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

[India]

Last updated: 13 September 2021
Jurisdiction: VIC
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 vendor. 

Note: A downloadable transfers help card is available to be downloaded at the bottom of this article - PEXA Transfers Help card. 

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
• Complete and sign the Financial Settlement Schedule (FSS)

Video

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Steps

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VIC TRANSFERS - REPRESENTING A VENDOR

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 the transfer process can also be downloaded at the bottom of this article. 

Either: Create a New Workspace

1. Click Create New Workspace.  
   
    
   • Jurisdiction = VIC
   • Transaction Type = Transfer
   • Role = Proprietor on Title
   • 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 Incoming Proprietor.
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. Locate the Proprietor on Title parties.
3. Select Edit Party to display the Party screen.
4. Ensure I Represent this Party is selected
5. Enter client details, including date of birth and address details.
6. Click Save. 

Note: This step confirms your representation and ensures the party details are correct. Complete this step for each proprietor you represent.

Invite Participants

1. Select Participant and then Invite Participant. 
2. Invite Incoming Proprietor: Invite the PEXA Subscriber who is representing the Incoming Proprietor (if not already in the Workspace).
3. If the title is encumbered, invite Mortgagee on Title.

Monitor the Incoming Proprietor’s Completion of Tasks

The Incoming Proprietor should:

• Accept your invitation
• Create Party
• Invite Incoming Mortgagee
• Create Transfer
• Edit Notice of Acquisition
• Verify Stamp Duty

Note: If you are representing the Purchaser, refer to Completing a Transfer Representing the Purchaser. 

If the Title is Encumbered, Monitor Mortgagee on Title’s Completion of Tasks

The Mortgagee on Title should:

• Accept your invitation
• Create Discharge document
• Create Nomination
• Sign and Lodge Nomination document
• Sign Discharge

Note: The financial institution who is the Mortgagee on Title was invited to the workspace in the previous step. 

If the Title is Unencumbered, Create Nomination Document

Note: If the title is electronic and you are named as CT Controller then no nomination is required. 

1. Navigate to the Documents screen. 
2. Ensure the Transfer and associated documents have been created.
3. Click Create Document, and then Nomination. 
   
4. Complete the the nomination details:
   • Nominate eCT to Lodgement Case
   • Return eCT to Nominating Subscriber: NO
   • Convert Paper CT to eCT: YES
5. Click Save. 

Note: The Nomination document exists in a unique lodgement case and must be lodged before settlement and lodgement of the other transfer documents

Confirm Document Details

1. Navigate to the Documents screen. 
2. Select Edit from the Actions column of the Transfer
3. Select Edit from the Actions column of the Notice of Acquisition.  
4. Note: Select View if no changes are required. Select Edit to update any of the details in the document

Sign Documents

1. Select Sign from the Actions column of the Transfer
2. Sign the Transfer and Notice of Acquisition

Receiving funds: Complete Destination Line Items

1. Navigate to the Financial Settlement screen. 
2. Select the Destination tab.
3. Add Destination fund line items for the transaction (e.g. Vendor’s funds, 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.

Successful Settlement

Check that:

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

Optional - Set up automated emails to real estate agents

You can set up automated emails to be sent to the real estate agent on successful settlement. This removes the manual step of sending the email, read the instructions here. 

 VIC Transfers - Flow Chart

NSW TRANSFERS - REPRESENTING A VENDOR

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 the transfer process can also be downloaded at the bottom of this article. 

Launch the interactive tutorial - Processing a Transfer Representing a Vendor. 

Either: Create a New Workspace

1. Click Create New Workspace.  
   
    
   • Jurisdiction = NSW
   • Transaction Type = Transfer
   • Role = Proprietor on Title
   • 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 Incoming Proprietor.
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. Locate the Proprietor on Title parties.
3. Select Edit Party to display the Party screen.
4. Ensure I Represent this Party is selected
5. Enter client details, including date of birth and address details.
6. Click Save. 

Note: This step confirms your representation and ensures the party details are correct. Complete this step for each proprietor you represent.

Invite Participants

1. Select Participant and then Invite Participant. 
2. Invite Incoming Proprietor: Invite the PEXA Subscriber who is representing the Incoming Proprietor (if not already in the Workspace).
3. If the title is encumbered, invite Mortgagee on Title.

Monitor the Incoming Proprietor’s Completion of Tasks

The Incoming Proprietor should:

• Accept your invitation
• Accept or Propose a new settlement date & time
• Create Party
• Invite Incoming Mortgagee
• Create Transfer
• Edit Notice of Acquisition
• Verify Stamp Duty

Note: If you are representing the Purchaser, refer to Completing a Transfer Representing the Purchaser.

