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HMRC internal manual

COTAX Manual

Repayments / reallocations: repayment cancellation: cancelled payable orders - responsible CT office (Action Guide)

To deal with spreadsheets 1913 or 2601, or forms FW1449A or FW1960 consider steps 1 - 8 below. The guide is presented as follows

Initial action on receipt of spreadsheet 1913 or 2601, or forms FW1449A or FW1960 Steps 1 - 2
   
Company request a specific reallocation Step 3
No specific reallocation requested Steps 4 - 8

Initial action on receipt of spreadsheet 1913 or 2601, or forms FW1449A or FW1960

1. Use Function MAPS (Maintain AP Signals) to prevent COTAX making automatic repayments and reallocations by selecting ‘Reallocations & Repayments’ from the drop down menu for the ‘Manual Inhibitions’ field.
   
2. Use Function CNPO (Cancel Payable Order) to record the cancellation of the payable order on the COTAX record.
  Note: Only a user holding the Repayment Authoriser role can use Function CNPO.

Company request a specific reallocation

3. If the company want the overpayment reallocated against a charge not held on COTAX:
   
  * use Function REOD (Direct Reallocation Out Of COTAX) to transfer the overpayment to OAS
  * use Function MAPS to select ‘None’ from the drop down menu for the ‘Manual Inhibitions’ field.

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No specific reallocation requested

4. Use Function VPPD (View Payment and Posting Details) to check if there is any outstanding COTAX liability.
   
5. If there is, use Function REWD (Direct Reallocation Within COTAX) to reallocate the overpayment.
6. If there is no outstanding COTAX liability but there is a known unpaid liability on SAFE, use Function REOD (Direct Reallocation Within COTAX) to transfer the overpayment to OAS.
7. If there is no unpaid liability on COTAX or SAFE, use Function DIRR (Direct Repayment) to issue a fresh repayment.
  Note: If the destination of the repayment is in doubt, contact the agent and ask for written confirmation of the payee and method of repayment required before making it.
8. Use Function MAPS (Maintain AP Signals) to select ‘None’ from the drop down menu for the ‘Manual Inhibitions’ field.