Version 3.1
Electronic Conveyancing Victoria
LANDATA
®
User Guide
Electronic Conveyancing Victoria: LANDATA
®
User Guide
Table of Contents
1 About this User Guide _______________________________________________ 2
2 LANDATA
®
system overview _________________________________________ 2
3 LOGIN Process ______________________________________________________ 3
3.1
New User Login _______________________________________________________ 3
3.2
Login to LANDATA
®
___________________________________________________ 3
3.3
Forgotten password ___________________________________________________ 6
3.4
Logout ________________________________________________________________ 7
4 Account Details _____________________________________________________ 8
4.1
Change my details ____________________________________________________ 8
4.2
Change my password_________________________________________________ 10
4.3
Change my identification question ____________________________________ 10
5 Subscriber Transaction Search _____________________________________ 12
6 Session Details _____________________________________________________ 17
6.1
View my charges _____________________________________________________ 18
6.2
View my reports _____________________________________________________ 19
7 Tax Invoice _________________________________________________________ 23
8 Useful Information _________________________________________________ 24
Appendix A. Glossary of Acronyms and Terminology __________________ 25
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Electronic Conveyancing Victoria: LANDATA
®
User Guide
1 About this User Guide
This User Guide has been developed to assist ‘Electronic Conveyancing’ (EC) Subscribers in using the LANDATA® system for purposes of viewing the details of their EC charges related to Pre-population of electronic instruments and Title Activity Checks.
The guide will cover only those LANDATA® functions that the EC Subscribers will need to perform to verify their EC charges. Each function will have step-by-step instructions.
Fee amounts displayed in this guide are examples only.
2 LANDATA
®
system overview
LANDATA® is the online service delivery arm of Land Registration Services within Land
Victoria and provides access to a range of title and property information to the general public and a range of professional clients.
The EC system interfaces with LANDATA® to access title information required for the processing of electronic instruments such as the Mortgage, Discharge of Mortgage, Transfer of Land, etc. Access to title information from the Victorian Online Titles System (VOTS) via
LANDATA® incurs search fees for ELF Pre-population and Title Activity Checks.
For ease of accounting, the EC system will interface with LANDATA® system, which will perform the invoicing of the ELF Pre-population and Title Activity Check search fees. Details of the transaction fees will be available online from the LANDATA® system. A Tax invoice will be produced at the end of each month and delivered to the EC Subscriber via Australia
Post or AUSDOC.
The Tax Invoice will be addressed to the name that appears in the ‘Customer Name’ field in
‘Customer Details’ section of the subscribers LANDATA® account (Refer section 4.1 of this document)
Account Details:
Session Details:
The
LANDATA®
functions covered in this user guide are the following:
Login Process: New User Login
Login to LANDATA®
Forgotten password
Subscriber Transaction Search
Tax Invoice
Useful Information:
Logout
Change my details
Change my password
Change my identification question
View my charges
View my reports
Frequently Asked Questions
Privacy Statement
News
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User Guide
3 LOGIN Process
3.1
New User Login
The EC Administrator will have advised either the nominated LANDATA ® Administrator or the EC Subscriber Administrator of the LANDATA ® Account Number and Password details.
If these details have not yet been advised or cannot be recalled, please contact the EC
Administrator.
3.2
Login to LANDATA
®
Follow this procedure to login to the LANDATA ® system.
If you do not have a LANDATA ® Account Number and Password, contact your EC Administrator.
1.
Access the LANDATA ® Home Page at the following Web site URL: http://www.landata.vic.gov.au/
2.
Click here beside the ‘For Professional User access (LANDATA ® Account Holders ONLY).
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3.
The
Welcome to LANDATA®
window will be displayed.
4.
Enter the Account Number and Password. Then click on ‘Submit’.
NOTE:
The Your Reference field is not used for EC Subscribers.
If your password is due for alteration (passwords are to be altered every 60 days) the
Change Password window will be displayed. If so, proceed to step 5 otherwise proceed to step 6.
5.
Change your Password and click on ‘Submit’.
