Transfers - Representing the Purchaser (all states) | Help Centre

[EmilyBilling]

Last updated: 13 September 2021
Jurisdiction: ALL
Additional Resources: Help Card

 

Overview

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From lodging Land Registry documents to completing settlements electronically, PEXA is a fast, safe and efficient digital solution. This step-by-step guide shows you how to complete a transfer when you're representing a purchaser. 

On this page you'll learn how to:

• Create a new transfer workspace
• Review land titles online
• Confirm representation of a party
• Invite participants
• Create supporting jurisdictional documents
• View and sign documents and lodgement instructions
• Complete and sign the Financial Settlement Schedule (FSS)

Video

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Watch the video below, to learn about completing a transfer with PEXA. The video guides you through the process of completing an electronic transfer in PEXA, when representing the purchaser. The video is applicable in VIC, NSW, QLD, WA & SA. 

Steps

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VIC TRANSFERS - REPRESENTING A PURCHASER

Launch the interactive tutorial here. 

Use the following steps as a guide to completing a transfer with financial settlement in PEXA representing the purchaser in Victoria. A flow chart of this proces is available for download at the end of this article. 

Either: Create a New Workspace

1. Click Create New Workspace.  
   
    
   • Jurisdiction = VIC
   • Transaction Type = Transfer
   • Role = Incoming Proprietor
   • Land title(s)
   • Subscriber Workspace Reference
   • Request land title data now 
   • Primary Default Workgroup
   • Financial Settlement Date and Time
2. Click Save. 

or, Accept an Invitation

1. Click Invitations.  
   
2. Review the Invitation sent from the Proprietor on Title.
3. Select Accept.
4. Enter your Subscriber Workspace reference (your unique identifier for the workspace, e.g. matter number).

 

Review Land Titles

1. Navigate to the Land Titles screen.
2. Review the land title details returned from the Land Registry (including proprietors on title, any existing caveat or mortgage details).

 

Confirm Representation of Party

1. Navigate to the Participants screen.
2. Click Create Party.
3. Select I Represent this Party.
4. Role = Incoming Proprietor.
5. Enter client details, including date of birth and address details.
6. Click Save. 

 

Invite Participants 

1. On the Participants screen, click Invite Participant.
2. Invite Vendor as Proprietor on Title.
3. If a National Mortgage is to be lodged, invite the financial institution who is the Incoming Mortgagee.

 

Create Transfer

1. Navigate to the Documents screen.
2. Click Document and then Transfer.
3. Complete the Transfer details.
4. Click Save. 

 

Edit Notice of Acquisition

1. From the Actions column, select Edit 
2. Complete the Notice of Acquisition details
3. Click Save. 

Note: Once complete, please View Notice of Acquisition and print the rendered document to send to relevant authorities

 

Verify Stamp Duty

1. Navigate to the Stamp Duty screen.
2. Take note of the Transfer ID and SRO Transaction ID numbers.
3. Navigate to SRO Duties Online.
4. Retrieve the Duties Online transaction using the Transfer ID and Transaction ID numbers.
5. Complete your application for duty assessment.
6. Return to  pexa.net.au
7. Click Verify Stamp Duty.

Note: You must complete Stamp Duty online outside PEXA using Duties Online www.sro.vic.gov.au/dutiesonline

 

Monitor the Proprietor on Title’s Completion of Tasks

1. Navigate to the Documents screen,and review that the Proprietor on Title completes the Transfer and Notice of Acquisition documents. 

 

Monitor that Incoming Mortgagee Creates and Signs National Mortgage Document

1. Navigate to the Documents screen, and review that the Proprietor on Title actions the Transfer and Notice of Sale documents.
2. If unencumbered land, Proprietor on Title creates a Consent document.

 

Monitor Documents

1. From the Actions column, select View to view a rendered version of the document. 

Note: Editing lodgement instructions un-signs documents in the lodgement case. Select View if no changes are required. 

