Real Estate Agent Panel

Estate Agents who have a contract with DHA to provide Property Management Services for Civilian Tenancies will have the facility to:

• View a list of prospective tenancies including Dates Available, Property Report and Map
• Record approved tenant information and attach Signed Tenancy Agreements
• View the current status of a Civilian Tenancy and manage any actions available to them
• View any outstanding actions on a tenancy including Periodic Inspections due
• Advise of tenant vacations and extensions
• View any Open Invoices that are due for payment and submit payment details
• View any completed invoices

Estate Agents who have a contract with DHA to provide Disposal Sale Services will have the facility to:

• View a list of properties for their appraisal
• View any Open Invoices that are due for payment and submit payment details
• View any completed invoices

Go to https://www.dha.gov.au/partnering and click on Online Services:

Logging in

Your login details will be sent to you by DHA or you can contact DHA on 139 342. When you click on the Online Services icon, you will be taken to the login page.

 

• Your username is the email address your company previously provided to DHA.
• An email notification is automatically sent when your company is set up as a DHA business partner on Online Services. This email provides your first temporary password.
• On your first login, you will be prompted to change your password. You will also be required to enter a secret question and answer, which can be used to authenticate you in case you forget your password.

Forgotten Password

• If you have forgotten your password, select the Forgotten your password link. This will prompt you to type in your username and elect to receive an SMS or email notification (please note this is if you have already supplied those details to DHA).
• Once the option has been selected click Reset. You will then receive an email/SMS based on what you have selected.

Email

• You will receive a notification email
• Open the email then click on the link, which will then prompt you to the Change Password page.
• Enter your new password and click Confirm.

SMS

• A confirmation PIN is received via SMS
• In the link, enter in the SMS Confirmation PIN and you will then be prompted to the Change Password screen. Please note, the Confirmation PIN is only valid for 15 minutes from receipt, thereafter you will need to use the link again to obtain a new one.

If you have forgotten your username, please contact DHA on 139 342.

By clicking on the My Account button on your Dashboard, you will have access to:

• Change my password
• Change my usernames
• View my notifications such as insurances required, etc.
  

 

Civilian Tenancy and Tenancy After Discharge Services

The My Details tab provides you access to view, update and manage your:

• Contact details
• Insurance details
• DHA contract

Remote Property Inspections & Disposal Sales

In addition to the above, you will have access to view and update your:

• DHA contract
• Availability.

Update your Contact details

This screen allows you to add and update your contact details held by DHA.

For remote property inspections, you can also set your preference to receive email and SMS notifications for work allocated to you by DHA.

Please note that email address is the address you provided when tendering for your contract. Please contact DHA on 139 342 if your email address requires changing.

Managing your Insurance

To manage your insurance details please click on My Details tab.

This screen allows you to view and update your current Estate Agent Licence, Professional Indemnity, Public Liability and Workers Compensation/ Income Sickness Protection insurance details.

While you are contracted with DHA, you must have current insurance policies.

To update or attach documentation click the Modify button then Save

Please note that is a requirement of your contract to maintain and display current insurance and workers compensation documents on DHA’s Online Services.

Your Dashboard

Your Dashboard will be displayed after successful login.

Civilian Tenancy (CTEN) and Tenancy After Discharge (TAD)

Your Dashboard will default to display a list of Outstanding Tenancies and Open Invoices. Separate tabs are available to view Current Tenancies, Resolved Tenancies and Completed Invoices.

From the Dashboard, you can also navigate to:

• View Invoices and invoice details
• Click on a tenancy to view property and tenancy details
• Update your contact details, licence information and insurance information at My Details

Remote Inspections

This overview provides the top layer of information used to manage DHA remote inspection requests.

