SMLS Field Definitions

Condo - A unit of a larger property that transfers with its own title and does not include any land.

Townhouse - A dwelling unit generally having two or more floors and attached to other similar units via party walls. Townhouses are different from condos in that they include land with the property. (Other MLSs may label half-duplexes as townhouses and/or have a separate label for one-storey townhouses / villas. Please label half-duplexes as half-duplexes and villas as townhouses in Sunflower MLS.)

Half Duplex - One half of a two-unit dwelling. If both units are to be sold together, the listing goes under Duplex in Multifamily. Duplexes with halves that can be sold together or separately may be listed as a Duplex in Multifamily and individually as Half-Duplexes in Residential so long as the appropriate listings are withdrawn when the property or part of the property sells.

CO-OP - A unit of a larger property that "transfers" via purchase of stock shares.

Cabin/Lake Home - A single-family residence that may have limited utilities.

Package - A group of properties that may be sold in one transaction. Properties must be listed on individual data sheets (separately with their own MLS#). SEE INSTRUCTIONS in the Field Definition Guide.

Mobile - A mobile home refers to a factory-built dwelling constructed before June 15,1976, that was not subject to federal construction and safety standards (HUD Code). These homes are built on a permanent chassis, can be moved from one location to another, and can also be attached to a permanent foundation. *Unattached mobile homes are technically personal property and sales of mobile homes shouldn't be compared to sales of real property. See the tutorials page for more information about listing mobile homes.*

Manufactured - A manufactured home is a factory-built dwelling constructed after June 15, 1976, in compliance with federal construction and safety standards (HUD Code). These homes are built on a permanent chassis and can be transported to a site, where they may be affixed to a permanent foundation. They include a HUD data plate and certification labels.

Modular - Modular isn't actually a build type per appraisal definitions. Either a home is built to local building codes and is appraised as a stick built home or a home is built to HUD code and is appraised as a Manufactured home when it's attached to real property.  The Modular lookup should be avoided but is available for situations that are unclear.

Earth Berm/Contact - A one-story (ranch style) dwelling with at least one exterior wall built into a hill or covered by earth berms.

Stick Built - A stick-built home is a traditional house constructed following local or state building codes, constructed on-site using individual pieces of lumber and other building materials or using prefabricated construction methods. A stick-built house may be modular (aka prefabricated or partially prefabricated) but not a manufactured home with a serial/license number.

ACTIVE STATUS DEFINITIONS
Coming Soon - Coming Soon is a sub-status of the Active status in which property information is input
and shared with all Participants and Subscribers. Showings are NOT allowed for the property while in
the status of Coming Soon, even by the listing agent or broker.

Active - A valid listing agreement exists, and the seller has not accepted an offer. The listing is on the
market and equally available for showings to all participants.

• DOM starts from the listing date entered in the MLS. Days on MLS will begin from the active
  date.
• If the seller has accepted an offer with a contingency stating that the purchase contract may
  be immediately cancelled in favor of another offer, then the listing may remain in Active
  status. (Drop-dead or kick-out clauses are common names for this contingency.)

Under Contract Take Back-Ups – The seller has accepted a contract but wants to continue to show the
property.

• Must have written consent from the seller indicating that they would like to continue to show
  the property.
• If the property cannot be shown to other potential buyers, the listing should be changed to the Under Contract status.
• Listing will still show in searches for active properties and feeds to 3rd party websites.
• DOM will continue to accumulate.

Under Contract Right of Refusal – The seller has accepted an offer with a contingency addendum in place that would prevent the seller from immediately accepting a different offer. (E.g.: contract is contingent upon the buyer selling their current home or obtaining pre-approval for financing.)

• If the property cannot be shown to other potential buyers, the listing should be changed to
  Under Contract status.
• Listing will still show in searches for active properties and feeds to 3rd party websites.
• DOM will continue to accumulate.
• If contingency is removed, the status must be changed to Under Contract within 24 hours.

INACTIVE STATUS DEFINITIONS
Under Contract - An offer has been accepted and is expected to close.

• The seller is not accepting additional offers.
• The property is not on market and cannot be shown to potential buyers.
• DOM are paused and will not accumulate while in this status.

Withdrawn - The listing agreement between the listing broker and the seller has been terminated
before the agreed upon expiration date.

• Policy section 1.5 paragraph 3: Any listing that has been withdrawn for any reason must maintain its original MLS number when the property returns to active status unless the listing has been off the market for more than 30 days or is listed with a different agent or brokerage.
• Relisting agreement must be sent to MLS administrator if requested.