Data fields to be completed:
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Current Password
The current LANDATA ® password as provided by your EC
Administrator
Or
Your current LANDATA ® password (if changed previously)
New Password
Your desired LANDATA ® password
Confirm Password
Your desired LANDATA ® password
Password Requirements:
6.
The
Subscriber Transaction Search
window will be displayed.
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3.3
Forgotten password
Follow this procedure when you forget your password.
1.
At the
Welcome to LANDATA®
window, enter your LANDATA ® Account Number and click on the ‘forgotten password?’ link.
2.
The
Identification Check
window is displayed.
3.
Enter the Identification Answer corresponding to the Identification Question and click
4.
The
Welcome to LANDATA®
window is then displayed with the message:
NOTE
The email address is the one conveyed to the EC Administrator when the EC Subscriber
Application was completed.
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In EC this email address is located in the Contact Details section of the EC Maintain
Subscriber window.
If you have entered the incorrect Identification Answer to the Identification Question and haven’t yet submitted then click and the correct answer.
to blank out the field(s) and then enter
If the Identification Answer to the Identification Question is incorrect then the following message will be displayed:
3.4
Logout
Follow this procedure to logout of the LANDATA ® system.
1.
Click the Exit/Log Off link at the bottom of the left-hand side menu of the web page you are currently viewing.
2.
The
Welcome to LANDATA®
window is displayed indicating that you have successfully logged out of the system.
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4 Account Details
The Account Details function consists of the ability to modify the LANDATA ® Account details, password and identification questions. The following section describes each function.
4.1
Change my details
1.
Click Change my details link on the side menu and the Customer Details window will be displayed.
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to apply the changes or click on
2.
Make changes to any of the data fields. Click
to re-display the original customer details.
Definition of data fields are:
Customer name
Address and Postcode
DX
Contact
Phone and Fax number
Email address
EC Subscriber name
A full customer address is required.
DX Mail ID. This is an optional field.
LANDATA ® Account Administrator. (as entered on the
Subscriber Application Form)
This must be numeric. This is the phone and fax number of the person defined in the Contact field.
Email address of the person defined in the Contact field. This will be used by LANDATA ® for general communication purposes.
3.
If any of the data entered is invalid, the Customer Details window is re-displayed with
all fields blank. An error message beside the Customer name box is displayed in red.
None of the updates will be applied.
The example below is for an invalid Phone number.
4.
In order to continue, click on Change my details link again. The Customer Details window will be displayed with the originally entered data. Enter the required updates and click on to apply the changes.
5.
The Subscriber Transaction Search window is then displayed. Changes to the Customer
Details will have been successfully applied.
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4.2
Change my password
1.
Click the Change my password link on the side menu and the Change Password window will be displayed.
Data fields to be completed:
Current Password
Your current LANDATA ® password
New Password
Your desired LANDATA ® password
Confirm Password
Your desired LANDATA ® password
Refer Section 3.2 point 5 for password requirements
2.
Click to apply new password. The Subscriber Transaction Search window will be displayed. Changes will have been applied successfully.
3.
Click to remove changes. The Change Password window will be displayed with all data fields in blank.
4.3
Change my identification question
1.
Click Change my identification question link on the side menu and the Identification
Details window will be displayed.
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Data definitions are:
Email address
Identification Question
Electronic Conveyancing Victoria: LANDATA
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User Guide
Must be a valid email address format
Must contain data and not exceed 200 characters in length
Identification Answer
Must contain data and not exceed 200 characters in length
The Email Address will be used by LANDATA ® System Administrator to communicate electronically with the EC Subscriber’s LANDATA ® Administrator.
The Identification Question and Identification Answer will be used when you request to reset your password.
2.
Click to apply new details. The Subscriber Transaction Search window will be displayed. Changes will have been applied successfully.
3.
Click to ignore the changes. The Identification Details window with the original data will be displayed.
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5 Subscriber Transaction
Search
1.
The Subscriber Transaction Search window will be displayed after successfully entering your LANDATA ® Account Number and Password. It is also accessible when selecting the
‘EC’ or ‘Home’ link.
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Data to be completed:
Start Date and Time
End Date and Time
This is the date and time from which the transactions will be displayed.
The Date is in dd/mm/yyyy format. The system defaults this to today’s date.
