COM1080 - Accounting periods: company accounting periods: maintaining the AP record
This subject is presented as follows
General
Enforcement Proceedings
Logged Returns
Revised Filing Dates
Using Function MAPD
Difficulties with Function MAPD
Linked APs - CTSA
Related APs - CT Pay and File
General
You maintain the COTAX record of a company’s APs using Function MAPD (Maintain AP Dates).
You can view current AP details and AP linking using Function DAPD (Display AP Details).
Before making any changes to the company record, you should consider the current AP record and examine the company’s assessing, payment, and returns position. This is to ensure that you are fully aware of any possible complications relating to stranded assessments, payments and returns in APs you may supersede as well as any AP links which may already exist and which may be modified by action you take.
Function MAPD allows you to
- Change the AP start and end dates held by COTAX
- Enter new AP details, not already recorded, before the computer automatically creates the next AP
- Record periods of dormancy and exemption. For more information see subject Status Indicators (COM1110) in this section
The function also advises you of any AP links which will be created and of any additional actions you must take on superseded APs as a result of the amendments you have made.
For more information see the following subjects in this section
Enforcement Proceedings
If you are going to amend an AP for which proceedings are being taken for amounts overdue, you must tell the appropriate
- Debt Management & Banking office
Or
- The Enforcement & Insolvency Service (EIS)
Logged Returns
Before June 2002, it was possible to supersede a CTSA AP with a logged return and the Enquiry in Progress (Word 27KB)signal set to ‘Y’. For more information on this see the subject ‘Superseding a CTSA AP - Enquiry in Progress’ (COM1190).
From June 2002, the only circumstance in which you can amend the start or end date of an AP that has a logged return is where
- The AP is a CTSA AP, and
- There is an open appeal for the AP
This may occur, for example, in a closed enquiry case where a Revenue amendment (Word 30KB) is appealed. The settlement of the appeal by agreement or determined by the Tribunal (Word 34KB) could include a change of AP. In these circumstances COTAX will allow the AP which is ‘open - under appeal’ to be amended, without unlogging the return.
In all other cases , you must unlog the return first using Function URTN (Unlog Return). For full details of this procedure see section ‘Return Handling’ (COM132001) in the ‘Returns / Notices’ business area.
You must make sure that the return is unlogged and the AP record amended on the same day to prevent COTAX issuing an incorrect
- Notice to deliver (Word 29KB)
- Reminder
Or
- Penalty
Revised Filing Dates
If an AP forms part of aPeriod of Account (Word 28KB) ending after the end of the AP, the filing date (Word 42KB) will normally be 12 months after the end of the period of account.
COTAX cannot automatically implement this rule.
Whenever you use Function MAPD (Maintain AP Dates) to deal with these cases you must also use
- Function RDAC (Record Filing Date Adjustment), to record a revised filing date (Word 29KB)
There is a reminder on the final screen in Function MAPD to prompt you to do this.
Further information on revised filing dates is available in the ‘Returns / Notices’ business area.
Using Function MAPD
Function MAPD (Maintain AP Dates) displays a maximum of five APs (or periods of dormancy or exemption) on screen, on five lines. The list begins with the period you selected. You can create records for a maximum of five new periods.
The start date field of the first new (revised) period is pre-populated with the start date of the period you selected.
When you amend or add AP records, make sure that COTAX holds a continuous sequence without gaps or overlaps.
Notes:
- There is no need to populate the five lines by repeating the start and end dates of APs you are not amending, as long as the continuous sequence is maintained.
- You must not create live APs far into the future. You only need to create an AP ending on or after the date on which you are using the function. COTAX will identify the correct point at which to issue a notice to deliver for that AP and create the following live AP.
Difficulties with Function MAPD
There are two situations when you have to use Function MAPD (Maintain AP Dates) twice in succession to make the amendments you require. You will need to do this when you want to
- Amend more than five existing APs
- Create more than five new AP records
Difficulties using MAPD - Example (Word 45KB)
Linked APs - CTSA
When creating new CTSA APs that overlap existing CTSA APs, COTAX automatically attempts to link a superseded AP with an appropriate live new superseding AP, ending in the same link period (Word 28KB).
This linking governs the way COTAX works in a number of important areas.
For example it
- Governs the movement of payment postings from a superseded AP
And
- Enables COTAX to correctly identify a Revenue Determination (Word 29KB) superseded by a self assessment (Word 28KB), where
- The determination and the assessment are for different periods
- To find and reinstate the determination if the return is subsequently unlogged
If COTAX cannot make the links automatically, it presents you with a list of superseded and superseding APs for you to link manually.
CTSA does not
- Copy self assessment details from superseded to superseding APs
But
- Does transfer AP record postings and inhibition signals
See subject ‘Superseded CTSA AP - Unrelated Assessment’ (COM1180) in this section for guidance on amending APs for which CTSA assessment types (Word 29KB) have been recorded.
Related APs - CT Pay and File
When you create new CT Pay and File APs that overlap existing CT Pay and File APs you need to specify one only ‘related’ AP for every new AP you create.
This is important if you have issued an assessment for the existing AP. Specifying the related AP lets COTAX identify to which (superseding) AP the issued assessment will now relate. Therefore, before you use Function MAPD (Maintain AP Dates) to change an AP, use Function DASS (Display Assessment Details) to check if any assessments exist on the AP(s) to be superseded. Even where no assessments exist you must still relate the APs. The entries made affect the transfer of payments, postings and signals between superseding and superseded APs.
It will normally be the case that you relate a new (superseding) AP with the old (superseded) AP which it mainly overlaps. If, exceptionally, that is not appropriate you can relate the new AP differently.
See subject ‘Superseded CTPF AP - Assessment Already Made’ (COM1130) for guidance on amending APs for which assessments have been issued.
It is not possible to
- Relate a CT Pay and File AP to a CTSA AP
Or
- Link a CTSA AP to a CT Pay and File AP
For a list of forms relevant to this subject, see COM1041.
For a list of functions to use in particular situations, see COM1021.
For legislation applying to this subject, see COM1022.