Note: Only the Responsible Subscriber will be required to resign when Lodgement Instructions are unsigned. 

 

Sign Lodgement Instructions

Note: If you are the Responsible Subscriber (i.e. the lodging party), you are the only participant required to Edit and Sign the Lodgement Instructions. If you are not the Responsible Subscriber, you are only required to Sign the transfer and its supporting documents.  

1. Click the action cog, select Sign and then Lodgement Instructions. 
    

Providing funds: Complete and Verify Source line items

1. Navigate to the Financial Settlement screen. 
2. Select the Source tab.
3. Add Source funds where necessary (e.g. Purchasers equity).
4. Click the action cog, select Verify Funds to verify the line item. 
5. Click the action cog, and then Authorise to authorise any Trust source accounts. 
6. Select the Destination tab.
7. Add Destination funds where necessary (e.g. Water authority, local council, conveyancing fees).

 

Sign Financial Settlement Schedule

1. Click the action cog, select Sign and then Sign Settlement Schedule. 
    

Monitor Workspace

• Review your Workspace and monitor any changes to the Workspace right up to settlement via the Workspace Summary screen.
• You also receive email notifications informing you of changes to the Workspace.

Note:

• The workspace must be in Ready status for settlement to be successful. 
• Any changes to the title 1 hour prior to settlement triggers a Positive TAC notification. This must be acknowledged by Incoming parties for settlement to proceed.

Successful Settlement

Check that:

• All documents are signed and lodgement verification is successful.
• Financial Settlement is correct and balanced.

Notice of Acquisition

The Notice of Acquisition needs to be printed from PEXA and sent to local council and the water authority once settlement has occurred. Refer to this article for more information.  

NSW TRANSFERS - REPRESENTING A PURCHASER

Use the following steps as a guide to completing a transfer with financial settlement in PEXA representing the purchaser in New South Wales. A flow chart of this process is available for download at the end of this article. 

Click "Try me"! Or to launch the tutorial in a new screen, click here.  

Either: Create a New Workspace

1. Click Create New Workspace.  
   
    
   • Jurisdiction = NSW
   • Transaction Type = Transfer
   • Role = Incoming Proprietor
   • Land title(s)
   • Subscriber Workspace Reference
   • Request land title data now 
   • Primary Default Workgroup
   • Financial Settlement Date and Time
2. Click Save. 

 

or, Accept an Invitation

1. Click Invitations.  
   
2. Review the Invitation sent from the Proprietor on Title.
3. Select Accept. 
4. Enter your Subscriber Workspace reference (your unique identifier for the workspace, e.g. matter number).
5. Following acceptance of the invitation, Accept or Propose a new settlement date & time.

 

Review Land Titles

1. Navigate to the Land Titles screen.
2. Review the land title details returned from the Land Registry (including proprietors on title, any existing caveat or mortgage details).

 

Confirm Representation of Party

1. Navigate to the Participants screen.
2. Click Create Party.
3. Select I Represent this Party.
4. Role = Incoming Proprietor.
5. Enter client details, including date of birth and address details.
6. Click Save. 

 

Invite Participants 

1. On the Participants screen, click Invite Participant.
2. Invite Vendor as Proprietor on Title.
3. If a National Mortgage is to be lodged, invite the financial institution who is the Incoming Mortgagee.

 

Create Transfer

1. Navigate to the Documents screen.
2. Click Document and then Transfer.
3. Complete the Transfer details.
4. Click Save. 

 

Edit Notice of Sale

1. From the Action column, select Edit to edit the Notice of Sale
2. Complete the Notice of Sale details
3. Click Save. 

 

Verify Stamp Duty

1. Navigate to the Stamp Duty screen.
2. Click Enter Duty Information.
3. Enter your DAN Transaction ID in the OSR reference number field. This code was provided when you completed your Stamp Duty online outside PEXA.
4. Click Save. 