Expired - Listings of property where the listing contract has passed its contractually agreed upon expiration date and the Participant has not secured permission from the seller on or before that expiration date to extend the term of the listing for an additional period.

• DOM calculate the same as Withdrawn.

Temporary Withdrawn - There is an active listing agreement, but the property is temporarily off the market because it is unavailable for showings. (E.g., Seller is ill or quarantined, flooded basement waiting for repairs, etc.)

• The listing will be returned to the market as soon as possible.
• Agent will be fined if property is shown to potential buyers when in this status.

SOLD STATUS DEFINITIONS
Sold - The purchase agreement has been fulfilled, or the lease agreement has been executed.
Sold at Auction – Property was sold during an auction.
Sold Before Process MLS – Contract was negotiated directly between buyer and seller & property was
never going to be on the open market. Also used for reporting FSBO transactions and sales from other
MLSs.

Reporting FSBOs and sales from other MLS
If you help a buyer purchase a FSBO or a property listed in a different MLS, you may report the sale to SMLS for comps and selling volume. You may only enter the listing after it has closed, but it must be entered within three calendar days after the day it closed. You must include all required fields and at least one exterior photo. Enter the information as you would any other listing, then notify SMLS so staff can change the listing agent to “House Non-Member.”

These fields default to the setting sellers typically prefer, but sellers are not required to include their listings on IDX websites to include their listing in the MLS. 

IDX Include = Is this listing allowed to be displayed on public property search websites? (Selecting "No" will exclude this listing from display on brokerage websites and portals, but the listing WILL be displayed in the Collab Center.)

VOW Include = Is this listing allowed to be displayed on virtual office websites? (Private property search websites where users are required to have an agency relationship with the website owner, a username, and a password before searching for property.)

Allow Display of Address = If the listing is allowed to be displayed online, is the property address allowed to be displayed with the other property information?

Allow AVM Display = Is the website allowed to display an Automated Valuation Model price or price range with the listing data?

Yes/No/Storm Shelter: If you need to enter basement square footage, you must select "Yes." A Storm Shelter can be a lot of different things, but a storm shelter is not the same as a partial basement. See the tutorials page for more information on entering basement square footage.

EA = Exclusive Agency: A contractual agreement under which the listing broker acts as the agent or as the legally recognized non-agency representative of the seller(s), and the seller(s) agrees to pay a commission to the listing broker if the property is sold through the efforts of any real estate broker. If the property is sold solely through the efforts of the seller(s), the seller(s) is not obligated to pay a commission to the listing broker.

ER = Exclusive Right to Sell: A contractual agreement under which the listing broker acts as the agent or as the legally recognized non-agency representative of the seller(s), and the seller(s) agrees to pay a commission to the listing broker, regardless of whether the property is sold through the efforts of the listing broker, the seller(s), or anyone else.

ERR = Exclusive Right with Reservations: A contractual agreement under which the listing broker acts as the agent or as the legally recognized non-agency representative of the seller(s), and the seller(s) agrees to pay a commission to the listing broker regardless of whether the property is sold through the efforts of the listing broker, the seller(s), or anyone else, except that the seller(s) may name one or more individuals or entities as exemptions in the listing agreement and if the property is sold to any exempted individual or entity, the seller(s) is not obligated to pay a commission to the listing broker.

An accessory dwelling unit (ADU) is a subordinate or secondary living area independent of a primary residence that may have been added to, created within, or detached from a primary one-unit dwelling. The ADU must provide for living, sleeping, cooking, and bathroom facilities and be affixed to the same parcel as the primary residence. The ADU shall be separated from the principal dwelling by a wall, floor, or ceiling and shall have a separate entrance from the exterior. *Note: A single house with an ADU is not a “package.” A traditional duplex is a multifamily property as twin-homes do not have a primary/subordinate relationship. Half-duplexes have their own parcel numbers and are entered in the residential class. Any property with more than two units is a Multifamily property.

If ADU = Yes, then the following fields are displayed and required:

ADU Baths Number of bathrooms within the ADU. (Numerical integer = whole numbers only)
ADU Bedrooms Number of bedrooms within the ADU.
ADU Attached/Detached Is the ADU attached or detached from the primary residence?
ADU Private Entrance Location What level is the exterior entrance to the ADU? (Lookups: Basement, 1st Floor, 2nd Floor, 3rd Floor, Above Garage)
ADU Finished Area Finished space within the ADU expressed in square feet. The finished space in the ADU shall NOT be included in the data for the main house.
ADU Tenant Occupied Y/N If the ADU is rented or otherwise occupied, select "Yes" then enter the monthly rent amount in the corresponding field. Zero is allowed if the occupant doesn't pay rent.