From your Dashboard, you can also navigate to:

• Work – All remote Work Item inspection requests
• Invoicing - Work Items Awaiting Invoicing, Invoices Approved and Awaiting Payment and Invoices Awaiting Approval by DHA (note that work bundles and quotes will not be applicable for remote inspections).
• WHS Reports - view current reports and report history
• My Details - update your contact details, licence/insurance information, view your contract and enter your availability
• Search - for specific Work Items and Invoices
• Contractor Resources - view latest news and contractor information.
• My Account – manage my delegates view notifications, update your password

Please note:

• View Work Items that are more than 7 days overdue for booking and other important information will appear in a yellow highlighted ribbon at the top of your screen
• View Work Items that are more than 14 days overdue for invoicing will appear in a yellow highlighted box just underneath Work Items more than 7 days overdue for booking
• Numbers next to the various tabs denote how many Work Items are within each tab.

Refer to Remote Property Inspections for further details on remote inspection work orders.

Outstanding Tenancies

The Outstanding Tenancies list includes all tenancies where an action is required.  The status will identify what is outstanding, and could include:

• Available for Tenancy
  - provide DHA with a rent appraisal
  - source and present an appropriate tenant for the property
• Awaiting Tenant Details
  - arrange and attach signed tenancy agreement and
  - enter tenant and tenancy details.
• Periodic Inspection Due
  - liaise with DHA to book and attend periodic inspection
• Negotiations in Progress
  - negotiate vacation or extension of agreement with tenant and DHA
• Awaiting Vacation
  - liaise with DHA to book and attend vacate inspection
• Vacation Inspection Booked
  - attend inspection and confirm vacation

Current Tenancies

This will list all current tenancies for the agent with the following status:

• Available for Tenancy
• Awaiting Tenant Details
• Future Occupancy
• Occupied
• Negotiations in Progress
• Awaiting Vacation
• Property Vacated

Resolved Tenancies

This is a list of tenancies that have previously been presented to, or managed by the agent, including:

• Completed 
• Cancelled

Open Invoices

Lists the invoice for the current month (for the previous month’s rent).

Completed Invoices

Lists the invoices for previous months.

Civilian Tenancy Details

To view the details of a tenancy select the tenancy from your dashboard.

This will open to the working page, displaying the Agent specific Tenancy Information.

You can also view:

•    Property Report
•    Property Map
•    Agent Information
•    Tenancy History
•    Invoice History

Property Report

This is a printable property report which displays extensive information about the property:

• Overview
• Description
• Rooms
• Facilities
• Property Photos
• Floor Plan (with dimensions)
• Dimensions

Property Map

This links to Whereis to display the location of the property.

Tenancy History

A list of current and previous tenancies against the property.

Invoice history

Available also from the agent’s monthly invoice, the detailed Invoice History displays a list of invoices showing all rent charged and remitted for the tenancy.

When DHA identifies properties for civilian tenancy they will release information about the property to one or more panel agents. The agent is required to provide a rent appraisal and source and present a suitable tenant for the property.

Email notification

DHA will send an automatic notification when a property identified for tenancy has been allocated to the agent, advising the:

• date the property is available from
• date the property is available to
• agent’s management rate to be applied
• term type

If the property is occupied by a discharging member of the ADF, the agent is required to manage the tenancy and DHA will also provide:

• the current tenant name
• the start and end date of tenancy
• the weekly rent to be applied

When the Estate Agent logs in the property will appear in the Outstanding Tenancies tab with a status of Available for Tenancy.

Rent appraisal

Where the property is not occupied by a ‘Tenancy After Discharge’, the Estate Agent must inspect the property and provide a rent appraisal to DHA via email or phone within 3 days of being advised of the property becoming available. The Property Report can assist with the appraisal.

Keys can be accessed for the rent appraisal by contacting the local DHA office.

Source tenant

If DHA accepts the rent appraisal, DHA will enter that information into the tenancy and the agent can then proceed to source an appropriate tenant. The weekly rent will be displayed as a monthly value to assist agents with invoicing and as a recommendation for monthly rent collection.

The Estate Agent must advertise the property after the rent has been approved:

•    in the Estate Agents window display within 2 days
•    on the Estate Agents own website and on the most appropriate local internet sites within 2 days, and
•    in an appropriate local newspaper within 7 days.

