Adding and Removing Closing Parties

A single closing record can have multiple closing parties. Within Top Producer 8i, these participants are referred to as "closing parties" and are managed from the Closing Parties tab of the Closing Record.

Closing parties can include multiple buyers and sellers (although a single primary buyer and a single primary seller must be defined), listing and selling agents, and other "common" parties such as insurance representatives, property inspectors, etc.

You can add a closing party from your contact database. Alternatively, if you will be dealing with a closing party only once, you can add a one-time closing party and indicate that you don't want the contact added to your contact database.

To select a closing party from your contact database:

Open the Closing Parties tab. How?
1. From the Main Menu bar, go to Listings > Closings Summary.
2. Click the closing's row to open the closing record.
3. Click the Closing Parties tab.
Click the Add Closing Party action link.

The Add Closing Party inline form appears. The Contacts List option is already selected by default.
Drag and drop the contact you want to add to the closing from the Contacts Look-up into the Contact section.

Note: The Primary Seller is the contact whose address matches that of the closing. Under no circumstances can you delete the Primary Seller.
Choose the contact's Role from the options available. If you select Other:
1. Select the party's contact type from the drop-down list.
  
  Tip: Click the contact type's first letter to jump to that section in the drop-down list.
2. Select who they represent by selecting the appropriate check box(es) below.
Click the Add Closing Party button.

To add a closing party without adding it to your contact database:

Open the Closing Parties tab. How?
1. From the Main Menu bar, go to Listings > Closings Summary.
2. Click the closing's row to open the closing record.
3. Click the Closing Parties tab.
Click the Add Closing Party action link.

The Add Closing Party inline form appears.
Select the Add a Contact for This Closing Only radio button.
Enter the closing party's details.
Choose the contact's role from the options available. If you select Other:
1. Select the party's contact type from the drop-down list.
  
  Tip: Click the contact type's first letter to jump to that section in the drop-down list.
2. Select who they represent by selecting the appropriate check box(es) below.
Click the Add Closing Party button.

Note: The Add Closing Agent functionality is only available on team accounts. To add agents when you are not on a team account, enter the agent as a contact in your contact database and then add the agent as a "common closing party".

Open the Closing Parties tab. How?
1. From the Main Menu bar, go to Listings > Closings Summary.
2. Click the closing's row to open the closing record.
3. Click the Closing Parties tab.
Click the Add Closing Agents action link.

The Add Closing Agent inline form appears.
Select the agent you want from the drop-down list.
Indicate whether the agent represents the Buyer or Seller.
Click the Add Closing Party button.

The Common Closing Parties list is a collection of the contacts that are often involved when you are managing a closing. The list saves you from having to sort through your whole database to track down the closing parties with whom you often work.

Open the Closing Parties tab. How?
1. From the Main Menu bar, go to Listings > Closings Summary.
2. Click the closing's row to open the closing record.
3. Click the Closing Parties tab.
Click the Add Closing Party action link.

The Add Closing Party inline form appears.
Select the Common Closing Parties radio button.
Select the closing party you want from the drop-down list.

Note: If the common closing party does not appear in the drop-down, you can add the party by clicking the Add link.
Choose the contact's role from the options available. If you select Other:
1. Select the party's contact type from the drop-down list.
  
  Tip: Click the contact type's first letter to jump to that section in the drop-down list.
2. Select who they represent by selecting the appropriate check box(es) below.
Click the Add Closing Party button.

Note: The Primary Seller cannot be deleted.

Open the Closing Parties tab. How?
1. From the Main Menu bar, go to Listings > Closings Summary.
2. Click the closing's row to open the closing record.
3. Click the Closing Parties tab.
Click the Delete icon adjacent to the contact in the Closing Parties table.
Click Yes to confirm deletion.