How to Set up the HMLR Import
HMLR Import Settings
To set up the Import settings, the supervisor within your company will need to follow the steps below:
Note: A supervisor profile is required to complete the steps below.
Enter DPSSQLConfig file.
Click on the Accounts Tab at the bottom left of the screen.
Click Accounts Settings.
Tick the box next to to Enable Land Registry fees import to enable the ability to import the HMLR CSV files into FD.
Click Save.
Click OK on the Account settings updated.
Land Registry Statement
Downloading
Log into the Land Registry portal itself
Select Download selection as a CSV. Once this has been downloaded, save a copy of the spreadsheet either to your local drive or to a shared drive if that is what is going to be done as a company
Editing
Once you have downloaded and saved the .CSV file from the Land Registry portal, check over the data in the spreadsheet.
If as a company when a Fee Earner requests a new search from the HMLR they sometimes include their initials as part of the reference in column F, this would be the time to remove those initials from the reference in column F so all that is in there will be just the matter reference. This is because the data in column F is what the system will read and use for the importing.
This is also the time to change the narrative of the posting if that is something you require to do. This is pulled from column D. As default this will always be the information that comes directly from the HMLR themselves on the download, but this can be changed on the spreadsheet to say anything you may decide of as a company.
Once any changes have been done or if you were happy with how it is, it is now ready for importing. Just save the file again after making any changes and close the spreadsheet.
Importing Land Registry Statement
To Import the file directly into FD, follow the steps below:
Open DPS OneOffice (If you are a Fee Earner you may not have the correct licence to view FD, speak to a Supervisor or raise a support ticket and quote this article).
Select the Admin Tab and then click Admin Tasks.
Select the tab for e-Chit Requests.
Click the Import Land Reg Fee Button In the bottom left hand corner of the screen.
A Windows Explorer pop up will be presented. From here, browse your files and locate the .CSV file you downloaded. Select the relevant file and click Open.
The subsequent pop up asks for the Payee name you want the payments to be given when the import has finished. This is what is going to appear on the ‘Bank Reconciliation’. The default is ‘HMLR’ but if you would like to use anything different type it in the space provided.
Click OK. This will finish the process and you will get a confirmation that the ‘Land registry fee import completed’.
The result will be that a DPU e-chit has been created for each line on the CSV file with all the required information.
Importing with an error
There may be a time whereby the matter reference provided on the .CSV file downloaded is incorrect and maybe you cannot contact the related Fee Earner to correct this. For example, the matter may not be open yet. The statement can still be imported into DPS without taking the entry out.
When you have been through the importing process and selected the correct file from the Windows Explorer and opened this with DPS FD you will get the following message if anything is incorrect:
"Cannot find the following matter reference in database.
XXX
Do you want to skip these record and continue to import? Click No to abort import."
This is just warning you that one/many of the entries on the spreadsheet could not be found within the system and if you still want to proceed.
Pressing ‘Yes’ will post the remaining entries but leave out the entry/s that is/are incorrect.
Pressing ‘No’ will allow you to re-open the spreadsheet and make any amendments.
Posting
When you have completed the import, DPS FD will automatically create ‘e-Chits’ for all of the items on the spreadsheet.
These e-Chits will always be for a ‘DPU’ Disbursement Paid Unbilled and will come through on the e-Chit Requests screen as Red. You will notice all will have the same ‘Payee’ and if any changes have been made to the narrative that will come under ‘Reason.’ To post the required entries:
Select the entries you want to post by ticking the tick box marked as Post.
Click the Post selected e-Chits button on the bottom right of the screen.
You will be prompted if you would like to use a different date to the requested date of the created e-Chits. Pressing ‘Yes’ will allow you to enter a different date to the one of the e-Chits. Pressing ‘No’ will just post everything as per the date of the e-Chits.
The batch posting screen will appear. As you will notice, all postings have been created for you and all that is needed is to ‘Post Batch’ to complete the process.
Everything will now be posted to the relevant matters etc.