The Estate Agent must provide weekly written progress reports to DHA until a suitable tenant is identified.

If the Estate Agent is unable to identify a suitable tenant within 2 weeks of advertising commencing, they are to provide DHA with a written report outlining an alternative rental marketing strategy (including recommendations on any changes to the confirmed weekly rent amount).

Tenant accepted

The Estate Agent must locate and qualify suitable tenants and then submit the applications to DHA via an email for final approval.

DHA will approve or decline the application. If the tenant is acceptable to DHA then DHA will modify the status to Awaiting Tenancy Details.

Awaiting Tenant Details

Once DHA has approved the Estate Agent as the Managing Agent (that is, confirmed the listing), DHA will arrange for keys to be provided to the Agent. The Agent is required to make a record of all keys (a photocopy is recommended), retain one set of keys in their possession and provide the remaining keys to the agreed tenant.

Note:

All leases issued by Agents on behalf of DHA must include the following special condition to ensure the property is available to return to DHA in exceptional operational circumstances and where relevant legislation permits:

For Service reason, it is hereby agreed and declared that:

• the agreement hereby created can be terminated by the landlord giving to the tenant, or his agent, one month’s notice in writing of such termination, immediately after expiration of the said notice; and
• this present agreement and all rights, liabilities and obligations there under, shall cease and be void without prejudice to any claim by either party against the other in respect of any antecedent breach of any covenant or condition herein contained.
• the amount of rent to be paid is to be calculated on a proportional basis up to the date on which the said notice expires

Multi-listing

If the property has been listed with more than one panel agent, they will be treated equally. Should the other agent be successful in identifying a tenant then you will receive an automatic email cancelling the tenancy, and the tenancy will appear in your Tenancy History tab with a status of Cancelled.

Tenant Identified

When DHA has set the status of the Civilian Tenancy to Awaiting Tenant Details, the agent is responsible for the Tenancy Agreement and entering tenancy information into Online Services.

Record tenancy information

At status of Awaiting Tenant Details, the agent is able to update information against the tenancy and should record the details of the tenant as soon as it is approved by DHA:
•    Start and end dates
•    Primary tenant name
•    Primary tenant contact details

Signed tenancy agreement

The Agent is required to attach the Signed Tenancy Agreement within 10 days of the lease commencing:

•    Click the drop down under Upload new attachment, select type of attachment
•    Click Browse, select the file from your computer and click Open

Condition and Inventory Report

•    The Condition and Inventory Report is to be attached within 7 days of the lease commencing.
•    Photos showing the detail of any existing damage should also be provided to support the condition report.

Bond Receipt

•    The Bond Receipt is to be attached within 10 days of the lease commencing.

Agent invoices are automatically generated on the first day of each month for rent and for the month in arrears.

Overview

•    Agents will be able to view the current open invoice for the previous month’s rent requirement.
•    Invoice details display for each tenancy and the rent being invoiced.
•    Agents can confirm the gross rent being remitted for each tenancy under management.
•    Payment details are displayed for submission of invoice, and payment of rent.
•    Agents are required to submit rent as invoiced within 14 days of invoice.
•    Agents can view previous completed invoices.

Rent Due Calculation

The method of rent calculation changes to be in all cases:

Rent Due = No of Days due x Weekly Rent

Each month will therefore invoice differently, depending on how many days in the month.

Any rent unpaid will be carried forward to the next invoice.

Agent Invoice

On the first of each month an invoice is automatically generated to each agent managing active tenancies or with outstanding rent payments.

The invoice for the current month is displayed as an Open Invoice on the Agent Dashboard in DHA Online Services.

Invoices for previous months are available under the Completed Invoices tab.

Invoice Detail

The left hand side of the page list all invoices, with the most current displaying at the top.  Clicking on a tab will populate the details of that invoice.

The remaining screen lists all tenancies invoiced for the particular invoice selected.

Each Tenancy key is a link to a detailed invoice history for that tenancy.