The Time is in hh:mm:ss format and it is an optional field.
If not entered the system defaults this to 00:00:00.
This is the date and time (less one second) up to which the transactions will be displayed.
The Date is in dd/mm/yyyy format and it is an optional field. If not entered the system defaults this to the next day.
The Time is in hh:mm:ss format and it is an optional field.
If not entered the system defaults this to the Start Time.
Examples:
Date/Time entered by
User
Start Date
& Time
01/12/2012
End Date &
Time
Date/Time range displayed on the online report
Start Date
& Time
End Date &
Time
Date/time range the system uses to extract transactions
Start Date
& Time
Start Date &
Time
01/12/2011
00:00:00
02/12/2011
00:00:00
01/12/2012
00:00:00
01/12/2012
23:59:59
01/12/2012 17/12/2012 01/12/2012
00:00:00
17/12/2012
00:00:00
01/12/2012
00:00:00
16/12/2012
23:59:59
01/12/2012
12:00:00
17/12/2012 01/12/2012
12:00:00
Product
17/12/2012
12:00:00
01/12/2012
00:00:00
17/12/2012
11:59:59
Click on the drop down arrow to select the product (or fee) type:
•
All – to list all fee types
•
ELF PrePopulate fee
•
Title Activity Check fee
ELF ID
Enter the ELF ID to list the transactions with this ELF ID.
Leave blank to search for all ELFs.
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User ID
Search Type
Electronic Conveyancing Victoria: LANDATA
®
User Guide
Enter the EC User ID that submitted the ELF Pre-population and Title Activity Check in EC. The transaction list will display only those with this User ID.
Leave blank to search for all User IDs.
Select radio button for transaction type.
•
Chargeable transactions only
•
All Transactions
2.
Click displayed.
to initiate the transaction search and the transaction report will be
3.
Click to ignore the selection details. The Subscriber Transaction Search window will be displayed with the default fields.
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The example report for Start Date of 10/12/2012 and End Date of 14/12/2012:
The Transaction report displays the following information.
Selection Criteria
(displayed at the top of screen)
ELF ID column
Customer Reference
Date and Time
Product
User ID
Title Reference
GST
Fee (incl GST)
This is the Start and End date and time, Product, ELF ID,
User ID and Search Type. This is located at the top of the report.
This is the ELF ID as used in EC.
This is the Reference 1 field of the ELF in EC.
This is the date and time of the transaction in EC.
This is the type of transaction fee.
This is the EC User Id that submitted the transaction in EC.
This is the volume/folio used for this transaction. If multiple titles exist in the ELF, this field will display each of the titles.
This is the GST component of the transaction fee.
This is the transaction fee inclusive of GST component.
•
ELF Pre-population does not have GST
•
Title Activity Check has GST
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The limits per search are 25 days (Chargeable transactions) / 6 days (All transactions) or
1000 transactions. A More link will appear at the bottom of the response page to continue the search.
4.
Click on the ‘EC’ or ‘Home’ link to make another Subscriber Transaction Search or select a function on the side menu.
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6 Session Details
The Session Details function provides the ability to view the EC fees in a summarised format and to view the monthly report online.
NOTE
: The ‘Change my reference’ function is not applicable to EC Subscribers. The following section describes each of the other functions.
This function will display an online summary report which lists the EC fees charged to the
EC Subscriber for a selected date range.
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6.1
View my charges
1.
Click View my charges link on the side menu and the View Your Charges selection window will be displayed.
The Your Reference field is not applicable to EC Subscribers. Explanation on selection criteria is described clearly on the sample View Your Charges window.
Note: If no ‘End Date and Time’ is entered the system will default to tomorrow’s date at
00:00:00
2.
The View Your Charges summary list will be displayed in ascending order by Date &
Time.
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The Summary report displays the following information.
Selection Criteria
(displayed at the top of screen)
This is the Start and End date and time. This is located at the top of the report.
Date and Time
Reference
Charge
Details
This is the date and time of the transaction in EC.
This is the Reference 1 field of the ELF in EC.
This is the transaction fee inclusive of GST component.
