Your Top Producer 8i database organizes information by logically separating the different information types and linking the different layers of contact, property, listing, and closing information. The following information is not necessary for using 8i, but an understanding of how 8i views your data will likely help you utilize all of its features to their greatest capacity.
The "contact record" is the top of the information hierarchy and encompasses any linked property, listing, and closing records. Multiple property records can be linked to a single contact record, but only a single contact can be linked to a property record, and that contact is the "primary" contact for any listing or closing records created from the property record. Thus, if the contact record is updated or deleted, the property, listing, and closing records are all updated or deleted along with the contact record.
A property record is a collection of address, features, and tenant information that defines a single property. Every property record belongs to a single contact record, but a single contact record can include multiple property records. A property record can have multiple listing and closing records linked to it. Deleting a property record will not affect the contact record (other than removing a property record from its Properties tab) but all linked listing and closing records will be deleted.
A listing or closing record is really just an additional set of information attached to a property record, concerning the listing or closing of a property. Listing/closing records are dependent on property records for their address and property detail information, while the listing- or closing-specific information is added during the Add Listing or Add Closing process. When you create a listing/closing from scratch (i.e. you do not create the listing/closing from an existing property record), the act of adding the new listing/closing creates a new property record and, if necessary, a new contact record to contain the property.