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HMRC internal manual

COTAX Manual

From
HM Revenue & Customs
Updated
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Case records: records work lists: ceased cases with o/s balance list (LOSB)

This subject is presented as follows

Purpose of the list
How often should the list be reviewed?
Who does what?
When are new entries added?
Reasons for entry
Sorting and filtering options
The normal next action function
Automatic deletion
Manual deletion 

Purpose of the list

There are two versions of the Ceased Cases With O/S Balance List.

  • Function LOSB is the update version.
  • Function LOSE is the view only version.

The purpose of this work list is to show you cases that have either ceased or been struck off and have an outstanding collectible balance that cannot be dealt with automatically by COTAX.

How often should the list be reviewed?

Local management should ensure that the work list is reviewed on a monthly basis.

Who does what?

A CT Co-ordinator normally reviews and controls the list.

When are new entries added?

COTAX adds new entries to this work list daily.

Reasons for entry

COTAX enters a case on the Ceased Cases With O/S Balance List when there is an outstanding collectible balance and the company ceases or is struck off and COTAX cannot:

  • automatically remit the outstanding liability or
  • set the ‘refer for remission’ signal to ‘Y’.

Sorting and filtering options

Before you start to work cases, you may want to sort and filter the work list to make it more manageable. You can do that by using any of the criteria below. The criteria shown in bold are those you may find most useful when filtering the work list.

  • Amount outstanding.
  • AP number.
  • AP end date.
  • B/F date.
  • Entry date.
  • B/F note.
  • Ceased date.
  • Reference.
  • Name.
  • File number.
  • FT or NFT.
  • Participator.

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The normal next action function

The normal next action function for the Ceased Cases With O/S Balance List is VPPD (View Payment and Posting Details).

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Automatic deletion

Cases are automatically deleted from the work list when one of the following apply.

  • The outstanding collectible balance is cleared.
  • A struck off date is deleted.
  • A cessation date is deleted.
  • The case is transferred to a new office. The case automatically appears on the new office work list.

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Manual deletion

As cases are automatically deleted from this work list once you have taken action to clear the work item, it is not necessary for you to manually delete a case and you should not use the manual delete button.

See:

  • COM140050 for more general information
  • COM45011 for a list of forms relevant to this subject
  • COM45012 for a list of functions to use in particular situations.