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HMRC internal manual

COTAX Manual

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HM Revenue & Customs
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Case records: records work lists: list of new and transferred cases (LNTC)

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
Identifying new cases
Sorting and filtering options
The normal next action function
Automatic deletion
Manual deletion

Purpose of the list

There are two versions of the List of New and Transferred Cases work list.

  • Function LNTC is the update version.
  • Function LNTV is the view only version.

The work list is for:

  • new cases set up automatically from Companies House where some of the details are incomplete
  • cases transferred between offices using function TRCA (Transfer Case).

COTAX does not automatically issue a CT41G for any of the new company records added to this work list. You must request the issue of a CT41G using function ACTP (Amend CT Payer Details) once you have dealt with the work list item.

How often should the list be reviewed?

Local management should ensure that the work list is reviewed daily to pick up new and transferred cases.

COTAX does not issue form CT41G automatically when it puts cases on this work list for review. It is therefore very important that you deal with the work list daily and issue form CT41G using function ACTP (Amend CT Payer Details) for each new company entered on it. Until this form is issued, the company does not know its UTR and is unable to contact us or register to use our online services.

Who does what?

A Clerical Caseworker normally reviews and controls the list.

When are new entries added?

COTAX adds new entries to this work list daily.

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Reasons for entry

COTAX enters a case on this work list when a record is transferred into your office as soon as:

  • a new company has been registered by Companies House or
  • another office has used function TRCA (Transfer Case).

Entries on the work list could therefore be for either a new case or a transferred case.

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Identifying new cases

To identify new companies that have been added to the work list, use the filter option on ‘date COTAX record transferred’ and enter a filter condition of ‘less than’ and a date of 01/07/1999.

Only new cases are then displayed on the list.

To identify transferred cases, use the filter option of ‘date COTAX record transferred’ and enter a filter condition of ‘greater than’ with a date of 01/07/1999.

Only transferred cases are then displayed on the list.

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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 or sorting the list.

  • Reference.
  • Name.
  • B/F date.
  • B/F note.
  • Date COTAX record transferred.
  • Entry date.
  • File number.
  • New case - Duplicate CRN on UTR.
  • No associated office.
  • Name too long.
  • Name has invalid characters.
  • Address too long.
  • Address has invalid characters.
  • Incomplete record.
  • No postcode.
  • Transferring office name.

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The normal next action function

The normal next action function for this work list is VTPR (View Taxpayer).

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Automatic deletion

Cases are automatically deleted from the work list when the case is transferred to a new office. The case automatically appears on the new office LNTC work list.

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Manual deletion

You can delete cases manually from the list.

See:

  • COM140050 for more general information
  • COM45012 for a list of functions to use in particular situations.