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HMRC internal manual

VAT Assessments and Error Correction

How to assess and correct: Assessment procedures: Processing completed VAT641

Once you have completed the VAT641 and it has been checked, you should capture the form to the trader’s folder in EF and forward (with a secure note attached) to the authorising officer.

The authorising officer will then look at case details in the penalty toolkit in SEES (until NPS becomes available) and EF, authorise the VAT641, update the secure note and forward to the VALID team for input.

N.B Information on capturing, attaching secure notes and forwarding documents in EF can be found in the EF user guide on the VSLT website, System Owner Team

The information which is keyed from this document will be transferred to the VAT Mainframe and processed overnight to update the trader’s files.

However, before the file is actually updated, a number of checks are carried out and the document may be rejected. The errors that will cause the VAT641 to reject are detailed in the document (D0502 Print) that is sent to the VALID team responsible for keying in the VAT641, who will return the original document for correction, or alternatively, it is possible to view the rejected input document via PRADA (Print Retrieval and Data Access).

The reason for the error will be given and the officer should forward a corrected version of the original VAT641 for VALID input

If the input passes these checks the computer will produce two copies of the VAT 655, Notice of Assessment, which is explained at VAEC8660 to VAEC8690.