 

Monitor the Proprietor on Title’s Completion of Tasks

• Navigate to the Documents screen, review that the Proprietor on Title actions the Transfer and Notice of Sale documents. 
• If unencumbered land, Proprietor on Title creates a Consent document. 

 

Monitor that Incoming Mortgagee Creates and Signs National Mortgage Document

• Navigate to the Documents screen, review that the Proprietor on Title actions the Transfer and Notice of Sale documents. 
• If unencumbered land, Proprietor on Title creates a Consent document.

 

Monitor Documents

Once the documents are in a status of Prepared and Successful, a rendered copy of them can be viewed.

1. From the Actions column, select View to view a rendered version of the document. 

Note: Editing lodgement instructions un-signs documents in the lodgement case. Select View if no changes are required. 

Note: Only the Responsible Subscriber will be required to resign when Lodgement Instructions are unsigned. 

Sign Documents

Note: If you are the Responsible Subscriber (i.e. the lodging party), you are the only participant required to Edit and Sign the Lodgement Instructions. If you are not the Responsible Subscriber, you are only required to Sign the transfer and its supporting documents.  

1. From the Action column, select Sign. 
2. Sign all applicable documents in the Lodgement Case

 

Providing funds: Complete and Verify Source line items

1. Navigate to the Financial Settlement screen. 
2. Select the Source tab.
3. Add Source funds where necessary (e.g. Purchasers equity).
4. Click the action cog, and select Verify Funds to verify the line item. 
5. Click the action cog, select Authorise the authorise any Trust source accounts. 
6. Select the Destination tab.
7. Add Destination funds where necessary (e.g. Water authority, local council, conveyancing fees).

 

Sign Financial Settlement Schedule

1. Click the action cog, select Sign and then Sign Settlement Schedule. 

 

Monitor Workspace

• Review your Workspace and monitor any changes to the Workspace right up to settlement via the Workspace Summary screen.
• You also receive email notifications informing you of changes to the Workspace.

Note:

• The Workspace must be in Ready status for settlement to be successful. 
• Any changes to the title 1 hour prior to settlement triggers a Positive TAC notification. This must be acknowledged by Incoming parties for settlement to proceed.

 

Successful Settlement

Check that:

• All documents are signed and lodgement verification is successful.
• Financial Settlement is correct and balanced.

QLD TRANSFERS - REPRESENTING A BUYER

Use the following steps as a guide to completing a transfer with financial settlement in PEXA representing the buyer in Queensland. A flow chart of this process is available for download at the end of this article. 

If you complete self assessment for your conveyancing matters, you will also need to set up OSR Online. Click here to find out more: 

https://www.business.qld.gov.au/industry/professional-financial/transfer-duty/self-assessors/toolkit...

Launch the interactive tutorial Processing a Transfer Representing the Buyer or follow the steps below. 

Either: Create a New Workspace

1. Click Create New Workspace.  
   
    
   • Jurisdiction = QLD
   • Transaction Type = Transfer
   • Role = Incoming Proprietor
   • Land title(s)
   • Subscriber Workspace Reference
   • Request land title data now 
   • Primary Default Workgroup
   • Financial Settlement Date and Time
2. Click Save. 

 

or, Accept an Invitation

1. Click Invitations.  
   
2. Review the Invitation sent from the Proprietor on Title.
3. Select Accept. 
4. Enter your Subscriber Workspace reference (your unique identifier for the workspace, e.g. matter number).

 

Review Land Titles

1. Navigate to the Land Titles screen.
2. Review the land title details returned from the Land Registry (including proprietors on title, any existing caveat or mortgage details).
3. Edit the Address details of the Land title.

 

Confirm Representation of Party

1. Navigate to the Participants screen.
2. Click Create Party.
3. Select I Represent this Party.
4. Role = Incoming Proprietor.
5. Enter client details, including date of birth and address details.
6. Click Save. 

