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HMRC internal manual

Debt Management and Banking Manual

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HM Revenue & Customs
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VAT into IDMS: Exception list - VAT into IDMS interface

If IDMS can not fully process data received through the VAT into IDMS Interface it will post that data to the IDMS Exception list and not directly to the Taxpayer record. This could be where the collectable balance from the VAT Mainframe does not equal that already held on IDMS, No Taxpayer details are held on IDMS or an update to Designatory data fails.

The Exception List also contains items where other HODs wanted to be advised if an update to the Taxpayers details triggered certain scenarios. These could be where a Work Item was cleared to nil, by payment and where certain Enforcement Signals are present or if the last Work Item on an Instalment Arrangement clears. These are not relevant for VAT debts and the Work Item should just be closed.

The following guidance sets out which Exception List reasons should be worked and the action to take along with detailing those that can be closed.

It is important that Exception Lists are worked as the debt we are enforcing may be for an incorrect value or incorrect contact details and subsequent updates would also fail and cause a further entry on the Exception List.

Each Organisational Unit (OU) has an Exception List they are not restricted to each of the individual Caseworker (C/W) roles. Therefore the Exception List details all the Work Items that require attention for the OU.

How to access the Exception List

From the Work List:

  • select Menu option ‘Go To’
  • select ‘View Exception List’ from drop-down menu.

From the IDMS Main Menu within Office Manager:

  • select Menu option ‘Office’
  • select ‘View Exception List’ from drop-down menu.

From both the Work List and the IDMS Main Menu you also have the option of clicking on the ‘View Exception List’ Toolbar button.

How to access the Taxpayer Information screen from the Exception List

Double click on the Work Item on the Exception List.

Reasons for the Work Items on the Exception list

The following sets out the different reasons for the entries on the Exception List and details the action to take.

 

### Reason on the Exception List ### Action to Take
   
Figures Differ  

Clearance Update received for a Work Item that has the Enforcement Signal set to C, D, J, L, M, P or S.

See Enforcement Signals key below. Compare the data on the VAT Mainframe to that on IDMS.

Locate the corresponding Work Item on IDMS.

Use IDMS ‘Amend Work Item’ to amend the Work Item to the net amount due on the VISION Outstanding Liability (OL) table. IDMSUG500200 (This content has been withheld because of exemptions in the Freedom of Information Act 2000)

Once you have corrected the exception, delete the entry from the Exceptions List.

Not all ‘No Work Item’ entries on the Exception List will require amending on IDMS. For those where the Work Item value equals the corresponding Outstanding Liability (OL) Balance on VISION, these can just be deleted from the Exception List.  
  No Work Item

A Non Clearance update received for a Work Item that is not present on the IDMS database, or

A non clearance update received for a closed Work Item Compare the data on the VAT Mainframe to that on IDMS.

Locate the corresponding ‘Closed Work Item’ on IDMS.

Use IDMS ‘Create Work Item’ to create a debt for the net amount shown as due on the VISION Outstanding Liability (OL) table. IDMSUG500300(This content has been withheld because of exemptions in the Freedom of Information Act 2000)

Use the same ASN and Instalment number as those recorded in the Exceptions list.

Use the same Creation Date, Latest Due Date, AP/Year End date and the NA Date as those recorded in the original Work Item.

Once you have corrected the exception, delete the entry from the Exceptions List.

Not all ‘No Work Item’ entries on the Exception List will require creating on IDMS. For those where the corresponding Outstanding Liability (OL) Balance on VISION is nil, these can just be deleted from the Exception List.  
  No Taxpayer
An update received in respect of a Taxpayer that is not present on the IDMS database Compare the data on the VAT Mainframe to that on IDMS.

(This content has been withheld because of exemptions in the Freedom of Information Act 2000) Anthony Sharp (DMB Debt Mgmt Operational Support)(This content has been withheld because of exemptions in the Freedom of Information Act 2000)

If there is no outstanding debt or it is not mature then delete the entry from the Exceptions List.  
  Designatory Failure
An update to the Taxpayer designatory data fields Compare the data on the VAT Mainframe to that on IDMS.

(This content has been withheld because of exemptions in the Freedom of Information Act 2000) Anthony Sharp (DMB Debt Mgmt Operational Support)(This content has been withheld because of exemptions in the Freedom of Information Act 2000)

(This content has been withheld because of exemptions in the Freedom of Information Act 2000) Anthony Sharp (DMB Debt Mgmt Operational Support) (This content has been withheld because of exemptions in the Freedom of Information Act 2000)  
  Cleared

Clearance update received for a Work Item that has the Enforcement Signal set to C, D, J, L, M, P or S.

See Enforcement Signals key below No action required - Delete Work Item
  Unactioned Post
Clearance update received for the last open Work Item on a Taxpayer that has the Post Indicator set to ‘Yes’ No action required - Delete Work Item
  Update

A non-clearance update received for a Work Item that has the Enforcement Signal set to P, or

A non-clearance update received that increases the value of a work item that has the Enforcement Signals set to C, J, L and M

See Enforcement Signals key below No action required - Delete Work Item
  Closed IA
A payment or adjustment clears the last Work Item of an Instalment Arrangement. No action required - Delete Work Item

 

Enforcement Signals Key

### Enforcement Signal ### Meaning
   
A Personal call no Distraint made
C Claim sent to Court
D High Court Judgment
J County Court Judgment obtained
L Levy
M Order for payment / Decree obtained
P Petition filed
S Statutory demand or 7 day letter issued
Y Enforcement Signal set prior to SA into IDMS