Create Application on LRS - FR Intake and Closing Notes
A new function has been added to LRS to enable the detail entered on the eform to be imported directly into the LRS application workdesk. If the bottom right corner of the application form contains an 8 letter alpha code, select and follow the dropdown instructions "Import Application Details". If the application form does not contain an 8 letter alpha code, proceed to add the details to the LRS casework desk manually following the instructions starting below at step 4.20 "Manual input of details".
4.1 Open LRS and select relevant county using INTAKE ENTER function.
4.2 Select create.
4.3 Select application type (FR or FA) from pick list.
4.4 If FA enter title number.
4.5 Click Finish.
4.6 Select the new application on LRS Casework Desk and open the application work desk.
4.7 Click Import button on the application work desk.
4.8 Enter 8 letter alpha code form Application Form into search box on the Import eForm screen and click search.
4.9 Check summary of application details are correct and click Import.
4.10 Relevant fields on the application work desk will now be populated. Check the information on the work desk against the information provided on the form. Make any necessary amendments.
The email address(es) and the details of the parties must be entered correctly and in the standardised format and only the deed types available in the picklist should be selected as this information is imported to the notification handling system.
4.11 Enter any additional information, e.g position of flat, Plot number or pro-indiviso share (where deed transfers only a pro indiviso share of the subjects). Please DO NOT add information relating to plans ref - cellar update, To be settled with 20CCC27149/CCC217852 (lead 2012 in tenement), UNREGISTERED LINK IN TITLE – these should be added to the LRS Notes.
4.11.1 If the transfer of title deed is also being dual registered against another title(s) for real burdens/servitudes the following should be entered into the additional information field: Dual Registration with [application number(s) of other affected title(s)].
4.12 Repeat steps 4.7-4.10 above for any additional deeds.
Entries must be created for all deeds in the application
4.13 Enter subject details - use browser or input manually if no browser result.
4.14 If the application has been identified as s.43 compliant add a note to the application work desk N&I, including the tax record details identified from the tax server check if applicable.
4.15 For transfer of title - select Applcnts/Grntrs tab:
4.15.1 The Applicant's and Granter's details will have been automatically populated. Check that these correspond with the details in the deeds.
4.16 Add any move note if necessary.
4.17 Check the payment method and the agent's FAS number and add the UID number.
4.17.1 Where the payment method is cheque add the UID number created as part of the eFin process.
4.17.2 Where the payment method is direct debit check the fee is correct and enter the FAS number and click Get UID and UID field will automatically populate. Refer to the Automated eFin process if necessary.
4.17.3 Add UID numbers for any additional deeds.
4.17.4 Write UID numbers on corresponding deeds and application forms.
4.18 Apply and confirm application.
4.18.1 The 'K' status of the application on LRS will automatically trigger the acknowledgement notification to be generated in the overnight run.
4.19 Print flysheet.
Process Steps
Manual input of details
4.20 Open the LRS and select relevant county using intake enter function.
4.21 Select create.
4.22 Select application type (FR or FA) from picklist.
4.23 If FA enter title number.
4.24 Click Finish.
4.25 Select the new application on the LRS Case Work Desk and open the application workdesk.
4.26 Enter date of entry.
4.27 Enter property type (from picklist).
4.27.1 If the land use question on the application form has not been completed or where it is evident from the contents of the application form/deed that the incorrect land use has been selected the appropriate property type should be entered.
4.28 Enter class code (from picklist), if necessary.
4.29 Enter consideration/value.
4.30 Enter any additional information, e.g. position of flat, plot number or pro-indiviso share (if deed transfers only a pro indiviso share in the subjects). Please DO NOT add information relating to plans ref - cellar update, To be settled with 20CCC27149/CCC217852 (lead 2012 in tenement), UNREGISTERED LINK IN TITLE – these should be added to the LRS Notes.