 

Invite Participants 

1. On the Participants screen, click Invite Participant.
2. Invite Seller as Proprietor on Title.
3. If a National Mortgage is to be lodged, invite the financial institution who is the Incoming Mortgagee.

 

Create Transfer

1. Navigate to the Documents screen.
2. Click Document and then Transfer.
3. Complete the Transfer details.
4. Click Save. 

 

Complete Form 24 Part A

1. From the Action column, select Edit for Form 24 Part A.
2. Complete the Form 24 A details
3. Click Save. 

 

Verify Stamp Duty

1. Navigate to the Stamp Duty screen.
2. Click Enter Duty Information.
3. Select the appropriate Transfer Duty option.
4. Click save and receive your unique OSR Transaction number.
5. Open OSR Online.
6. Using the OSR Transaction number you received in the PEXA Workspace, locate the duty transaction and complete your application for duty assessment.
7. Once duty assessment is complete, return to PEXA. 
8. Click on the action cog, and select Verify Duty to confirm the duty results. 
   

 

Monitor the Proprietor on Title’s Completion of Tasks

1. Navigate to the Documents screen, and review that the Proprietor on Title actions the Transfer and Form 24 Part B documents. 

 

Monitor that Incoming Mortgagee Creates and Signs National Mortgage Document

1. Navigate to the Documents screen, and review that the Incoming Mortgagee actions the National Mortgage document.

 

View the Documents

Once the Documents are in a Status of Prepared and Successful you can view a rendered copy of them. 

1. From the Action column, select View. 

Note: Editing lodgement instructions un-signs documents in the lodgement case. Select View if no changes are required.

Note: Only the Responsible Subscriber will be required to resign when Lodgement Instructions are unsigned. 

 

Sign Lodgement Instructions

Note: If you are the Responsible Subscriber (i.e. the lodging party), you are the only participant required to Edit and Sign the Lodgement Instructions. If you are not the Responsible Subscriber, you are only required to Sign the transfer and its supporting documents.  

1. From the Actions column, select Sign and the documents

Providing funds: Complete and Verify Source line items

1. Navigate to the Financial Settlement screen. 
2. Select the Source tab.
3. Add Source funds where necessary (e.g. Purchasers equity).
4. Click the action cog, select Verify Funds to verify the line item. 
5. Click the action cog, select Authorise to authorise any Trust source accounts. 
6. Select the Destination tab.
7. Add Destination funds where necessary (e.g. Water authority, local council, conveyancing fees).

 

Sign Financial Settlement Schedule

1. Click the action cog, select Sign and then Sign Settlement Schedule. 

 

Monitor Workspace

• Review your Workspace and monitor any changes to the Workspace right up to settlement via the Workspace Summary screen.
• You also receive email notifications informing you of changes to the Workspace.

Note:

• The workspace must be in Ready status for settlement to be successful.
• Any changes to the title 1 hour prior to settlement triggers a Positive TAC notification. This must be acknowledged by Incoming parties for settlement to proceed.

 

Successful Settlement

Check that:

• All documents are signed and lodgement verification is successful.
• Financial Settlement is correct and balanced.

SA TRANSFERS - REPRESENTING A PURCHASER

 Use the following steps as a guide to completing a transfer with financial settlement in PEXA representing the purchaser in South Australia. A flow chart of this process is available for download at the end of this article. 

Either: Create a New Workspace

1. Click on Create New Workspace.  
   
    
   • Jurisdiction = SA
   • Transaction Type = Transfer
   • Role = Incoming Proprietor
   • Land title(s)
   • Subscriber Workspace Reference
   • Request land title data now 
   • Primary Default Workgroup
   • Financial Settlement Date and Time
2. Click Save. 

 

or, Accept an Invitation

1. Click Invitations.  
   
2. Review the Invitation sent from the Proprietor on Title.
3. Select Accept. 
4. Enter your Subscriber Workspace reference (your unique identifier for the workspace, e.g. matter number).
5. Following acceptance of the invitation, Accept or Propose a new settlement date & time.