 

The invoice displays:

•    Invoice ID - a unique number for this month’s invoice to the agent.
•    Month Ending - describes the month the invoice covers.
•    Status - the status of the invoice.
•    Tenancy - the tenancy for which the charge relates.  This links to the invoice history for this tenancy.
•    Gross Rent Due - any rent due for the period invoiced and any balance brought forward from the previous invoice.
•    Gross Rent to be Remitted - the amount the agent is remitting for this invoice.
•    Mgt Fee incl GST - a calculation of the Management Fee as a result of the Gross Rent Remitted.
•    Net to be Remitted - a calculation of the Gross Rent Remitted less Management Fee.
•    Total amounts and Invoice Id for reference when submitting payment.

Enter rent remitted

The invoice is generated at a status of Pending. The Agent should enter the Gross Rent only they have in hand for the tenancy. The Mgt Fee will calculate according to the Gross Rent to be Remitted that is entered, which will change the Net to be Remitted for the tenancy and the Invoice Totals.

Submit Invoice and make EFT payment

The invoice will display the Invoice ID and the amount to be deposited as a result of the agent's entries.

When the Agent selects Submit Invoice the invoice status becomes Agent Submitted and the Agent must deposit the Total Net Rent displayed. Agents can view submitted invoices but not modify them.

•    Deposits must be the amount displayed using the invoice ID displayed as reference.
•    Deposits should be made to:

Account Name: DHA Rental Deposits Acc
Bank: Westpac
Branch: Manuka ACT
BSB: 032-729 Account 225665

Agent Review Required

If the amount received by DHA is not the Net Rent Remitted indicated on the invoice, DHA will not be able to reconcile the funds and will set a status of Agent Review Required.

The Gross Rent Remitted is then available again for edit by the agent so they can correct the invoice and resubmit details to indicate the amount paid.

If an error is made on the invoice, we do have the ability to return this back to you for actioning.

Completed Invoices

The status is set to Completed on the first of the next month when new invoices are created. Any amounts carried forward will display on the new invoice and the Complete invoice is view only.

DHA operates a national Maintenance Call Centre (MCC) that will arrange for all fair wear and tear maintenance to be carried out on the listed properties.

• Agents will be required to lodge all requests for maintenance through the maintenance call centre. DHA will not accept responsibility for any works undertaken outside this arrangement.
• Emergency maintenance is also managed through the maintenance call centre and is available 24 hours a day.
• The tenant must report all maintenance to the Agent for the agent to raise through the MCC. The tenant must not contact the MCC directly.
• The Agent is to recover the cost of tenant (non-fair wear and tear) damage either directly from the tenant or via the rental Bond.
• All cleaning or gardening maintenance remains the responsibility of the tenant.
• The Agents will be responsible for ensuring tenants maintain the cleaning and garden maintenance to appropriate levels throughout the term of the tenancy.

The Maintenance Call Centre can be contacted on 139 342.

DHA requires periodic inspections to be completed every 6 months and Online Services will provide visibility of all periodic inspection overdue or due in the next 3 months.

In accordance with the contract, the Agent will conduct inspections of the property and provide DHA with a written report advising of recommended maintenance and items of concern in writing, within 48 hours of the inspection or of becoming aware of any issue. The following inspections are required:

• Initial inspection to complete condition report
• 6 months after tenancy commencement, joint inspection with DHA giving the Regional Office 14 days notice in writing of the forthcoming inspection
• Every 6 months for leases over 12 months in duration giving the Regional Office 14 days notice in writing of the forthcoming inspection
• End of tenancy inspection, joint inspection with DHA giving the Regional Office 14 days notice in writing of the forthcoming inspection
• Other inspections as required by DHA giving the Regional Office 14 days notice in writing of the forthcoming inspection.