Should I list with ADU = Yes if the zoning doesn't allow ADUs, if the cooking appliances don't include an oven, or if <whatever the issue is>? The MLS data isn't determined by zoning rules, and "cooking" isn't limited to a particular appliance; however, the MLS isn't going to force a seller to declare an ADU. Appraisers and others doing valuations, however, prefer that when it's anything close to meeting the definition, agents select ADU = Yes so they can identify these listings for comps.

If it's known that the property is in a Flood Zone, then choose "Yes." If not, then choose "Unknown."

Why can't "No" be chosen? Legal counsel recommends "Unknown" to better protect real estate agents, brokers, and the MLS from legal liability. (This recommendation is based on common liability issues that arise from questions like: Is FEMA funded? Is the flood map up-to-date? Does the lender agree with your assessment of the map?)

Basement, Lower, Main, None, or Other. Choose the best option from the list. If there is more than one laundry room, select your favorite answer for this field and write about the other option in remarks.

HOA Y/N: If the property is managed by an HOA, select "Yes." This is the field to use when filtering search results for maintenance-provided properties.

• When HOA Y/N = Yes, then the other HOA fields become required.
• Enter the HOA Fee amount and frequency in the designated fields.
• Enter a name and email or phone number that a potential buyer could use to contact the HOA to investigate its solvency.
• Enter the name of the third-party management company the HOA pays to manage the property. If the HOA is self-managed, write the name of the HOA itself.
• Select the appropriate options in the HOA FEE INCLUDES field in the Features section.

It is important that buyers of condos, townhouses, or any other property where there are HOA fees and shared maintenance, can investigate the HOA that is responsible for maintaining the roof, roads, etc. of the property they are considering. If the HOA only exists to enforce deed restrictions or otherwise does not provide any maintenance or charge any fees, you are allowed to choose "No" and disclose whatever is necessary in remarks and documents. The HOA Y/N field will be used to filter search results for maintenance-provided properties.

This is essentially a safety field. Use it to let showing agents know if they need to bring a flashlight to the showing or if they will need to arrange for utilities to be restored for inspections, etc. If it's a mixed answer, put a note in agent remarks to communicate the situation. E.g., "The lights are on but the water is shut off and plumbing winterized."

What type of financing was used to purchase the property?

Conventional - A typical home buyer's loan. May or may not be guaranteed by Fannie Mae or Freddie Mac.
FHA - A mortgage on which the lender is insured against loss by the Federal Housing Administration.
VA - A mortgage on which the lender is guaranteed against loss by the Department of Veterans Affairs.
Assumption - Mortgage assumption is the process of one borrower taking over, or assuming, another borrower's existing home loan.
Cash Purchase did not require a mortgage.
Contract for Deed - Seller accepted payment for the purchase in installments paid directly to the seller.
Owner Carry 1st - Seller finances the transaction through a seller-carried first-position mortgage.
Owner Carry 2nd - Seller finances the gap between the buyer's approved mortgage amount and the sales price through a seller-carried second-position mortgage.
Lease/Purchase Leased with an option to purchase.
Other
USDA/Rural Development A mortgage on which the lender is insured against loss by the USDA.

Arm's Length - An arm's length transaction is a transaction in which the buyer and seller act independently, ensuring that both parties act in their own self-interest and the transaction reflects market value. In a private party sale, an arm's length transaction is maintained when the buyer and seller are unrelated and have no special relationship that could affect their decisions or the terms of the sale.

Non-Arm's Length - A Non-arm's length transaction refers to a transaction where the buyer and seller have a pre-existing relationship or another connection that may influence their decision-making or the terms of the sale, potentially deviating from fair market value. This could include transactions between related parties, business partners, landlord to tenant, or parties with close personal ties where the transaction terms may not reflect typical market conditions.

Foreclosure - A legal process in which a lender sells the property in an attempt to recover the balance of a loan from a borrower who has stopped making payments to the lender by forcing the sale of the asset used as the collateral for the loan.

Short Sale - A short sale is the sale of a home for less than the homeowner owes on the mortgage. A homeowner who is unable to keep up with the mortgage payments may try to sell a home in a short sale
to avoid going into foreclosure.

Unrepresented Seller - The seller did not have agent representation. (FSBO)