 

Review Land Titles

1. Navigate to the Land Titles screen.
2. Review the land title details returned from the Land Registry (including proprietors on title, any existing caveat or mortgage details).

 

Confirm Representation of Party

1. Navigate to the Participants screen and then click Create Party.
   
   • Select I Represent this Party.
   • Role = Incoming Proprietor.
   • Enter client details, including date of birth and address details.
2. Click Save. 

 

Invite Participants 

1. On the Participants screen, click Invite Participant. 
2. Invite Vendor as Proprietor on Title.
3. If a National Mortgage is to be lodged, invite the financial institution who is the Incoming Mortgagee. 

 

Create Transfer

1. Navigate to the Documents screen. 
2. Click Document and then Transfer. 
3. Complete the Transfer details. 
4. Click Save.
   Note: You should prepare an application for a duty assessment in the Revenue Online system before you create your Transfer in PEXA. 

Verify Stamp Duty

1. Navigate to the Stamp Duty screen. 
2. Click Enter Duty Information.  
   
3. Select if the Stamp Duty is to be included in PEXA Financial Settlement. 
4. Enter the RevenueSA RevNet ID. 
   Note: In SA, your responsibility is to prepare an application for a duty assessment in the RevenueSA Revnet system. You then enter the Revnet ID number in PEXA on the Transfer Duty Screen. 
5. Click Save. 

 

Monitor the Proprietor on Title’s Completion of Tasks

1. Via the Documents screen, review that the Proprietor on Title actions the Transfer.  

 

Monitor the Incoming Mortgagee’s Completion of Tasks

1. Via the Documents screen, review that the Incoming Mortgagee creates and signs the National Mortgage document.  

 

Monitor Documents

1. Review the Documents screen and monitor completion of tasks by other participants
2. Once the documents are Prepared and Successful, select View from the Actions column to view a rendered version of the document. 
   Note: Editing lodgement instructions un-signs documents in the lodgement case. Select View if no changes are required.
   Note: Only the Responsible Subscriber will be required to resign when Lodgement Instructions are unsigned. 

 

Sign Lodgement Instructions

Note: If you are the Responsible Subscriber (i.e. the lodging party), you are the only participant required to Edit and Sign the Lodgement Instructions. If you are not the Responsible Subscriber, you are only required to Sign the transfer.  

1. From the Actions column, select Sign and to sign the documents

 

Providing funds: Complete and Verify Source line items

1. Navigate to the Financial Settlement screen. 
2. Select the Source tab.
3. Add Source funds where necessary (e.g. Purchasers equity).
4. Click the action cog, and then Verify Funds to verify the line item. 
5. Click the action cog, and select Authorise to authorise any Trust source accounts. 
6. Select the Destination tab. 
7. Add Destination funds where necessary (e.g. Water authority, local council, conveyancing fees).

 

Sign Financial Settlement Schedule

1. Click the action cog, select Sign and then Sign Settlement Schedule. 
    

Monitor Workspace

• Review your Workspace and monitor any changes to the Workspace right up to settlement via the Workspace Summary screen.
• You also receive email notifications informing you of changes to the Workspace. 

Note:

• The Workspace must be in Ready status for settlement to be successful.
• Any changes to the title 1 hour prior to settlement triggers a Positive TAC notification. This must be acknowledged by Incoming parties for settlement to proceed.

 

Successful Settlement

Check that:

• All documents are signed and lodgement verification is successful
• Financial Settlement is correct and balanced.

WA TRANSFERS - REPRESENTING A PURCHASER

Use the following steps as a guide to completing a transfer with financial settlement in PEXA representing the purchaser in Western Australia. A flow chart of this process is available for download at the end of this article. 

Click "Incoming Proprietor"! Or to launch the tutorial in a new screen, click here.  