To identify due or overdue periodic inspections

1. Select the Outstanding Tenancies tab
2. Properties that are due or overdue for a periodic inspection will be displayed with a Status of Periodic Inspection Due
3. Select the tenancy
4. From the Agent Information tab, the Tenant Information will display contact details for the tenant
5. Negotiate a mutually agreeable time with DHA and the tenant

To complete a periodic inspection

1. When the periodic inspection has been complete, select the Outstanding Tenancies tab
2. Select the tenancy
3. From the Agent Information tab, select the Inspection has been performed button
4. Enter the Inspection Date
5. Select the Save button
6. Select Upload new attachment of Inspection Report and Browse for document

Where the property is not required to be returned to DHA at lease end, the Agent must provide a written report and recommendation to the Regional Office covering:

•    Extension of current tenancy; or
•    keep the property on the rental market and a revised rent recommendation

All lease renewals and extensions are to be approved by DHA in writing prior to being offered to tenants.

DHA does not approve the sub-leasing or assignment of tenancies. Only specific tenants agreed to by DHA should be issued Tenancy Agreements.

The Agent must involve DHA in negotiation and implementation of rental increases and implement rental increases, lease renewals and tenancy agreements as directed by DHA.

The Agent must give DHA a minimum of 2 weeks notice in writing that tenants intend vacating the property.

DHA or the tenant can initiate requests to extend the tenancy or vacate the property. If the extension or vacation is initiated by DHA, the Agent will receive an email notification and the tenancy will become visible on the Outstanding Tenancies tab.

To initiate extension of tenancy

When DHA requests the tenancy to be extended:
1.    the Agent will receive a Tenancy Extension Request email, and
2.    the property will be visible on the Outstanding Tenancies tab with a status of Negotiations In Progress

To confirm new tenancy terms

1.    Provide DHA with a rent appraisal
2.    Negotiate the extension with DHA and the tenant
3.    DHA will enter the agreed rent
4.    Select the Outstanding Tenancies tab
5.    Select the property
6.    Select Confirm new tenancy terms button
7.    Update Tenancy End Date and Term Type if required
8.    Ensure that the Weekly Rent is correct (advise DHA if it is incorrect)
9.    Select Confirm button
10.  Select Upload new attachment type and Browse for documents to attach the signed Tenancy Agreement (if new fixed term)

To initiate tenant eviction

1.    When a tenant needs to be evicted, select the Current Tenancies tab
2.    Select the property
3.    Select The tenant is being evicted button
4.    Enter Proposed Eviction Date
5.    Select Confirm button
6.    The property is now visible on the Outstanding Tenancies tab with a status of Negotiations In Progress

 

To initiate tenants request to vacate

1.    When tenant has requested to vacate, select the Current Tenancies tab
2.    Select the property
3.    Select The tenant is vacating property button
4.    Enter Vacation Date
5.    Select Confirm button
6.    The property is now visible on the Outstanding Tenancies tab with a status of Negotiations In Progress

To initiate DHA's request to vacate

When DHA requests the property to be vacated

1. the Agent will receive a DHA Vacation Request email, and
2. the property will be visible on the Outstanding Tenancies tab with a status of Negotiations In Progress

To confirm tenant is vacating property

1. Negotiate the vacation with DHA and the tenant
2. Select the Outstanding Tenancies tab
3. Select the property
4. Select The tenant if vacating the property button
5. Update Vacation Date if required
6. Select Confirm button
7. Select Upload new attachment type and Browse for documents to attach the:
         - Notice To Vacate, and
         - Tribunal

 

To cancel extension or vacation negotiations

If DHA no longer wish to extend or vacate the property:
1.    the Agent will receive Extension Cancelled or Vacation Request Cancelled email, and
2.    the property will be visible on the Current Tenancies tab with a status of Occupied, and
3.    the Agent is required to advise the tenant

If the Agents vacate negotiations with the tenant and DHA result in no further action,
1.    the Agent can select the Tenant is not vacating property button

When the Agent has negotiated the vacate with DHA and the tenant and all parties are in agreement, then the Tenancy will display on the Outstanding Tenancies tab with a status of Awaiting Vacation or Vacation Inspection Booked.

The Agent must invite a DHA representative to the final inspection by giving a minimum of 14 days notice in writing to DHA.

