Manage Lots

Tasks

Steps

Add Lots

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Navigation Path

Admin > Projects > Manage Lots > Add Lot

Notes

• Make sure the project custom lot number is configured before adding lots. See "Custom Lot Number Configuration"
• You can also upload lots via the Data Upload Wizard . This is recommended if you are entering a large quantity of lots .

Steps

1. Use the text field, to enter the required Lot #. Depending on the Custom Lot Number configuration, and additional custom fields established by your company - other fields may be marked as required.
2. As desired, use the text fields to enter optional information.
1. Building, Section, Floor and/or Block - these are alpha-numeric fields
2. Swing - of the house or swing of the garage. Choose, Right or Left. Whatever your company decides to use it for - it should be consistent for every lot.
3. Lot Address
4. City, State, Zip Code and Country- these fields will be populated by default with the Project's city, state and zip. If you are building on scattered lots or across state or province lines you can utilize these fields to manage the different addresses by overwriting the project's address information
5. As desired, use the text field to enter a Memo note.  The memo is visible within the system only.  It does not appear on reports that may be viewed by individuals outside of the BuildTopia application.  One common example is that builders may use this for lot notes such as a transformer on the lot
6. Lot Accounting Code and Lot Sub Accounting Code - use as applicable based on user accounting system
7. Lot Premium- premium price applied to a lot - do not use dollar sign ($) or commas
8. Required Color - enter required color scheme for this house. This information is available throughout the application and on the Lot Details print form
9. Lot URL- This is an optional field that can be used to enter a web address, if the company has a webpage that focuses on the lot.
10. Req. Elevation - enter the required elevation for this lot. This information is available throughout the application and on the Lot Details print form.
11. Permit (applied) date - date user applied for permit
12. Permit (received) date - date user received permit
13. Permit #
14. Lot Order - date the user ordered a lot from lot owner,
15. Lot Takedown - date the user takes down a lot from lot owner,
16. Conditions - these comments will be visible on reports such as the Lot Details Report.
3. Enter custom field information if applicable. See "Manage Lot Custom Fields" for directions on configuring custom lot fields.
4. Select Save to save the lot information.

Don't forget to:

1. Associate Plans to the lot See "Manage Lot Plans"
2. Designate which options are available, mandatory or unavailable on this lot See "Manage Lot Options"

Custom Lot Number Configuration

Navigation Path

Admin > Projects > Project Settings > Custom Lot Number

Notes

The default custom lot number configuration is Lot only.

Steps

1. Select the Custom Lot Number Configuration Link
2. Select the first field from the pull-down list: Block, Building, Lot, Section and Floor. Max number of custom fields is 4.
3. Use the text field to enter the character to separate the fields. Such as '.' or '-'
4. Repeat Steps 2 and 3 above for each field you want to use to create your custom lot number.
5. Select the Save button to save the custom lot configuration changes, or select the Cancel button to discard the changes.

Edit Lots

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Navigation Path

Admin > Projects > Manage Lots > Edit

Notes

• Each lot field can be edited except the Lot Premium and lot number fields for any lot with an accepted sales contract or SPEC workup.

Steps

1. Select the Edit Link for the Lot to be edited.
2. Edit the necessary fields and select Save or Cancel.

Manage Lot Plans

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Navigation Path

Admin > Projects > Manage Lots > Plans

Admin > Projects > Manage Plans > Lots ( this options tends to be faster as you only have to go into each plan)

Notes

• This allows you to manage the plans associated to the lot
• Only the plans associated to the project will be available for associating to the lot. If a plan does not show up for association, check the status of the plan in Data Library > Plans > Projects

From Project Lots - Steps

1. Select the Plans Link for the Lot.
2. The associated plans will be listed.  The actions are:
1. Active - plan is available on the lot
2. Inactive - plan is not longer available on the lot
3. Remove - the association between the lot and the plan will be ended.  This action will only work if plan and lot combination has not been selected in a workup or sales agreement
3. Select the Associate Plan link
4. Select the appropriate plans
5. Select Associate Selected Plans button
6. Select Cancel to return to the plans for that lot
7. Select Save or Save & Exit

From Manage Plans - Steps

1. Select Lots link - the currently associated lots are listed.
2. Select the Associate Lot link
3. Check the Associate Checkbox for the lot to be added to the plan.
4. Click the Associate Selected Lots button.

Delete Lots

Navigation Path

Admin > Projects > Manage Lots > 

Notes: You can only delete pending lots that do not have workups.

Steps

1. Select the Delete link.
2. When prompted to confirm the request to delete select the OK button to continue or Cancel to return to the lots tab.

Note

If there are workups an error message is shown when you attempt to delete the lot. Look for workups by going to SR > Prospects > Advanced Search and searching by lot number.

Manage Lot Options

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Navigation Path

Admin > Projects > Manage Lots >  Lot Dependent Options

Steps

1. Review each listed option.  Only options that have a status of Lot Dependent will appear here.
2. Use the drop-down box to specify if each option as:
1. Unavailable on the lot (default setting),
2. Available on the lot, or
3. Mandatory on the lot.  
3. To manage the status of multiple options at once you can do a search for a word such as 'Garage'. Once your search results are returned to choose one of the settings for every listed option.
1. All Available button - Will make all options available on the lot
2. All Unavailable button - will make all options unavailable on the lot
3. All Mandatory button - will make all options mandatory on the lot
4. Select the Save button to save the changes, or select the Save & Exit button to save the changes and return to the Lot Matrix screen.