If the Title is Encumbered, Monitor Mortgagee on Title’s Completion of Tasks

The Mortgagee on Title should:

• Accept your invitation
• Accept or Propose a new settlement date & time
• Create Consent document
• Create Discharge document
• Sign Consent 
• Sign Discharge

Note: The financial institution who is the Mortgagee on Title was invited to the Workspace in a previous step. 

If the Title is Unencumbered, Create Consent Document

1. Navigate to the Documents screen. 
2. Ensure the Transfer and associated documents have been created.
3. Click Create Document and then Consent. 
   
4. Complete the consent details.
5. Select Transacting Party consent. 
6. Confirm certificate of title details.

Note: The Unencumbered Certificate of Title (CT) was issued before 2004 

• The CT must be produced to LPI before the transfer can be lodged electronically. The production receipt number provided by LPI is then included in the Consent.

Confirm Document Details

1. Navigate to the Documents screen. 
2. Select the Action column, select View for the Transfer. 

Note: Select View if no changes are required. Select Edit to update any of the details in a document.

Sign Documents

1. Select Sign from the Actions column of the Transfer
2. Sign the Transfer and Notice of Sale

Receiving funds: Complete Destination Line Items

1. Navigate to the Financial Settlement screen. 
2. Select the Destination tab.
3. Add Destination fund line items for the transaction (e.g. Vendor’s funds, conveyancing fees).

Sign Financial Settlement Schedule

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

Confirm Document Details

1. Navigate to the Documents screen. 
2. Select Edit from the Actions column of the Transfer
3. Select Edit from the Actions column of the Notice of Acquisition.  
4. Note: Select View if no changes are required. Select Edit to update any of the details in the document

Sign Documents

1. Select Sign from the Actions column of the Transfer
2. Sign the Transfer and Notice of Acquisition

Successful Settlement

Check that:

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

Optional - Set up automated emails to real estate agents

You can set up automated emails to be sent to the real estate agent on successful settlement. This removes the manual step of sending the email, read the instructions here. 

NSW Transfers - Flow Chart

QLD TRANSFERS - REPRESENTING A Seller

Use the following steps as a guide to completing a transfer with financial settlement in PEXA representing the purchaser in Queensland. A flow chart of the transfer process can also be downloaded at the bottom of this article. 

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

You can start by either Creating a New Workspace, or Accepting an Invitation. 

Either: Create a New Workspace

1. Click on Create New Workspace. 
   
    
   • Jurisdiction = QLD
   • Transaction Type = Transfer
   • Role = Proprietor on Title
   • 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 Incoming Proprietor.
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. Click Add Address to enter address details. 
3. Review the land title details returned from the Land Registry (including proprietors on title, any existing caveat or mortgage details)

Confirm Representation of Party

• Navigate to the Participants screen.
• Locate the Proprietor on Title parties.
• Select Edit Party to display the Party screen.
• Ensure I Represent this Party is selected
• Enter client details, including date of birth and address details.
• Click Save. 

Note: This step confirms your representation and ensures the party details are correct. Complete this step for each proprietor you represent.

Invite Participants

1. Select Participant and then Invite Participant. 
2. Invite Incoming Proprietor: Invite the PEXA Subscriber who is representing the Incoming Proprietor (if not already in the Workspace)
3. If the title is encumbered, invite Mortgagee on Title.

Monitor the Incoming Proprietor’s Completion of Tasks

The Incoming Proprietor should:

• Accept your invitation
• Create Party
• Invite Incoming Mortgagee
• Create Transfer
• Verify Stamp Duty

Note: If you are representing the Purchaser, refer to Completing a Transfer Representing the Purchaser

If the Title is Encumbered, Monitor Mortgagee on Title’s Completion of Tasks

The Mortgagee on Title should:

• Accept your invitation
• Create Discharge document
• Sign Discharge

Note: The financial institution who is the Mortgagee on Title was invited to the workspace in the previous section. 

Confirm Document Details

• Navigate to the Documents screen. 
• Select the Action column, select View for the Transfer. 

Note: Select View if no changes are required. Select Edit to update any of the details in a document

Complete Form 24 Part B

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

Sign Documents

1. Select Sign from the Actions column of the Transfer and Form 24

Receiving funds: Complete Destination Line Items

1. Navigate to the Financial Settlement screen. 
2. Select the Destination tab.
3. Add Destination fund line items for the transaction (e.g. Vendor’s funds, 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

Successful Settlement

Check that:

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

Optional - Set up automated emails to real estate agents

You can set up automated emails to be sent to the real estate agent on successful settlement. This removes the manual step of sending the email, read the instructions here. 

QLD Transfers - Flow Chart

SA TRANSFERS - REPRESENTING A VENDOR

 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 the transfer process can also be downloaded at the bottom of this article. 