The Agent will check out vacating tenants, and liaise with them to ensure the property is cleaned in accordance with a written cleaning checklist (or to the relevant legislated standards for tenancy end) and ensure that all tenant damages are rectified.

To book vacate inspection

1.    Identify a mutually agreeable vacate inspection date and time with DHA and the tenant
2.    DHA will enter the data which will result in the status changing to Vacate Inspection Booked

To conduct vacate inspection

1.    Conduct inspection referring to the original Inventory and Condition Report
2.    Make note of any additional damage and record findings on an Inspection Report
3.    Select Upload new attachment of Inspection Report and Browse for document
4.    DHA will record vacant possession of the property
5.    The tenancy will be visible on the Current Tenancies tab with a status of Property Vacated until the invoicing has been completed
6.    Payment of rents to DHA will be up to and including the End Date which will have been amended to reflect the Vacate Date

Tenant Non Fair Wear and Tear (NFWT) at tenancy end

This step applies where Civilian Tenancy tenant charges are identified at the end of tenancy inspection and where the bond is to be debited to recover the funds.

General R&M

•    All general repairs and maintenance are to be raised through the Maintenance Call Centre (MCC) at DHAs expense.

Tenant Charges

• Where there are items identified as a tenant NFWT (for Civilian Tenancy and also for a Tenancy After Discharge where the NFWT was not previously identified as a tenant charge by DHA at end of the DHA tenancy), the tenant should be given first option to repair.
• If the tenant refuses or wishes the agent to arrange the works, then the agent should arrange for these items to be addressed by their own contractor base and the cost should be taken from the Bond as per the State/Territory Residential Tenancy Act.
• This decision by DHA is to allow for a quick response and completion of works, and to allow the agent to claim the funds from the Bond within the required time frames per State/Territory (e.g. 10 working days in Victoria)

Note
The agent can only use their own contractor for the end of tenancy tenant NFWT works where the Bond is to be debited to recover the funds. At all other times works must be raised through the MCC. If you have any concerns or questions please contact your local office on 139 342.

DHA ceases management of property

1. On occasions DHA will cease management of a property, however leave the tenant in place as per the landlords request.
2. The landlord will have been provided with the Agents details to make further contact about the future management of their property
3. The Agent will receive a Cease Management email
4. The tenancy will be visible on the Current Tenancies tab with a status of Property Vacated until the invoicing has been completed
5. Payment of rents to DHA will be up to and including the End Date which will have been amended to reflect the date DHA ceased management

Allocation of Inspections

When DHA allocates inspections to you, they will appear on the New Work tab on your Dashboard. The number next to New Work denotes how many new work items that have been assigned to you.

Click on the work item for the inspection you wish to view, you will be taken to an overview screen of the work item.

To view the scope of the works, click the Contracted Rate – Inspection hyperlink.

Work Bundles and Quotes Required

While these tabs will display in your Dashboard, this will not be applicable for remote inspections, therefore no work items will display under these heading.

Remote Inspection Specifications

For further clarification of inspection requirements please refer to remote inspection specifications here.

Booking Inspections

DHA will arrange the inspection date and time with the member or their appointed agent.

You will not be required to contact the occupant to arrange the inspection.

Should you need to reschedule the inspection, please contact the Regional Office so they are able to contact the tenant to arrange another inspection day and time.

Booked inspections will display under the Scheduled Work tab.

Completing Works

Once the inspection has been completed at the property, the work item will need to be completed through your Online Service account.

These work items will appear in the Awaiting Completion tab on the main dashboard.

The number next to Awaiting Completion denotes how many jobs are awaiting completion.

You can the view all details in the Scope of Works that have been completed.

Click on the Work Completed button, located at the bottom right.

You will then be required to enter details for the works completed.

You will be required to attach documentation as specified in the estate agent remote inspection specifications. You will be unable to proceed until all mandatory attachments have been uploaded.

Once details and attachments have been entered click on Work Completed.

Please note: clicking Work Completed does not automatically generate an invoice to DHA. You must complete the invoicing component separately as described in the next section.