4.30.1 If the transfer of title deed is also being dual registered against another title(s) for real burdens/servitudes the following should be entered into the additional information field - Dual Registration with [application number(s) of other affected title(s)]
4.31 Enter subjects details - use browser or input manually if no browser result.
4.32 Add deed field and enter:
- deed type - note that only the deed types available in the picklist should be used
- agent's FAS
- UID number (see below)
- details (granter/grantee)
- creditor code (if necessary)
- Ref. - agent's reference
email address(es) of parties to be notified in relation to the specific deed (use only the details provided in the notification details section of the application form)
4.32.1 Where the payment method is cheque add the UID number created as part of the eFin process.
4.32.2 Where the payment method is direct debit check the fee is correct and enter the FAS number and click Get UID and UID field will automatically populate. Refer to the Automated eFin process if necessary.
The email address(es) and the details of the parties must be entered correctly and in the standardised format. Only the deed types available in the picklist should be selected as this information is imported to the notification handling system.
4.33 Add and complete deed fields as above for any additional deeds.
Entries must be created for all deeds in the application.
4.34 If the application has been identified as s.43 compliant add a note to the application workdesk N&I, including the tax record details identified from the tax server check if applicable.
4.35 Select Applcnts/Grntrs tab and enter:
- applicant type from picklist (C = Company, P = Person, O = Other)
- applicant(s) name and address details
- granter type from picklist
- granter details - name and company number (if applicable) only.
4.36 Add any Move Note if necessary.
4.37 Apply and confirm application.
4.37.1 The 'K' status of the application on LRS will automatically trigger the acknowledgement notification to be generated in the overnight run.
4.38 Print flysheet.
4.39 Create any additional DW applications using the drop down instructions below. This may include application(s) travelling with this title that relate to another title that must be settled together.
Referral of applications submitted by individuals
Where the application has been submitted by a person who is not a Solicitor/Licensed Conveyancer, the registration officer should follow the instructions set out here before settle.
Additional Information
Dealings with Whole
The 'Dealing with Whole' process steps below should be followed to create any DW application, with the exception of an application that is being created on LRS to register a transfer of title deed which is being registered against the other burdened/benefited property(ies) for dual registration effect of real burdens/servitudes only, in which case the 'Dealing with Whole Dual Registration of Real Burdens/Servitudes' process should be followed.
4.40 Select Create.
4.41 Select application type DW from picklist.
4.42 Enter title number.
4.43 Click Next.
4.44 Check the correct address details are displayed and ok.
4.44.1 If there is a registered version of the title the DW will be created automatically using the registered version.
4.44.2 If there is no registered version for the title the DW will be created automatically using the latest draft version.
If there is a prior draft version complete creation of application. See guidance on attaching applications to standard FR or attaching applications to complex FR. If there is a prior unconfirmed application, after completing the Create process, release to Legal Settle on LRS and retain until prior application is confirmed.
4.45 Select the new application on the LRS Case Work Desk and open the application workdesk.
4.46 Enter date of entry.
4.47 Enter property type (from picklist).
4.48 Enter class code (from picklist).
4.49 Enter consideration/value.
4.50 Enter any additional information.
4.51 Add deed field and enter:
- deed type - note that only the deed types available in the picklist should be used
- agent's FAS
- UID number (see below)
- details (granter/grantee)
- creditor code (if necessary)
- Ref. - agent's reference
email address(es) of parties to be notified in relation to the specific deed (use only the details provided in the notification details section of the application form)
4.51.1 Where the payment method is cheque add the UID number created as part of the eFin process.
4.51.2 Where the payment method is direct debit check the fee is correct and enter the FAS number and click Get UID and UID field will automatically populate. Refer to the Automated eFin process if necessary.
The email address(es) and the details of the parties must be entered correctly and in the standardised format. Only the deed types available in the picklist should be selected as this information is imported to the notification handling system.
4.52 Add and complete deed fields as above for any additional deeds as appropriate.
Entries must be made for all deeds in the application.
