Revised: 10/08/2013
Go to Maintain>>Agent Master
This program is used to enter and maintain Agent information.
At the top of the view are functions such as save and clear. Click here for more information on functions.
Select an existing agent by the Agent ID or Sort Key.
For a new Agent, enter a new alphanumeric agent ID up to 8 characters long.
Agent IDs are key fields and may not be edited once they are saved.
Enter the Last Name, First Name or Company Name (i.e. Doe, John or ABC Company) for a new entry.
For an existing sort key, enter or select the appropriate information to view the information for the agent.
Sort keys are not key fields and may be edited.
Enter the First Name, Last Name or Company Name (i.e. John Doe or ABC Company) for a new landlord or edit the existing agent name.
Enter, edit or view an agent's address on the lines provided.
Enter, edit or view the city, state and zip code information for an agent.
Enter, edit or view up to 2 phone numbers for the agent.
Enter, edit or view extension information for phone 1 and 2.
Enter, edit or view phone 1 and 2 descriptions.
For example:
Cell phone
Home phone
Be sure to mark a new agent as active. Select Inactive for agents who have left the program.
Users may enter a designated type for agents. This is a way to group agents for reporting purposes. Exact entry of groups is important, misspellings may hinder reports using this feature.
For example: Use a type of MLTI to group agents who have multiple properties in the program and SNGL to group agents with only one property. These are only examples, other types may be used.
Select Male or Female for the agent's sex.
Select one of the following for an agent's race:
Asian/Pacific
Black
Hasidic Jew
Hispanic
Native
Other
White
Select the agent's ID type as one of the following if they will be receiving a 1099:
Federal EIN
Social Security Number
Enter the Federal EIN or Social Security Number for the agent if they are to receive a 1099.
Select the income type for the 1099. The most common type is 1. Rent.
Options for selection are:
1. Rents
2. Royalties
3. Other Income
4. Federal Withholding
5. Fishing Boat Proceeds
6. Medical Payments
7. Nonemployee Compensation
8. Sub Pay in Lieu of Interest
9. Direct Sales > $5000.00
None Selected
Be sure to check this box if the Agent is to receive a 1099 at the end of the year and fill in the federal identification and name control.
Landlords whose checks are sent to an agent will not show those totals in their 1099s. The checks will be reported as going to the Agent.
Place a check in this box if you are doing backup withholding for this landlord.
Name control information is assigned by the program when this field is entered into or the file is saved, if the Send 1999 field is checked. Name control must be entered when 1099s will be submitted electronically. Name control regulations can be found in Publication 1220 at www.irs.gov.
Note:
Name Control information is only mandatory if electronic reporting of 1099 information will occur. The Section 8 module includes a Review 1099 Name Control Information program where name control information can be entered, reviewed or generated for vendors and landlords.
Type the address to where the 1099 is to be mailed. If 1099 information will be pulled by 1099 Name Line and Address, the 1099 mailing address should be entered.
Enter the agent's name as it is to appear on the 1099. This field may be left blank if the 1099 will be pulled by the main Agent name and address.
Enter the agent's address as it is to appear on the 1099. This field may be left blank if the 1099 will be pulled by the main agent name and address.
Enter the agent's city, state and zip code as it is to appear on the 1099. These fields may be left blank if the 1099 will be pulled by the main name and address.
If payments to the agent are to be directly deposited to their account, enter the routing information for the checks.
Enter the agent's bank routing number. This field may be left blank if the agent will receive a printed check.
Enter the agent's bank account number. This field may be left blank if the agent will receive a printed check.
For a demand/checking account, this information may be found on a voided check supplied by the agent.
For a savings account, this information may be found on a deposit slip supplied by the agent.
This field may be left blank if the agent will receive a printed check.
Select one of the following account types for the direct deposit:
Checking/Demand Account
Savings Account
This screen is updated by the system and allows you to see monthly payment totals to the agent for current year, YTD amount and previous year’s total payments.
The payment information should be reset at the beginning of each year with Rebuild Landlord View Totals.
If totals are not rebuilt the payment information will show multiple year information and totals.