PEXA is pleased to present the next release of the PEXA System, Release 5.1.1, scheduled for business go live Monday 3 April 2017. In this release, PEXA introduces:
Upload and share files in a PEXA workspace
Improve visibility of lodgement verification results on the Document List Screen
Frequently used direct accounts
Checklist – Discharge Authority
Upload and Share files
A new menu item on the left hand side of a workspace called Files will now be present.
From the Files screen, you can upload files (documents) which are related to a workspace. This directly helps you and your organisation keep documents in one place, avoiding the process of emailing or faxing documents between the participants of a workspace.
The upload and share functionality allows for the sharing of documents within an electronic environment which might otherwise be exchanged as part of manual settlement (e.g. PPS Release)
Important note:The first phase of our file upload does not allow for uploaded documents to be sent to the Land Registry or State Revenue Office.
The Files screen displays all files that have been:
Uploaded by you in your current role
Uploaded by another Participant and shared with you
Uploaded by another Participant but not shared with you
Note: The title of any file that has been uploaded by another Participant, but not shared with you, will be displayed but you cannot view the file.
Uploading a new file
The Upload File dialogue box displays once you click the Upload File button.
Select Browse file button and locate the file from your computer.
When uploading a new file, a File Description must be selected. This helps describe the type of document being uploaded.
Additional notes can be added once you have selected a file description type which will be displayed if the file is shared.
You will be presented with three options to share the file:
Share with no one (keep within the Subscriber role)
share with selected participants
share with all participants (including those which may join the workspace later)
Once uploaded, the user may view the document or if required, delete the document.
Participants who have had documents shared with them can view these documents within the workspace.
Improved visibility of lodgement verification results on the Document Screen
When lodgement verification is performed, the results are displayed alongside your documents in the Documents screen. We provide you with a status of either Successful or Unsuccessful.
When a warning or additional information is provided by the Land Registry, you will now be able to readily see these through the introduction of message icons and text messages, calling out the importance of the notification. Details remain available to expand in your document list.
Frequently Used Direct Accounts This change is only applicable to conveyancers and solicitors
When creating disbursements to external accounts, the account details, including account name, BSB, and account number are all entered. In some cases, the same account details maybe referenced many times across a large number of transactions. This means that the details may have to be rekeyed multiple times.
With this release, we are enabling the ability for you to define Frequently Used Accounts, which can then be used when creating disbursements, removing the need to manually enter account details and reducing the chance of error.
Frequently Used Accounts can be added to your profile directly from the Destination Line Item screen in the workspace or via the Financial Accounts screen in the Administration section.
Note: These accounts are separate to Trust accounts and Office accounts.
Checklist – Discharge Authority
You’ll be pleased to know checklists will be available in PEXA, helping you with the completion of common tasks, e.g., executing a Discharge Authority.
The Checklists will include all steps in the process - even those that may reside outside of the core PEXA platform – ensuring the successful completion of your transaction.
The example below showcases the checklist panel for a new Discharge Authority. You’ll note the Checklist appears on the Workspace Summary screen. It will be displayed in instances where a Financial Institution in the role of Mortgagee on Title has:
Created a Workspace with financial settlement, or
Accepted an invitation to join a Workspace which includes financial settlement.
In this instance, there are two checklist items that will appear:
Discharge Authority sent to <Subscriber Organisation Name>
Discharge Authority received by <Subscriber Organisation Name>
Note: Subscriber Organisation Name refers to the Financial Institution acting in the role of Mortgagee on Title.
Why does a Discharge Authority require a Checklist?
Many Subscribers have indicated that there are too many conversations on the same topic per workspace and they find it difficult to scroll through conversations to try and find the status of the Discharge Authority. The Checklist provides the relevant information for you at a glance.
While there are no system rules as to who can check the checkbox, the Subscriber Organisation name, date and time will be recorded next to the Checklist item in the following format: