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HMRC internal manual

COTAX Manual

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HM Revenue & Customs
Updated
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Payments: payments work lists: payments in suspense list (LSUP)

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 and recommendations
The normal next action function
Automatic deletion
Manual deletion

Purpose of the list

There are two versions of the Payments in Suspense Work List.

  • Function LSUP is the update version.
  • Function LSUE is the view only version.

The purpose of this work list is to show you all the cases where a payment has been allocated to the company’s suspense record.

The suspense record is used to hold payments received with a correct COTAX reference but the AP number is unmatched because either the company has quoted an AP that does not exist or the AP has been superseded before the payment was made, or instead of an AP number, ‘PA’ has been entered clerically on the payslip.

You should review each payment held in suspense and consider reallocating it. It is important that you reallocate a payment promptly to avoid potential complaints resulting from the issue of payment applications.

How often should the list be reviewed?

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

Who does what?

An Assistant Officer normally reviews and controls the list. They trace the correct allocation for the payment and arrange for it to be reallocated.

When are new entries added?

COTAX adds new entries to this list daily.

Reasons for entry

COTAX enters a case on the Payments in Suspense Work List when:

  • the AP number is unmatched because either the company has quoted an AP that does not exist or the AP has been superseded before the payment was made, or
  • instead of an AP number, ‘PA’ has been entered clerically on the payslip.

Sorting and filtering - Options and recommendations

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 Payments in Suspense Work List.

  • District. 
  • Reference.
  • Name.
  • B/F date.
  • B/F note.
  • Entry date.
  • Group payment record.
  • Participator.
  • Posting amount.

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The normal next action function

The normal next action for the Payments in Suspense Work List is function VPPD (View Payment and Postings Details).

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Automatic deletion

COTAX automatically deletes a case from the work list when the payment in suspense is reallocated or repaid.

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Manual deletion

You should not manually delete a case from the list, as this is the only record of the payment held in suspense.

See COM94012 for a list of functions to use in particular situations.