GOV.UK
Case records: agents: set up and maintain records for agents (Action Guide)
To set up or maintain an agent’s details, consider steps 1 - 13 below. The guide is presented as follows.
| Action | Steps |
|---|---|
| Set up new agent | Steps 1 - 4 |
| Amend agent’s designatory details | Step 5 |
| Agent ceases | Step 6 |
| Ceased agent resumes trading | Step 7 |
| Agent merged or taken over by an agent who has a COTAX record | Steps 8 - 9 |
| Agent merged or taken over by agent not set up on COTAX | Steps 10 - 11 |
| Merged agent resumes trading independently | Steps 12 - 13 |
Set up new agent
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Use function TRAG (Trace Agent) to make sure the agent has not already been set up.
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If the agent has already been set up, use VWAG (View Agent) to check the agent details are correct.
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If the agents name, address or postcode have changed, go to step 5.
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If the agent has not already been set up, use function RNAG (Register New Agent) to set up a new agent’s record and inform the agent of their agent ID in writing as COTAX does not do so automatically.
Amend agent’s designatory details
- Use function TRAG (Trace Agent) to find the agent ID then function RAGE (Revise Agent) to amend the agent’s name, address, postcode, RLS signal if appropriate and contact details. Enter the date from which the changes will become effective if the changes are notified in advance.
Complete the relevant fields in the team Masterlog to ensure the activity is recorded. Collate the data from the Masterlog on a daily basis and send to Tynemouth House for remote storage.
If the agent is also set up on SA, pass a copy of the correspondence telling you of changes to agent’s details to the relevant SA Agent Maintainer to make sure that those records are updated.
Agent ceases
- Use function TRAG (Trace Agent) to find the agent ID then function RAGE (Revise Agent) to record the date of cessation.
Complete the relevant fields in the team Masterlog to ensure the activity is recorded. Collate the data from the Masterlog on a daily basis and send to Tynemouth House for remote storage.
If the agent is set up on SA pass a copy of the correspondence telling you of changes to agent’s details to the relevantSA Agent Maintainer to make sure that those records are updated.
Ceased agent resumes trading
- Use function TRAG (Trace Agent) to find the agent ID then function RAGE (Revise Agent) to indicate that the agent has resumed trading.
Complete the relevant fields in the team Masterlog to ensure the activity is recorded. Collate the data from the Masterlog on a daily basis and send to Tynemouth House for remote storage.
If the agent details need to be amended on SA pass a copy of the correspondence telling you of changes to agent’s details to the relevantSA Agent Maintainer to make sure that those records are updated.
Agent merged or taken over by an agent who has a COTAX record
- Use function TRAG (Trace Agent) to find the agent IDs for both agents then function RAGE (Revise Agent) on the record of the agent that has been taken over to enter the date agent to be succeeded and successor id.
The client list for a succeeded agent remains under that agent’s identity. To obtain a full list of clients for the succeeding agent you must view the client list for the succeeding agent and for each agent that they have succeeded.
Agent merged or taken over by agent not set up on COTAX
10. Use function TRAG (Trace Agent) to find the agent ID for the agent being taken over.
11. Use function RAGE (Revise Agent) to change the name and / or address to those of the succeeding agent.
Complete the relevant fields in the team Masterlog to ensure the activity is recorded. Collate the data from the Masterlog on a daily basis and send to Tynemouth House for remote storage.
If the agent is set up on SA pass a copy of the correspondence telling you of changes to agent’s details to the relevantSA Agent Maintainer to make sure that those records are updated.
Merged agent resumes trading independently
12. Use function RNAG (Register New Agent) to set up the agent.
Complete the relevant fields in the team Masterlog to ensure the activity is recorded. Collate the data from the Masterlog on a daily basis and send to Tynemouth House for remote storage.
If the agent also deals with SA clients pass a copy of the correspondence telling you of changes to agent’s details to the relevant SA Agent Maintainer to make sure that those records are updated.
Ask the agent for a list of all the companies they act for including the appropriate UTR and responsible owning office.
13. When you receive the list of companies, for each one listed use function AMAG (Add/Amend Agent) to enter the new agent’s details on the company’s COTAX record.