Transfers, also known as clearances, are the process of a change in ownership of a unit on the system. Why are transfers used?

• It brings structure to the transfer/clearance process
• It records needed information to provide the trustees with the business plan report
• It simplifies future billing runs

1. Transfer Process

1.1. Initiate Transfer Process

Navigation: Community Level > Unit > Unit Details > Units

On the Unit details page, to the right, click on the Transfer Icon button to initiate the transfer process.

The following pop-up will appear, if this is indeed the correct unit, click on Yes.

1.1.1 Request Information

If you are requesting the information from the attorneys you will need to process this transfer.

There will be four documents requested once this Step of the transfer process has been completed and the email to be sent to the Attorney with details.

After filling in the Attorney details, the first section of the application form, there are two mandatory fields to be completed.

• Buyer: The New owner's name
• Levy Settlement options: There are two options Unconditional Written Undertaking or Proof of Payment

An example of an amount due will be a levy. It can be added as follows:

The next section will indicate into which bank account the levies should be made payable. This is the Property Managing Agency's banking details:

There are three sections to complete before the first step of the transfer can be completed.

• Levy Clearance Amount: This amount is auto-populated if the Community Charges are setup correctly.
• Bank Selection: Nominate into which bank account the levy clearance should be paid into. This is either the Property Managing Agent or the Body Corporate/HOA 
• Reference: Any reference can be used, however, it best practice to make use of the Reference as per the previous step. 

The following email will be sent to the Property Managing Agent email. The reason it is sent to the Property Managing Agent and not directly to the attorney is that if any additional documents (like community rules), should be added the Property Managing Agent has the chance to do so when forwarding the message to the attorney.

Once the attorney responds with the required information, the second section can be completed.

1.2 Upload Required Information

Navigation: Community Level > Manage > Transfers

This section is where the documents received from the attorney will be uploaded and the New Owners details are captured.

Further down the page is where the unit details will be completed. It is important for reporting to include the Total Unit Price. The P.O.A. is a required document to be uploaded and the Deed of Transfer Number is stated in the P.O.A.

1.3 Issue Transfer Certificate

After the previous step is completed the transfer certificate will be auto-populated with only a few areas to be completed. The undersigned is the Property Managing Agent.

The Managing Agent will need to complete the Transferors (the person who is selling the property) and the Transferees(the person who is buying the property)

There is an option to Add the letterhead of the Property Managing Agent to the Levy Clearance which will be sent to the email address filled in at the bottom of the page. It is best practice to send this clearance to the individual who will be signing the document.

1.4 Transfer Pending

After the process has been completed as advised by the Attorney. Click on the Finish and then insert the date of the transfer was completed. Use the date picker, do not type in a date.

The final step will be New Owner Linking, click on the far right button to Link Accounts & Complete

The following pop-up will appear and once the transfer has been "OK" the transfer is completed.

2. Reporting on Transfers

2.1 Community Level 

Navigation: Community Level > Manage > Transfers

Hover over Manage and click on Transfers.

The following page will appear with a list view of all the transfers. There are multiple Filter options for the Transfers to ease navigation.

Transfers with a green reference number indicate the transfer is completed, by clicking on this reference number it will open the transfer.

You can also download documents that were linked to the transfer.

2.2 Global Level 

Navigation: Global OVerview > Manage > Transfers

3. Transfers on the Business Report

If you are unsure how to access the Business Report, head over to this article, Community Report (Business Report).

Once you have opened the business report, click on Transfers on the right.

Here you will be met by a graph showing the latest transfers that occurred. You can hover over the graph, as it is a live graph, and it will show you the following:

***Please note*** the selling price entered in the transfer process CAN NOT be changed after the transfer has been completed.