Invoicing

Once you have completed a work item you will be able to invoice DHA.

On your Dashboard, select the Invoicing tab.

The screen will then display all the work items that are at a status of:

• Work Items Awaiting Invoicing
• Invoices Approved and Awaiting Payment.

Invoices Approved and Awaiting Payment

You can invoice for more than one work item at a time by selecting the relevant boxes for work items that you want to create an invoice for.

Once selected click Invoice Now.

You will then be prompted to enter relevant details for work items you have selected to be invoiced.

If you have selected multiple invoices, click the next and complete all details where required.

You will be requested to enter date completion details if you have not previously completed this during the Work Completed stage.

You will be required to attach documentation as specified in the estate agent remote inspection specifications if you haven’t done so already. You will be unable to proceed until all mandatory attachments have been uploaded. Mandatory attachments will display under the Required Attachments heading. Optional Attachments are also available for uploading additional documentation where applicable.

Once details have been finalised click on Proceed to Invoice Confirmation.

If you are opting to attach your company’s invoice, you are required to enter an Invoice reference number and attach the invoice by clicking on the Select file to upload.

Please note: you must ensure that the information provided in your invoice matches the details you provided for invoicing in Online Services.

Once finalised click Submit Invoice.

The status of this invoice will then progress to awaiting approval and will now appear under Invoices Approved and Awaiting Payment, within the Invoicing tab.

Once approved by DHA this invoice will progress through to the Invoices Approved and Awaiting Payment status.

Your Dashboard

Your Dashboard will be displayed after successful login.

Your Dashboard will default to display a list of new work. Separate tabs are available to view scheduled work, work awaiting booking and work awaiting completion.

From the Dashboard, you can also navigate to:

• View Invoices and invoice details
• Update your contact details, licence information and insurance information at My Details

Allocation of appraisals

When DHA allocates appraisals to you, they will appear on the New Work tab on your Dashboard. The number next to New Work denotes how many new work items that have been assigned to you.

 

Click on the work item for the request you wish to view and you will be taken to an overview screen of the work item; this will include property access information and floor plan details. As per the agreed KPIs, appraisals need to be submitted within five business days.

 

To find further instructions on appraisal requirements, please select the hyperlink located under the heading work type.

Booking an appointment

Enter in the date and time of your property inspection in the Booking Details section. Choose Save Appointment.

 

Work Bundles and Quotes Required

While these tabs will display in your Dashboard, this will not be applicable for disposals, therefore no work items will display under these headings.

Completing Works

Once you have completed the appraisal, the work item will need to be completed through your Online Services account.

These work items will appear in the Awaiting Completion tab on the main dashboard.

The number next to Awaiting Completion denotes how many jobs are awaiting completion.

You can the view all details in the Scope of Works that have been completed.

Click into the relevant MITM and click on the Work Completed button, located at the bottom right. You will then be required to complete an invoice. Please note: Even though appraisals are cost free, you will be required to submit an invoice in order to submit your appraisal.

 

Invoicing

Once you have completed a work item you will be able to invoice DHA.

Please note that an appraisal will not result in an invoice that is paid. However you will need to submit an invoice in the system in order to add the market appraisal and close off the work order.

On your Dashboard, select the Invoicing tab.

The screen will then display all the work items that are at a status of:

• Work Items Awaiting Invoicing
• Invoices Awaiting Approval by DHA
• Invoices Approved and Awaiting Payment.

You can invoice for more than one work item at a time by selecting the relevant boxes for work items that you want to create an invoice for.

Once you choose the relevant MITM, you will need to select Invoice Now.

 

On this page you will be required to attach your appraisal. Choose Select File under the Required Attachments tab. Upload the appraisal and choose Proceed to Invoice Confirmation.

Please note, as appraisals are cost free, you will not be able to change the contracted rate from $0.00.

 

Please note: If you have more than one attachment to include with your appraisal, you will be able to attach these on the next screen.

