How can real estate enterprises establish archives and organize them to be more clear? Easy to inquire?

The most important thing is to provide some basic elements of customer file management for your reference and find the one suitable for your enterprise. As a reminder, you should master the core and routine customer information. 1. Original data of customer file. The original data of customer file is the basic content of customer file, and the common original data of customer file mainly include: contracts, negotiation records, feasibility study reports, approval documents, etc. during the transaction; A copy of the business license of the enterprise as a legal person, the business license of the institution and the business license of the institution of the client; A copy of the customer's performance ability certification materials; Original or photocopy of the post qualification certificate, personal identity certificate, letter of introduction and power of attorney of the legal representative or contractor of the customer; A copy of the customer guarantor's guarantee ability and subject qualification certification materials; Written and audio-visual materials such as telegrams, telexes, letters and telephone records signed or performed by both parties; Documents and materials such as visa and notarization; The original and copy of the contract, and the written agreement on the change and termination of the contract; Acceptance record of the subject matter; Copy of the original voucher for handover, receipt and payment. In the process of keeping and analyzing customer files, keeping and sorting out all kinds of original materials is the most basic work. Because a large number of original customer files are gradually formed during the transaction, in order to avoid future economic disputes, these written original files should be properly preserved to effectively prevent contract risks, legal risks and credit risks in the economic exchanges between enterprises and customers. 2. Customer credit survey report. Customer credit investigation report is the core content of customer files, and it is a file material that comprehensively reflects customer credit on the basis of sorting out and analyzing the original data of customer files. Judging from the formation process and main uses of the credit report, it is a comprehensive report written by enterprise credit examiners to reflect customers' credit motivation and credit ability, and it is a carrier to record customers' credit information in detail. The main contents of the credit investigation report are: the general situation of the company under investigation; Information on shareholders and management; Financial situation; Bank credit; Payment records; Business situation; Field investigation results; Transactions between affiliated enterprises and related parties; * * * records; Media disclosure and comments; Overall evaluation of the client company; Credit advice to customers, etc. In addition, the credit investigation report can also include the classified categories, transaction trends, customers' purchasing patterns and preference characteristics obtained through analysis. There are no strict regulations on the format of enterprise credit report. In practice, we can choose different formats according to the specific situation of enterprises, and usually refer to the standard reports of professional credit reporting agencies in the writing process. The objects of customer file management (1) are divided in time series, including old customers, new customers and future customers. Pay attention to old and new customers. (2) From the transaction process: including customers who have traded, customers who are trading and customers who are about to trade. For the first type of customers, file management cannot be abandoned because of transaction interruption; For the second type of customers, it is necessary to gradually enrich and improve their file management content; For the third kind of customers, the focus of file management is to comprehensively collect and sort out customer information and prepare materials for the upcoming trading business. (3) According to the nature of customers: including government agencies (mainly national procurement), special companies (if they have special business with our company), ordinary companies, customers (individuals) and trading partners. Because of their different nature, demand characteristics, demand methods and demands, these customers have different characteristics of file management. (4) According to transaction volume and market position: including major customers (long transaction time, large transaction volume, etc. ), general customers and scattered customers. It goes without saying that the focus of customer file management should be the main customers. In short, each enterprise has its own customer base more or less, and different customers have different characteristics, and their file management also has different practices, thus forming a unique customer file management system. Generally speaking, the collection, processing and evaluation results of enterprise customer files are reflected in the standard enterprise credit investigation report, which constitutes the core content of qualified customer files. For the enterprise's customer file management, a qualified and simplest customer file is an ordinary version of the customer enterprise credit report, in other words, the data platform of the customer file library is the ordinary version of the enterprise credit report, and the customer file is established on this basis. The establishment and maintenance of customer electronic files will vary with different stages of enterprise development, and its operation mode and overall structure will also be different. At present, there are two common customer file management modes. 1, simple customer file management. Most small-scale enterprises in the initial stage have relatively small turnover and a small number of customers, so some customer files are formed into electronic documents, which are simply edited and counted by office automation software such as WORD and EXCEL. The advantages of this management model are relatively low cost and low technical level of managers; The disadvantage is that the analysis effect of customer data is not very good, and the possibility of data integration and reuse is not great 2. Customer file database management. When the enterprise develops to a certain extent and the number of customers has reached a certain scale, it is necessary to establish customer files to better manage customers. In practice, the construction of customer file database adopts two modes, one is to build customer credit file database separately; The other is integrated into the enterprise's information management system, part of which is the customer credit file database. The premise of enterprise database construction is that a well-trained credit management manager presides over it and makes a reasonable budget. If the budget permits, you can also hire credit management experts to help establish customer files and train enterprise archivists. There are many factors related to the budget of enterprise customer file construction, including the total number of customers, the number of core customers, the proportion of domestic and foreign customers, the level of computer management system, the expansion speed of local market, merger and acquisition plan, overseas