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HMRC internal manual

COTAX Manual

From
HM Revenue & Customs
Updated
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Repayments / reallocations: repayment cancellation: failed repayments - banking operations office (Action Guide)

To deal with a returned uncashed payable order, consider steps 1 - 10 below. The guide is presented as follows

Initial action in all cases Steps 1 - 4
   
Repayment made by Banking Operations office using Function DREP (Direct Repayment) and the company want the repayment reallocated Steps 5 - 9
Repayment not made by Banking Operations office using Function DREP Step 10

Initial action in all cases

1. Stamp the payable order ‘cancelled’ immediately.
   
2. Use Function VPPD (View Payment and Posting Details), Screen COT215D to find the Pay Identity Number (PIN) of the operator who was responsible for the repayment.
3. If the PIN relates to an operator in Banking Operations, go to Step 5.
4. If the PIN does not relate to an operator in Banking Operations or if the repayment was made automatically, go to step 10.

Repayment made by Banking Operations office using Function DREP (Direct Repayment) and the company want the repayment reallocated

5. Use Function DPUR (Display Pursuit Action) to check if the case is working with Debt Management and Banking. If it is, confirm that they have no objection to the company’s request to have the repayment reallocated.
   
6. Use Function CNPO (Cancel Payable Order) to cancel the repayment.
7. If the company wants the repayment set against a liability for an AP on the COTAX record, use Function REAW (Direct Reallocation Within COTAX) to reallocate the overpayment.
8. If the company wants the repayment set against a liability not held on the COTAX record, use Function REAO (Direct Reallocation Out Of COTAX) to transfer the overpayment to OAS.
9. Use OLDC to notify HMRC Finance that the payable order is to be cancelled. You must:
  * enter the reason for cancellation
  * indicate that authority to issue a fresh payable order is not required.

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Repayment not made by Banking Operations office using Function DREP

10. Pass the correspondence and payable order to the CT office responsible for the company.
   
  Do not use Function CNPO to notify the cancellation of the repayment.