Create Application on LRS - Standard Dealing - Paper process
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 below at "Manual input of details".
3.1 Open LRS and select relevant county using INTAKE SETTLE function.
3.2 Select create.
3.3 Select application type DW from pick list.
3.4 Enter title number.
3.4.1 If creating an application against a shared plot title number the guidance for shared plots Intake should be followed.
3.5 Click Next.
3.6 Check the correct address details are displayed and ok.
3.6.1 If there is a registered version of the title the DW will be created automatically using the registered version.
3.6.2 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. 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.
3.7 Select the new application on LRS Casework Desk and open the application work desk.
3.8 Click import button on the application work desk.
3.9 Enter 8 letter alpha code from application form into search box on the Import eForm screen and click search.
3.10 Check summary of application details are correct and click Import.
3.11 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. Only the deed types available in the picklist should be selected as this information is imported to the notification handling system.
3.12 Repeat steps 3.8 - 3.11 above for any additional deeds.
Entries must be created for all deeds in the application.
3.13 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.
3.14 For transfer of title - select Applcnts/Grntrs tab:
3.14.1 The applicant's details will have been automatically populated.
3.15 Add any move note if necessary.
3.16 Check for prior applications.
3.16.1 Any applications created on or after 8 Dec. 2014 must not be attached on LRS to any applications created prior to 8 Dec. 2014. See guidance on pending 1979 Act applications
3.17 Check the payment method and the agent's FAS number and add the UID number(s)
3.17.1 Where the payment method is cheque add the UID number created as part of the eFin process.
3.17.2 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.
3.17.3 Add UID numbers for any additional deeds
3.18 Apply and confirm application.
3.18.1 The 'K' status of the application on LRS will automatically trigger the acknowledgement notification to be generated in the overnight run.
3.19 Print flysheet.
Process Steps
Additional Information
Manual input of details
3.1 Open the LRS and select relevant county using INTAKE SETTLE function.
3.2 Select Create.
3.3 Select application type DW from picklist.
3.4 Enter title number.
3.4.1 If creating an application against a shared plot title number the guidance for shared plots Intake should be followed.
3.5 Click Next.
3.6 Check the correct address details are displayed and ok.
3.6.1 If there is a registered version of the title the DW will be created automatically using the registered version.
3.6.2 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. 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.
Incorporating Quality Data Points:
3.7 Select the new application on the LRS Case Work Desk and open the application workdesk.
3.8 Enter date of entry.
3.9 Enter property type (from picklist).
3.9.1 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.
3.10 Enter class code (from picklist), if necessary.
3.11 Enter consideration/value.
3.12 Enter the category.
3.13 Enter additional information, eg pro indiviso share (if deed transfers only a pro indiviso share in the subjects).
3.14 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)
- 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)
3.14.1 Where the payment method is cheque add the UID number created as part of the eFin process.
3.14.2 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.
3.15 Add and complete deed fields as above for any additional deeds.
Entries must be completed for all deeds in the application.
3.16 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.
3.17 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.
3.18 Add any Move Note if necessary.
3.19 Check for prior applications.
3.19.1 Any applications created on or after 8 Dec. 2014 must not be attached on LRS to any applications created prior to 8 Dec. 2014. See guidance on pending 1979 Act applications.
3.19.4 If there is a pending DFc application of the same date appearing in the related application field on your workdesk care must be taken not to settle your application until the earlier application has been completed.
3.19.5 On creation of an application in LRS it will automatically re-open and show as pending any application completed earlier that same day i.e. its status will change from RG to DFc. Do not ignore the earlier application. Contact the person named as having completed the earlier application who will need to complete their application again before you continue with your application.
Once the earlier settler advises that you can proceed with your application you will need to ensure that the information in the re-completed application version of the title is imported into your application. Failure to do anything about the earlier application will result in you being faced with an error message on attempting to complete your application. This is to prevent correct information being overwritten and lost.
Any problematic applications should be referred to your referral officers.
3.20 Apply and confirm application.
3.20.1 The 'K' status of the application on LRS will automatically trigger the acknowledgement notification to be generated in the overnight run.
3.21 Print flysheet.
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:
3.22 Delete all information that you have added to the Application Workdesk - deeds, applicants/granters, e-mail addresses etc.
3.23 If UID numbers have been created, send an e-mail to FinanceDirectDebits@ros.gov.uk notifying them that the application has been cancelled.
3.24 Click on Apply, then Confirm.
3.25 Print flysheet (this will only contain the application and title numbers as all other information has been deleted).
3.25.1 On the flysheet add the agent's FAS number and an explanation of the error (i.e created against wrong county)
3.25.2 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
3.26 Release application to Intake Cancel.
3.27 Place the flysheet in the "Flysheet cancellation" tray.
If any application has been created in error the email addresses must be immediately deleted from the deed field(s) to prevent a notification being generated. The flysheet should be passed to the Rejection Officer and the application released on LRS to Intake cancel.
This is the STOP point for applications that cannot be processed as 2 day standard dealing settle, for specialist applications (e.g. prescriptive claimants applications and seabed titles) and for any discharge of standard security applications by individuals (FAS 8888 - see instructions in table below).
- If case cannot proceed as 2 day settle, release case to mid point scan on LRS and place case bag on appropriate shelf for scan.
- If case is a specialist application type (prescriptive claimants/seabed) place flysheet and documentation in a red case bag with a route card directing the case to a senior adviser and pass to the Odd Jobs Officer to arrange for the application to be scanned out of turn.
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.
Next: Settling the Application
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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