropdown. The list of items is in Settings | Lists | Levels.
Style attached	Choose a single item from this dropdown. The list of items is in Settings | Lists | Attachment types.
Street appeal	Choose a single item from this dropdown. The list of items is in Settings | Lists | Street appeals.
Internal condition	Choose a single item from this dropdown. The list of items is in Settings | Lists | Internal conditions.
External condition	Choose a single item from this dropdown. The list of items is in Settings | Lists | External conditions.
Main flooring	Choose a single item from this dropdown. The list of items is in Settings | Lists | Floor types.
Window frames	Choose one or more items from this dropdown. The list of items is in Settings | Lists | Windows.
Has pool	Tick the box if the property has a pool.
Roof	Choose a single item from this dropdown. The list of items is in Settings | Lists | Roof types.
Main walls	Choose a single item from this dropdown. The list of items is in Settings | Lists | Walls.
Main interior linings	Choose one or more items from this dropdown. The list of items is in Settings | Lists | Interior linings.
Notes about past additions	Enter notes about past editions here; this is a free text box.
Extra notes about the occupancy	Enter extra notes about the occupancy here; this is a free text box.
Bedrooms	Number of bedrooms.
Bathrooms	Number of bathrooms.
Plus	More information here about the accommodation; this is a free text box.
Car accommodation	The number of car spaces. This doesn't have to be a number.
Car accommodation type	Choose a single item from this dropdown. The list of items is in Settings | Lists | Car accommodation.
Car accommodation area	Enter the amount of car space in m².
Living areas	Enter the amount of living area in m².
Outdoor areas	Enter the amount of outdoor area in m².
Other areas	Enter the amount of other areas in m².
Interior layout	Choose one or more items from this dropdown. The list of items is in Settings | Lists | Internal layouts.
Fixtures & fittings	Choose one or more items from this dropdown. The list of items is in Settings | Lists | Fixtures and fittings.

Ancillary

Field	Description
Significant ancillary	Notes about significant ancillary occupancies.
Secondary ancillary	Notes about secondary ancillary occupancies.

Sales Evidence

Supporting sales

To add one or more supporting sales, click the Add supporting sales button. The system will show you a popup allowing you to select sales to use as supporting sales.

Without filter	With filter

Click the Filter button to hide or show the extended filters.

Type into the Filter results by address to restrict the visible sales to those whose addresses contain the text you've typed. It doesn't matter whether you type in upper or lower case.

Tick the boxes next to the sales you want to include as supporting sales in this valuation.

Click Cancel to close the popup without keeping any changes.

Click Enter manually to start the process of manually entering a supporting sale (described below).

Click Done to apply your selections to the valuation.

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There are two types of sales you have access to: sales that are taken from the Valuer General's website; and sales that you (or someone in your organisation) has analysed. In this case, an "analysed" sale is a sale that has been used as a supporting sale earlier, or one that has been independently analysed in the Sales module.

Sales from the VG will have the NSW logo next to them; sales you've analysed will have your company's logo next to them.

Manually entering supporting sales

If you click the Enter manually button on the Add supporting sales popup above, you'll be able to enter details about the sale yourself.

If you have enabled the AddressFinder API, you'll be able to type an address into this popup:

You'll see a list of matching addresses in a dropdown below the entry field, and you'll be able to choose an address from that list. When you're satisfied, click the Search button. Assuming you've found a property, you'll get this popup:

Field	Description
Address	As for Details | Address above.
Contract date	The date contracts were exchanged.
Settlement date	The date the sale was settled (optional).
Price	The sale price.
Confirmed	Tick this box if you want to mark the sale as a confirmed sale.
Purchaser	The purchaser(s). Click the Ellipsis icon to open a popup into which you can enter one or more purchasers (one per line).
Vendor	The vendor(s). Click the Ellipsis icon to open a popup into which you can enter one or more vendors (one per line).
List price	The price that the sale was listed at (optional).
List date	The date the property was listed (optional).
Sale type	Choose a single sale type from this dropdown. The list of items is in Settings | Lists | Sale types.
Sale commentary	Enter any relevant commentary about the sale. This information will be included in reports.
Internal notes	Enter any internal notes about the sale. This information won't be included in reports.
Attachments	Drag and drop images or other documents on to this panel to attach them to this sale.

Supporting sale details

Click Edit source sale to open the sale editor.

Click Import comment to import the comment from the analysed sale to the brief comments above the button.