Submitting an invoice

Once you have transitioned the MITM to Completed and you have selected Proceed to Invoice Confirmation, you will be prompted to enter relevant details for work items you have selected to be invoiced.

All invoices require an Invoice Number. Please input the MITM number as the invoice number for all appraisals. Eg. If the maintenance number is MITM-123456, input 123456 as the invoice number.

 

Once finalised click Submit Invoice.

The status of this invoice will then progress to awaiting approval and will now appear under Invoices Awaiting Approval by DHA, within the Invoicing tab.

Once approved by DHA this invoice will progress through to the Invoices Approved and Awaiting Payment status in the Invoicing tab. The appraisals will then be reviewed by the Sales Coordinator and will drop off from your dashboard.

Your Dashboard

Your Dashboard will be displayed after successful login.

Your Dashboard will default to display a list of new work. Separate tabs are available to view scheduled work and work awaiting completion.

From the Dashboard, you can also navigate to:

• View Invoices and invoice details
• Update your contact details, licence information and insurance information at My Details

Allocation of listings

When DHA allocates a property to your agency to sell, it will appear on the New Work tab on your Dashboard. The number next to New Work denotes how many new work items that have been assigned to you.

Click on the work item for the request you wish to view, you will be taken to an overview screen of the work item; this will include property access information. All listed properties will have a due date of four months’ time. 

 

To find further instructions on appointment requirements, please select the hyperlink which will contain the letter of appointment saved under Attachments.

Work Bundles and Quotes Required

While these tabs will display in your Dashboard, this will not be applicable for disposals, therefore no work items will display under these headings.

Listing the property

Until the property settles, nothing further will be required from you in Online Services.

The appointed work will display under the Awaiting Completion tab for the duration of the Listing through to when the property settles.

Once the property settles - Invoicing

Once you receive notification that the property has settled, you will need to submit your invoice via Online Services.

Choose the Invoicing tab, click on the relevant MITM link and select Invoice Now.

Work Items Awaiting Booking

 

You will then be required to enter in the completion date and completion time. Please enter the completion date as the date of settlement, and the time as 12:00am.

You will then be required to input the commission and marketing fees into the Materials Cost section.

Eg. Material cost is the total commission and marketing fees based on the final sale price of the property. (E.g. If the sale price if $500,000 and you commission rate is 2% with $1000 in marketing you would enter in $11,000). Please note: time spent does not need to be entered.

Once the invoice amount has been entered in, click on Proceed to Invoice Confirmation.

Confirm Invoice

You will then be taken to the Confirm Invoice screen. Here you are required to attach your company invoice (ensuring it matches with the commission and marketing rate entered on the previous screen) and invoice number.

Once finalised click Submit Invoice.

The status of this invoice will then progress to awaiting approval and will now appear under Invoices Awaiting Approval by DHA, within the Invoicing tab.

Once approved by DHA this invoice will progress through to the Invoices Approved and Awaiting Payment status.

Property Withdrawals

If DHA decides to withdraw a property from sale with your agency, you are able to invoice for the marketing amount that has been spent to date. The marketing will need to be clearly itemised in an invoice and will follow the same process as a property that has settled.

Choose the Invoicing tab, click on the relevant MITM link and select Invoice Now.

You will then be required to enter in the completion date and completion time. Please enter the completion date as the date of withdrawal notification, and the time as 12:00am.

You will then be required to input the marketing fees into the Materials Cost section.

Eg. Material cost is the total spent to date on advertising expenses. (E.g. $500.00). Please note: time spent does not need to be entered.

Once the invoice amount has been entered in, click on Proceed to Invoice Confirmation.

Confirm Invoice

You will then be taken to the Confirm Invoice screen. Here you are required to attach your company invoice with detailed description of marketing costs to date (ensuring it matches with the marketing rate entered on the previous screen) and invoice number.

 

Once finalised click Submit Invoice.

The status of this invoice will then progress to awaiting approval and will now appear under Invoices Awaiting Approval by DHA, within the Invoicing tab.

Once approved by DHA this invoice will progress through to the Invoices Approved and Awaiting Payment status.