To create a new PCOL data extract definition

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Prior to a housing organisation or legal representative submitting applications via PCOL they must firstly complete their official registration, underpinned by the creation of at least one delegate account to be used for all formal interactions. These details form the key elements of the PCOL configuration process, allowing an end user to capture the prerequisite data exchange values that will uniquely identify their court applications, including their security access credentials and assigned Document Exchange (DX) reference numbers, both for each separate company and also the acting solicitor.


The procedure to create a new PCOL data extract definition is as follows:

  1. Navigate to Quick Menu > System > Configuration > Possession Claims > Configuration > PCOL Type Setup. The PCOL Type Setup window is displayed.
  2. Click on New Type. All fields are activated ready for data entry 1.
  3. Enter a Description for the new PCOL data extract definition into the field provided 2.
  4. Using the Company drop-down field, multi-select all companies for which this PCOL data extract definition is relevant, or choose the All option, as required 1.
  5. Using the Claimant Designation drop-down field, select the parameter value to reflect the official classification of the claimant i.e. Private Landlord or Social Landlord.
  6. Select the Company Contact using the spy-glass icon () i.e. the nominated internal contact group for all PCOL submissions. The Search Contact Group window is displayed.
  7. Enter sufficient details into the contact group fields provided and click on Search. The Search Contact Group window is displayed, returning all possible matches.
  8. Highlight the row containing the exact record match or use Refine Search to enter alternative criteria; optionally, click on View Members to verify all current members of the highlighted contact group.
  9. Click on Confirm. The name of the contact group is displayed in the corresponding Company Contact field.
  10. Enter the Company PCOL Reference into the field provided i.e. the unique identifier issued to the housing organisation for all claim submissions.
  11. Enter the Company DX into the field provided i.e. the unique Document Exchange (DX) reference number issued by the HM Courts and Tribunals Service.
  12. Complete the Company Telephone, Company Fax and Company Email fields to ensure that all interactions with the HM Courts and Tribunals Service can be channelled appropriately.
  13. Choose an Effective from date for this PCOL data extract definition i.e. the date on which it came into effect 3.
  14. Choose an Effective to date if the PCOL data extract definition is to be reviewed on a specific date or to capture a change of circumstances; a blank field means the extract configuration will be continually valid.
  15. Select the Solicitor using the spy-glass icon () i.e. the name of the legal representative acting on the housing organisation's behalf. The Search Contact Group window is displayed.
  16. Enter sufficient details into the contact group fields provided and click on Search. The Search Contact Group window is displayed, returning all possible matches.
  17. Highlight the row containing the exact record match or use Refine Search to enter alternative criteria; optionally, click on View Members to verify all current members of a highlighted contact group.
  18. Click on Confirm. The name of the law firm is displayed in the corresponding Solicitor field.
  19. Enter the Solicitor PCOL Reference into the field provided i.e. the unique identifier issued to the acting solicitor for all claim submissions.
  20. Enter the Solicitor DX into the field provided i.e. the unique Document Exchange (DX) reference number issued by the HM Courts and Tribunals Service.
  21. Complete the Solicitor Telephone, Solicitor Fax and Solicitor Email fields to ensure that all interactions with the HM Courts and Tribunals Service can be channelled to the housing organisation's legal representative.
  22. Enter the access code credentials for the online service into the PCOL User and PCOL Password fields provided.
  23. Enter the unique web address required to interact with the online service into the PCOL URL field provided.
  24. Enter the applicable Number of Rent Transactions for this PCOL data extract definition into the field provided. The Up and Down arrows are available to increment or decrement the value, as required.
  25. Using the Rent Elements drop-down field, multi-select all charging components applicable to this PCOL data extract definition.
  26. Click on Save. The new PCOL data extract definition is displayed in the alphabetical list.


Tip

1 Where only a small number of parameter values are not required, activate the All tick box first and then deselect individual items from the full list, as appropriate; the All tick box will be automatically removed once an item is deselected.

Note

1 Upon first access, all fields are automatically activated ready for data entry; hence the New Type button is inactive.

2 System validation rules ensure that the description entered for each PCOL data extract definition is unique for the effective period.

3 The Effective from date defaults to the current system date and cannot be left blank.


See related topics...

PCOL data extract management overview

To submit a new PCOL application entry