Click Save comments to sale to send a copy of the brief comments to the analysed sale.

Field	Description
Brief comments	Enter comments about the property to be included in the report for this sale.
Comparison to subject	Enter a comparison to the property being valued.

Prior sale(s) of subject property (last 3 years)

Click the Add prior sale button to add a new prior sale to the valuation.

Click Load prior sales to load the prior sales for this property. The system will only find sales with contract dates within the three years prior to the valuation date, so you must make sure you've already set the valuation date.

Click Clear all to clear the existing list of prior sales.

If you have any prior sales, click the Edit button to edit the information about the prior sale (see below).

If you have any prior sales, click the Delete button to remove the prior sale from the valuation.

Creating / editing prior sales

New prior sale	Edit prior sale

Field	Description
Contract date	Date on which the property sold.
Price	Price for which the property sold.
Dealing number	Optional value containing the VG's dealing number. If the prior sale has been pulled from the VG's sale data, this field will be set. You're not required to enter it if you're adding your own sale information.

Current/proposed sale of property

If the subject property has sold or is currently for sale, you can enter information about the sale in this panel.

Field	Description
Contract price	The price for which the subject property sold.
Contract date	The contract date for the sale of this property.
Comment	Enter any pertinent information about the sale here.
Market activity level	Choose a single market activity level from this dropdown. The list of items is in Settings | Lists | Market activity levels.
Selling period greater than 6 months	Switch this on if the sale was on the market for a more than six months.
Full copy of Contract of Sale sighted	Choose Yes, No or N/A.
Reason Contract of Sale wasn't sighted	Enter the reason for which the Contract of Sale was not seen by the valuer. This field is hidden if the above field is Yes.
Sale in line with the local market	Choose Yes, No or N/A.

Comments

This panel provides space for you to provide additional commentary about the property and the valuation. This information will be included in the pro forma reports, and can be included in custom reports.

Attachments

Attachments are important enough to contain their own section in this help system, so please see Attachment panels for more information.

warning

When you upload attachments, they're not immediately saved with the job. You must save the job to make the attachments "stick" to the job.

Notes

Notes & qualifications

This panel provides space for you to provide additional commentary about the property and the valuation. This information will be included in the pro forma reports, and can be included in custom reports.

Lender specific information

This panel provides space for you to provide additional commentary about the property and the valuation. This information will be included in the pro forma reports, and can be included in custom reports.

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The Details | Client | Other client details panel has a Notes field at the bottom. If there is some commentary there, the icon to the right of the field will be enabled, and you'll be able to click the icon to send that commentary to this field.

Other information

Field	Description
Mark as an Amended Report	If this box is ticked, the report will be marked as amended. If the proforma report is printed, it will have "AMENDED REPORT" in the header, and custom reports can have this rendered as Yes or No.

Report

If you are using the pro forma report (or haven't uploaded a report yet), you'll see this panel on the Report tab.

No report

Click the Finalise button to mark the report as finalised.

Click the Preview button to have the system generate a pro forma report with a "DRAFT" watermark and show it in a new browser tab.

Click the Upload button to upload a document to be used as the report. This will result in the panel changing to the manually uploaded Draft report panel (displayed below).

Click the Use template button to select a template to use as the valuation report. This will result in the panel changing to the Report editor panel. Click this link for information about the report editor.

Draft report

Click the Delete draft button to delete the draft and revert to the "No report" state above.

Click the Download button to download a copy of the report.

Click the Edit button to download a copy of the report and open it in an editor. See the Valuation report helper for more information.

Click the Finalise button to mark the report as finalised.

Finalised report

Click the Amend button to amend the report. The system will pop up a confirmation box, and you'll need to click the Confirm button to proceed with amending the report.

Click the Download button to download a copy of the finalised report.

Click the View button to open a view of the finalised report in a new browser tab.

Other jobs

If there are other jobs for this property, they will show up in this panel. The panel will tell you how many jobs, and will also highlight jobs that are still in progress. For each job, the system will show you the:

• Address (should be the same as the current job)
• Valuer who was responsible for the valuation
• Report fee
• Client name
• Valuation date
• Market value

Event log

VOW keeps track of all updates to a job. In this panel, you can see:

• What was changed (and what part of the job it was)
• When it was changed
• Who changed it

Click the expansion button to unfold the change. Original values are shown in red; new values are shown in green.

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Jobs that have been imported from other systems may not have any useful change history.