You can start by either Creating a New Workspace, or Accepting an Invitation.

Either: Create a New Workspace

1. Click on Create New Workspace. 
   
    
   • Jurisdiction = SA
   • Transaction Type = Transfer
   • Role = Proprietor on Title
   • 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 Incoming Proprietor.
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. Locate the Proprietor on Title parties.
3. Select Edit Party to display the Party screen.
4. Ensure I Represent this Party is selected
5. Enter client details, including date of birth and address details.
6. Click Save. 

Note: This step confirms your representation and ensures the party details are correct. Complete this step for each proprietor you represent.

Invite Participants

1. Select Participant and then Invite Participant. 
2. Invite Incoming Proprietor: Invite the PEXA Subscriber who is representing the Incoming Proprietor (if not already in the Workspace)
3. If the title is encumbered, invite Mortgagee on Title.

Monitor the Incoming Proprietor’s Completion of Tasks

The Incoming Proprietor should:

• Accept your invitation
• Accept or Propose a new settlement date & time
• Create Party
• Invite Incoming Mortgagee
• Create Transfer
• Verify Stamp Duty

Note: If you are representing the Purchaser, refer to Completing a Transfer Representing the Purchaser. 

If the Title is Encumbered, Monitor Mortgagee on Title’s Completion of Tasks

The Mortgagee on Title should:

• Accept your invitation
• Accept or Propose a new settlement date & time
• Create Consent document
• Create Discharge document
• Sign Discharge

Note: The financial institution who is the Mortgagee on Title was invited to the workspace in the previous step.

Confirm Document Details

1. Navigate to the Documents screen. 
2. Select the Action column, select View for the Transfer. 

Note: Select View if no changes are required. Select Edit to update any of the details in a document

Sign Documents

1. Select Sign from the Actions column of the Transfer

Receiving funds: Complete Destination Line Items

1. Navigate to the Financial Settlement screen. 
2. Select the Destination tab.
3. Add Destination fund line items for the transaction (e.g. Vendor’s funds, 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

Successful Settlement

Check that:

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

Optional - Set up automated emails to real estate agents

You can set up automated emails to be sent to the real estate agent on successful settlement. This removes the manual step of sending the email, read the instructions here. 

 

SA Transfers - Flow Chart

WA TRANSFERS - REPRESENTING A VENDOR

 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 can also be downloaded from the bottom of this article. 

Click "Proprietor on Title"! 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 = Proprietor on Title
   • 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 Incoming Proprietor.
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. Locate the Proprietor on Title parties.
3. Select Edit Party to display the Party screen.
4. Ensure I Represent this Party is selected
5. Enter client details, including date of birth and address details.
6. Click Save. 

Note: This step confirms your representation and ensures the party details are correct. Complete this step for each proprietor you represent.

Invite Participants

1. Select Participant and the Invite Participant. 
2. Invite Incoming Proprietor: Invite the PEXA Subscriber who is representing the Incoming Proprietor (if not already in the Workspace).
3. If the title is encumbered, invite Mortgagee on Title.

Monitor the Incoming Proprietor’s Completion of Tasks

The Incoming Proprietor should:

• Accept your invitation
• Accept or Propose a new settlement date & time
• Create Party
• Invite Incoming Mortgagee
• Create Transfer
• Verify Stamp Duty

Note: If you are representing the Purchaser, refer to Completing a Transfer Representing the Purchaser.

If the Title is Encumbered, Monitor Mortgagee on Title’s Completion of Tasks

The Mortgagee on Title should:

• Accept your invitation
• Accept or Propose a new settlement date & time
• Create Consent document
• Create Discharge document
• Sign Discharge

Note: The financial institution who is the Mortgagee on Title was invited to the workspace in a previous step. 

Confirm Document Details

1. Navigate to the Documents screen. 
2. Select the Action column, select View for the Transfer. 

Note: Select View if no changes are required. Select Edit to update any of the details in a document

Sign Documents

1. Select Sign from the Actions column of the Transfer

Receiving funds: Complete Destination Line Items

1. Navigate to the Financial Settlement screen. 
2. Select the Destination tab.
3. Add Destination fund line items for the transaction (e.g. Vendor’s funds, conveyancing fees).

Sign Financial Settlement Schedule

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

Monitor Workspace

1. Review your Workspace and monitor any changes to the Workspace right up to settlement via the Workspace Summary screen.
2. 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.

Successful Settlement

Check that:

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

Optional - Set up automated emails to real estate agents

You can set up automated emails to be sent to the real estate agent on successful settlement. This removes the manual step of sending the email, read the instructions here. 

WA Transfers - Flow Chart