development plan and so on. Are directly proportional to the budget of the enterprise customer file database. In China, according to the current price and empirical data of credit products, the investment scale of customer file database construction can be estimated. In addition, in the process of establishing customer file database, we should make full use of data mining technology, establish a reasonable data mining analysis model and mining method according to the characteristics of enterprise customer files, and reveal hidden information with potential value from a large number of customer file raw materials through data selection and detection. The practice of the principle of customer file management proves that the establishment of enterprise customer files should follow the principle of centralized, dynamic and classified management and implement scientific management. For a long time, customer files have not been paid due attention in the practice of enterprise management in China, and the problems such as scattered customer data, slow update of data information and lack of appropriate customer classification are very prominent. These unfavorable factors restrict the customer file from playing its due role in enterprise accounts receivable management and bad debt risk control, and make a large number of avoidable bad debt losses become a reality. 1, centralized management. There are usually two kinds of scattered enterprise customer data, one is scattered in the hands of business personnel, and the other is scattered in various departments of the enterprise. In the first case, the customer may be the customer of the business personnel rather than the customer of the enterprise, because the management of the enterprise is not familiar with every customer, so when the business personnel leave the enterprise, the customer and the business will also leave, causing great economic losses to the company. In real life, such cases are not uncommon. For example, a company's sales staff leave for some reason or collectively, and at the same time bring their own customer information and relationships to the company's competitors, which will cause a huge decline in the company's sales in a short time. What's more, if the business personnel take away the sales contract and delivery documents, the accounts owed by some customers will become bad debts and cannot be recovered. Coupled with the long-term payment of wages to business personnel and the cost of maintaining customers, the loss can not be underestimated. If customer information is scattered in various departments, although it can put an end to the problem of individuals mastering enterprise customer resources, it will also lead to the balance of interests between departments and between departments and the whole enterprise. In practice, the specific performance is that multiple departments deal with the same customer, and the result may be that different departments provide more favorable credit conditions than one department in order to win orders. The interests of the department can be preserved, but the overall interests of the enterprise are damaged, and the same situation will occur between the head office and the branch office. Therefore, in view of the problem of scattered customer data, the only solution for enterprises is to centrally manage customer files. After centralized management of customer files, the company can conduct unified credit granting, comprehensively track and timely curb possible problems. Under the centralized management mode, enterprises should still pay attention to strengthening the professional ethics education for the staff of the credit management department, so as to make them realize that customer files are special assets of enterprises and important contents of business secrets of enterprises. 2. Dynamic management. The so-called dynamic management refers to constantly updating customer file information. This is because the customer's own situation is constantly changing. As far as the customer's credit report is concerned, it belongs to the instant customer file, and the validity period is generally three months to one year. Beyond this time, it is necessary to conduct a new survey of customers. At the same time, another purpose of dynamic management of customer files is to adjust the credit line to customers regularly with the changes of customers' finance, operation and personnel. The credit granting of the credit management department shall be carried out according to the customer agreement, and the validity period of the current credit granting is generally determined annually. When the basic situation of customers changes, the credit limit should be adjusted accordingly. It is also important to accumulate customer information for a long time. Through a complete historical record, we can see the development trend of customers and better analyze their development potential. In addition, historical accumulated data is the basis of statistical analysis, which can help squeeze out the "moisture" of customers' financial statements and provide relatively accurate forecasting basis. In short, customer files are not static, but a dynamic integration process. 3. Classified management. Proper classification of customer files is mainly based on the importance of customers to enterprises and the cost of customer file management. Different enterprise customers have different contributions to enterprise sales and should be treated differently; On the other hand, the principle of cost-effectiveness should also be considered in the management of customer files, so as to maximize the economic benefits of limited resources. Considering the importance of customers to enterprises, credit management departments can divide customers into core customers of ordinary customers. The standard of division is the average annual transaction volume between enterprises and customers, and the length of time spent with customers should be considered at the same time. The transaction volume between core customers and enterprises is large, which is the main source of profits. Statistics show that more than 80% of the sales of state-owned industrial enterprises come from such customers. If such customers have risks, the losses will be huge, and the management of such customers is particularly important. Once customers are divided into core customers, the complexity of file management will increase, and the corresponding file management cost will also increase. The main reason for the increase in expenses is to conduct in-depth credit investigation on core customers, and at the same time ensure the timely update of information. Therefore, for enterprises with relatively difficult budgets, it is necessary to control the total number of core customers in a short time. Paying attention to the management of core customers does not mean that the management of ordinary customers can be relaxed. The number of ordinary customers is large and the transaction volume is small, so it is more convenient and effective to apply group analysis and scoring control. It is worth noting that the enterprise has some small and medium-sized customers who have maintained business contacts for many years. Although the annual transaction volume between enterprises and them is not high, we should pay necessary attention to them, and we should not ignore their risk prevention just because they are old customers and the transaction volume is not large.