1. Take instructions

This is always the first process actioned for a purchase matter. It is split into 4 processes; Set up system, Confirm instructions and produce forms, Correspond with other parties, and Forms returned from client. Each of these has its own processes too. For further details see below.

1.1. Set up system

This process collects important information about the matter so that it can be set up correctly. It also produces the relevant documents for confirming instructions and corresponding with the various parties involved.

1.1.1. Initiate purchase process

This is always the first process actioned for any matter. It defines how the computer responds. You are asked on a number of screens to enter information relating to the purchase such as, which property is being bought, how much for and who is involved (e.g. estate agent), and how many buyers there are.

1.1.2. Enter estate agents

When you have received the estate agent's particulars of purchase, this process allows you to create them or attach them from the existing contacts in the database.

1.1.3. Create clients/purchasers

This process allows you to enter the names of all buyers. When you action Initiate purchase process one of the questions is "How many buyers are there?". Your response to this determines whether this process is required or not.

• If there is only one buyer, then their details are populated from the database automatically and the process is marked as Completed.

• If there are two or more buyers, then you must enter each person one at a time by actioning this process. If buyers are missing, you have the ability to add them. When there is more than one client, whether married or not, you must enter each individual as a separate client. You are also asked if the clients are married and whether both clients can receive correspondence at the same address.

1.2. Confirm instruction and produce forms

This process confirms that you have been instructed and produces a number of related forms.

1.2.1. Confirm instructions

When you want to send a Rule 3 letter to your client(s), this process asks you to confirm the costs associated with the purchase, which searches are applicable to the matter, the name of the secretary, the contact, and then generates a series of letters to your client(s) confirming the instructions. These include, Document22, Document82, and Document71.

1.2.2. Produce conflict letter

If you act for both seller and buyer in a transaction, then you need your client's approval pursuant to Practice Rule 6. In this case, you are taken to the optional "Rule 3 letter" process to produce this.

1.2.3. Forms returned from client

When your client has returned the authority to act and client questionnaire this process records on the system the date these were received and the amount of money received from the client on account.

1.3. Correspond with other parties

This is run when your client has confirmed that you are instructed. Once your instructions are confirmed, this process writes to other parties to say that you are acting.

1.3.1. Correspond with the other side

This is run when your client has confirmed that you are instructed. Once your instructions are confirmed, this process writes to the other side to say that you are acting.

1.3.2. Correspond with the estate agent

This is run when your client has confirmed that you are instructed. Once your instructions are confirmed, this process writes to the estate agent to say that you are acting.