•
ELF Pre-population does not have GST
•
Title Activity Check has GST
Indicates the fee type, i.e. Pre-population Search of Title
Activity Check
Total Charge
Charges found
Total amount of charges displayed on the page
Total number of transactions displayed on the page
A More link will appear at the bottom of the response page to display the other charges within the selection date range. Click on your internet browser ‘Back’ button to go back to the previous page.
3.
Click on View my Charges link to make another request.
6.2
View my reports
This function will display the reports available for viewing online. For EC Subscribers there is only one report available – Z126 EC Subscriber Report.
NOTE:
First time Access only:
When you select the View my reports link for the first time a screen will be presented advising “There are no reports available”.
The to Step 5 below.
Version 3.1
link will also be displayed. Select this link and proceed
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1.
Click View my reports link on the side menu and the View Your Reports selection window will be displayed.
The report available for viewing online is the Z126 EC Subscriber Report with report title
‘ELF Lodgement System: Account Summary’.
This report is generated at the end of each calendar month. The report will be replaced when a new monthly report is generated.
2.
Click on the report name link to view on-line. The report name is the first 4 digits of your LANDATA
®
account number.
Sample online report:
NOTE:
The GST amount displayed in the GST column of the report may vary from the GST amount displayed on the monthly Tax Invoice.
The Tax Invoice reflects the correct payable amount.
3.
If the preference is to have the report generated to a specified email account on a one off basis, enter the email account details into the “E-mail selected report to” field and then click . Refer to point 5 below for registering an e-mail account as the permanent default account.
4.
Click on your internet browser ‘Back’ button to go back to the View my reports window.
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5.
Click on Change Report Preferences link at the left-hand bottom corner of the page to select the report type, report format and email address to send the report to.
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Data to be completed:
Select
Tick this box to select the report if you wish to receive the report by email,
NOTE: The report will always be available for viewing online regardless of whether this box is checked.
Name
This is the report name. There is currently one report available for selection, i.e. Z126 – EC Subscriber report.
The report will be generated at the end of each month.
Format
E-mail address
(optional)
Click on the drop down list arrow and select the report format to be generated.
•
PDF – Portable Document Format
•
XLS – Microsoft Excel file format
•
CSV – Comma separated value format
•
XLR – Excel Record file format
This is the email address where the report will be forwarded to.
The report will also be available online whether or not an email address is supplied.
Click on and the Change Report Preference window will be displayed but with
Select un-ticked and E-mail address with blank. Changes were applied successfully.
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7 Tax Invoice
At the end of each month a tax invoice will be generated and mailed (via Australia Post or
AUSDOC)) to the EC Subscriber using the Contact Name and address recorded in the
Customer Details window.
The tax invoice will show the total number of transactions and total charges per transaction type for the month. The transaction details can be cross referenced with the Z126- EC
Subscriber Report for that month which was available online via the View my reports option located on the side menu of LANDATA ® web page.
NOTE : The GST amount displayed in the GST column of the report may vary from the GST amount displayed on the monthly Tax Invoice.
The Tax Invoice reflects the correct payable amount.
Subscribers will be requested to quote the ‘Customer No’ (located on the top right portion of the Tax Invoice) if querying any invoices with LANDATA
®
.
The ‘Location’ reference (located on the top right portion of the Tax Invoice) is the
LANDATA ® account number
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8 Useful Information
This function provides the following useful information.
1.
Frequently asked questions.
2.
Privacy Statement – contains the LANDATA ® Privacy and Security Statement
3.
News – contains news bulletin for communication to LANDATA ® Account holders. If there is no news a window will be displayed with the message “There is currently no news”. Click on your browser ‘Back’ icon to go back to the LANDATA
®
window.
NOTE:
For any LANDATA ® related enquiries please contact the EC Service Desk
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Appendix A. Glossary of
Acronyms and Terminology
Term
DX
EC
GST
LV
EC
Vol / Fol
VOTS
URL
Definition
Document Exchange.
Electronic Conveyancing.
Goods and Services Tax.
Land Victoria (formerly called Land Registry)
Electronic Conveyancing
Volume / Folio
Victorian Online Title System
Uniform Resource Locator. The global address of document and other resources on the World Wide Web e.g. http://www.landata.vic.gov.au/
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