eFin - Creating UID - Complex Dealing

Process Steps

2.1 Open eFin and log in.

2.2 If any application has been represented, follow the appropriate eFin process identified as part of the initial examination 'examine the payment arrangements' steps.

2.3 Create a new batch or use an existing batch - a batch can contain up to 99 entries. It is recommended that a batch does not exceed 20 entries.

2.3.1 If eFin has closed, retrieve the existing batch using the batch number or name search options.

2.4 Enter the customer and amount details in the cash on account screen.

2.5 Check the agent's details are correct and the correct payment type has been populated (SB = direct debit; SQ = cheque). If the populated payment type differs to the payment method detailed on the application form or to the payment type, see below:

2.6 Click on ok to open the pre-payment case screen.

2.7 In the pre-payment case screen enter:

• Registration type (F = FR, T = TP, D = DW, S = Sasines)

• County code 

   See the table for the relevant codes:

  County	Code
  Aberdeen	01
  Angus	02
  Argyll	03
  Ayr	04
  Banff	05
  Berwick	06
  Bute	07
  Clackmannan	08
  Caithness	09
  Dumbarton	10
  Dumfries	11
  East Lothian	12
  Fife	13
  Glasgow	14
  Inverness	15
  Kincardine	16
  Kinross	17
  Kirkcudbright	18
  Lanark	19
  Midlothian	20
  Moray	21
  Nairn	22
  Orkney & Zetland	23
  Peebles	24
  Perth	25
  Renfrew	26
  Ross & Cromarty	27
  Roxburgh	28
  Sea	34
  Selkirk	29
  Stirling	30
  Sutherland	31
  West Lothian	32
  Wigtown	33

• Number of documents covered by the payment.

2.8 The UID number has now been automatically created and will appear on the screen. Click on Item to enter details in the document pre-payment document screen.

2.9 In the pre-payment document screen enter the Fee type, Consideration/Fee amount and, if applicable, complete the Presenting agent and Narrative fields.

2.9.1 If the payment presented covers more than document move to the next document screen and repeat.

2.10 Add the UID number to the application form and back of deed, and (if applicable) cheque.                 

2.10.1 Add all applicable UID numbers on the back of the cheque if it covers more than one fee.

2.11 Click on ok to return to the Cash on Account screen and repeat for each cheque contained in the application.

2.12 For any transaction attracting a fee of £1000 or more, email the Finance Direct Debit mailbox quoting the agent and the UID number(s) to prevent the application showing up on a direct debit exceptions report.

2.13 If there is a discrepancy in the fee amount:

• When the cheque is for a greater amount than the fee, a refund will be given by Finance. Enter the refund required on eFin and send a copy of the form to Finance with the batch report and cheques. If the refund is greater than £200, refer to a team leader.
• For direct debit applications, where the fee noted on the form and the actual fee calculated is different by £200 or less, process applications with the correct fee. Where the difference is greater than £200, refer to a team leader.

2.14 Any errors identified prior to posting the batch can be corrected in eFin.

2.15 The batch should be posted at the end of the day once all work on eFin has been completed.