Either: Create a New Workspace

1. Click Create New Workspace.  
   
    
   • Jurisdiction = WA
   • Transaction Type = Transfer
   • Role = Incoming Proprietor
   • Land title(s)
   • Subscriber Workspace Reference
   • Request land title data now 
   • Primary Default Workgroup
   • Financial Settlement Date and Time
2. Click Save. 

 

or, Accept an Invitation

1. Click Invitations.  
   
2. Review the Invitation sent from the Proprietor on Title.
3. Select Accept.
4. Enter your Subscriber Workspace reference (your unique identifier for the workspace, e.g. matter number).
5. Following acceptance of the invitation, Accept or Propose a new settlement date & time.

 

Review Land Titles

1. Navigate to the Land Titles screen.
2. Review the land title details returned from the Land Registry (including proprietors on title, any existing caveat or mortgage details).

 

Confirm Representation of Party

1. Navigate to the Participants screen.
2. Click Create Party.
3. Select I Represent this Party.
4. Role = Incoming Proprietor.
5. Enter client details, including date of birth and address details.
6. Click Save. 

 

Invite Participants 

1. On the Participants screen, click Invite Participant.
2. Invite Vendor as Proprietor on Title.
3. If a National Mortgage is to be lodged, invite the financial institution who is the Incoming Mortgagee.

 

Create Transfer

1. Navigate to the Documents screen.
2. Click Document and then Transfer.
3. Complete the Transfer details.
4. Click Save.

Note: You should prepare an application for a duty assessment in the Revenue Online system before you create your transfer in PEXA.  

 

Verify Transfer Duty

1. Navigate to the Transfer Duty screen.
2. Click Enter Duty Information.
3. Select if the Transfer Duty is to be included in PEXA Financial Settlement.
   Note: This is only available if you have a duty disbursement trust account registered in your Subscriber Profile.
4. Enter the Certificate Number and the Contract Sale Date.
5. Click Save. 

Monitor the Proprietor on Title’s Completion of Tasks

1. Navigate to the Documents screen, and review that the Proprietor on Title actions the Transfer. 

 

Monitor that Incoming Mortgagee Creates and Signs National Mortgage Document

1. Navigate to the Documents screen, and review that the Incoming Mortgagee creates and signs the National Mortgage document.

 

View the Documents

1. Click the Actions column, select View to view a rendered copy of the documents

Note: Editing lodgement instructions un-signs documents in the lodgement case. Select View if no changes are required.
Note: Only the Responsible Subscriber will be required to resign when Lodgement Instructions are unsigned. 

 

Sign Lodgement Instructions

Note: If you are the Responsible Subscriber (i.e. the lodging party), you are the only participant required to Edit and Sign the Lodgement Instructions. If you are not the Responsible Subscriber, you are only required to Sign the transfer.  

1. From the Actions column, select Sign to sign the documents

 

Providing funds: Complete and Verify Source line items

1. Navigate to the Financial Settlement screen. 
2. Select the Source tab.
3. Add Source funds where necessary (e.g. Purchasers equity).
4. Click the action cog, and select Verify Funds to verify the line item. 
5. Click the action cog, select Authorise to authorise any Trust source accounts. 
6. Select the Destination tab.
7. Add Destination funds where necessary (e.g. Water authority, local council, conveyancing fees).

 

Sign Financial Settlement Schedule

1. Click the action cog, select Sign and then Sign Settlement Schedule. 

 

Monitor Workspace

• Review your Workspace and monitor any changes to the Workspace right up to settlement via the Workspace Summary screen.
• You also receive email notifications informing you of changes to the Workspace.

Note: 

• The workspace must be in Ready status for settlement to be successful.
• Any changes to the title 1 hour prior to settlement triggers a Positive TAC notification. This must be acknowledged by Incoming parties for settlement to proceed.

 

Successful Settlement

Check that:

• All documents are signed and lodgement verification is successful.
• Financial Settlement is correct and balanced.

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Related Topics

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• Transfer Help Centre Articles