One main benefit PEXA Projects offers its subscribers is the ability to upload bulk data to the project. This saves time and reduces potential errors that manual data entry may present. You can import two kinds of data to PEXA Projects:
- Workspaces data—bulk upload workspaces data (such as lot number, child titles) and create new Workspaces.
- Financial data—bulk upload financial settlement (such as destination and source line item) data into Workspaces.
Supported CSV file
PEXA Projects supports the upload of CSV files, which must be structured in a specific format for data to be correctly mapped.
If you need assistance with converting your current data into a structured CSV format, contact pexaprojects@pexa.com.au.
Bulk Upload Workspaces
From R6.0.0, we're introducing a new Bulk Upload Workspaces tool. The Bulk Upload Workspaces tool lets you efficiently import bulk workspaces data from an Excel file to PEXA Projects via a wizard.
Mapping data
Your file may include new workspaces (for creation) and existing workspaces (for update). The file must also include a Workspaces tab with specific columns (Subscriber reference, Lot number, and Child title if a plan of subdivision has been registered). It may include optional columns (Incoming proprietor representative, Purchaser and Gross consideration).
The template can be downloaded from PEXA Projects for your reference.
You may use the wizard to import the following data to your project:
- Subscriber reference (required)
- Lot number (required)
- Child title (optional; required only if a plan of subdivision has been registered)
- Incoming proprietor representative (optional)
- Purchaser (optional)
- Gross consideration amount (optional)
The data in the file will be mapped and once uploaded, new workspaces will be created in your project and existing data will be overwritten.
Uploading Workspaces data
- Log in to PEXA Projects as Proprietor on Title.
- Open your project and navigate to Manage Workspaces > Bulk Upload Workspaces.
- Click Select a File and then browse to locate your file and then click Next.
Note: The file must be in a structured CSV format.
Note: The option to upload bulk new workspaces on the project's parent title and the option to upload bulk changes to existing workspaces (e.g. child titles) via a .csv file is still available for a limited period of time on the new tool using the PEXA Connected file format, however will not be supported nor maintained going forward. Where a .csv file format was uploaded, the system will skip the data mapping step and will redirect the user to the Workspaces review step.
- Map your data
After your file is uploaded, map your fields (right column) to PEXA line item fields (left column).
- Confirm your Workspaces.
After mapping is complete, review and confirm your workspaces.
Any errors, such an incorrect format or incoming proprietor representative name that cannot be matched to a PEXA subscriber, will be highlighted on the screen and must be rectified.
You can also add and delete records within the Review Workspaces table. Added workspace records will be validated on-the-fly with an ability to edit them as required.
At the bottom of the screen you’ll find a summary of your workspaces to be uploaded: total number, how many to be created, how many to be updated, how many on the parent title, and how many on child titles.
When all errors are rectified, click Commit to confirm the upload. All new workspaces to be created in the project and any workspaces marked for update are updated in one bulk action.
In addition to creating and updating your workspaces and prior to committing your changes, you may also choose the following:
- Review before proceeding—will be displayed if at least one workspace has a child title to be uploaded, and will include reminders of frequently represented parties to be set and common data information to be updated.
- Export—export workspaces to a spreadsheet for reconciliation purposes.
ResultsUpon committing your Workspaces upload, you will be redirected to the Uploaded files reports page.
When navigating back to your Project Dashboard, all successfully created workspaces will be present and your existing workspaces will be displayed updated with successfully processed changes.
- Review before proceeding—will be displayed if at least one workspace has a child title to be uploaded, and will include reminders of frequently represented parties to be set and common data information to be updated.
Bulk Upload Financials
The Bulk Upload Financials tool lets you import bulk Financial Settlement Schedule (FSS) data from an Excel file to PEXA Projects via a wizard.
Mapping data
For destination financial line items, your file must include a Destinations tab and include specific columns (e.g. Subscriber Reference, Lot Number, Destination Category, Amount, Transaction Description).
Similarly, for source financial line items, your file must include a Sources tab and include specific columns (e.g. Subscriber Reference, Lot Number, Source Category, Amount, Description, Source Account).
These templates can be downloadable within PEXA Projects for your reference.
You may use the wizard to import the following data to your project’s Workspaces:
- Subscriber Reference
- Lot Number
- Financial Settlement Schedule (FSS) data
- Destination line item
- Source line item
The data in the file will be mapped and once uploaded, will create or replace the financial line items in the PEXA Workspace.
Note: The option to upload bulk financial data via PEXA Connected is still available, however, the link to PEXA Connected via PEXA Projects will no longer exist. Instead, this link directs you to the new Bulk Upload Financials tool. To use PEXA Connected, you will need to access it via the PEXA Exchange dashboard.
Uploading Financial data
- Log in to PEXA Projects as Proprietor on Title.
- Open your project and navigate to Manage Workspaces > Bulk Upload Financials.
- Click Select a File and then browse to locate your file and then click Next.
Note: The file must be in a structured CSV format.
- Map your data
After your file is uploaded, map your fields (right column) to PEXA line item fields (left column).
Based on the data in your Excel file, you may map:
- Destination financial line items with locked accounts (if this option has been selected for your project),
- Destination financial line items with unlocked accounts, and/or
- Source financial line items.
Mapping of Destinations
Mapping of Sources
- Confirm your Workspaces.
After mapping is complete, review and confirm your FSS line items.
Any errors, such an incorrect format or incorrect account details, will be highlighted on the screen and must be rectified.
When all errors are rectified, click Update Workspaces to confirm the upload.
In addition to updating your Workspaces, you may also choose the following:
- Export - export financial line items to a spreadsheet for reconciliation purposes.
- Save draft - save as draft and upload this file at a later time.
ResultsUpon committing your financials upload, you will be redirected to the Uploaded files reports page.
When navigating back to your Project Dashboard, all Workspaces in the project and any financial line items marked for update are updated in one bulk action. Existing financial line items in the Workspaces are replaced with the new financial line items from the file.
View Upload Reports
You can view a list of all the files you have uploaded and its upload status. You can download a report detailing the upload status for each Workspace.
Add Workspaces
You can add a new Workspace to the project.