4.53 If the application has been identified as s.43 compliant add a note to the application workdesk N&I, including the tax record details identified from the tax server check if applicable.
4.54 For transfer of title - select Applcnts/Grntrs tab and enter:
- applicant type from picklist (C = Company, P = Person, O = Other)
- applicant(s) name and address details
- granter type from picklist
- granter details - name and company number (if applicable) only.
4.55 Add any Move Note if necessary.
4.56 Check for prior applications.
4.56.1 Applications received prior to 8 Dec. 2014 must not be attached on LRS to applications received on or after 8 Dec. 2014. See guidance on pending 1979 Act applications.
4.57 Acknowledge and/or action any application workdesk N&I.
4.58 Apply and confirm application.
4.58.1 The 'K' status of the application on LRS will automatically trigger the acknowledgement notification to be generated in the overnight run.
4.59 Print flysheet.
4.60 Open the LRS and select relevant county using intake enter function.
4.61 Select Create.
4.62 Select application type DW from picklist.
4.63 Enter title number.
4.64 Click Next.
4.65 Check the correct address details are displayed and ok.
4.65.1 If there is a registered version of the title the DW will be created automatically using the registered version.
4.65.2 If there is no registered version for the title the DW will be created automatically using the latest draft version.
4.66 Select the new application on the LRS Case Work Desk and open the application workdesk.
4.67 Enter category.
4.68 In the additional information field enter - Dual Registration with [transfer of title application number and address of transfer of title subjects].
4.69 Add deed(s) field and enter:
- deed type - note that only the deed types available in the picklist should be used
- agent's FAS
- UID number (see below)
- in the details field enter - (Dual registration only)[granter/grantee]
- Ref. - agent's references
- email address(es) of parties to be notified in relation to the specific deed (use only the details provided in the notification details section of the application form)
4.69.1 Where the payment method is cheque add the UID number created as part of the eFin process.
4.69.2 Where the payment method is direct debit check the fee is correct and enter the FAS number and click Get UID and UID field will automatically populate. Refer to the Automated eFin process if necessary.
4.70 Select Applcnts/Grntrs tab
4.71 Click on Details for Applicants
4.72 Click on Add Address
4.73 Click on Add Name
4.74 Change the applicant type to O
4.75 In the surname field enter - NOT APPLICABLE
4.76 Add any Move Note if necessary.
4.77 Apply and confirm application.
4.77.1 The 'K' status of the application on LRS will automatically trigger the acknowledgement notification to be generated in the overnight run.
4.78 Print flysheet.
It is important that the wording is entered on LRS in the correct fields as detailed above so the correct information transfers to RD and the notification landing page.
Application created in error
If an application has been created in error, the application must be cancelled. Before releasing the application to the relevant officer who deals with cancellations, intake officers should complete the following steps:
4.79 Delete all information that you have added to the Application Workdesk - deeds, applicants/granters, e-mail addresses etc.
Application created in error
If any application has been created in error the deed details, including the email addresses, must be immediately deleted from the deed field(s) to prevent a notification being generated.
4.80 If UID numbers have been created, send an e-mail to FinanceDirectDebits@ros.gov.uk notifying them that the application has been cancelled.
4.81 Click on Apply, then Confirm.
4.82 Print flysheet (this will only contain the application and title numbers as all other information has been deleted).
4.82.1 In some areas, cancellations before an application leaves Intake are completed by the Intake officers. In this situation, there is no need to print the flysheet, but a note should be taken of the application number before releasing to Intake Cancel
4.83 Release application to Intake Cancel.
4.84 Pass the application to the officer in your area who deals with cancellations.
Next: Enter Closing Note
Registers of Scotland (RoS) seeks to ensure that the information published in the 2012 Act Registration Manual is up to date and accurate but it may be amended from time to time.
The Manual is an internal document intended for RoS staff only. The information in the Manual does not constitute legal or professional advice and RoS cannot accept any liability for actions arising from its use.
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