COM42040 - Case records: amending case records: entering and amending company record details

The CT processing office is usually responsible for amending data on company records that is not received automatically from Companies House, but any user with the appropriate functionality should do so.

If the company record is amended by Debt Management & Banking Office staff, you should advise the responsible CT processing office of the changes as soon as possible and forward copies of any relevant correspondence.

The following table shows you which function to use to enter or amend details held on the company record.

Note: The EiP signal will be displayed in many of these functions where there is an Enquiry in Progress on one or more APs. When you see this signal refer the case to a Technical Caseworker before making any changes to the company record


Function Use to
ACAP(Add / Amend Acting In Capacity) Enter or amend the
  • Name and address of an Administrator

Notes:

1) If the date of administration is after the effective date (Word 28KB) you must use function ACTP to enter the Administration Start Date before entering the name and address of the Administrator

2) In some cases more than one Administrator can be appointed. You should record the first named Administrator in function ACAP

If necessary, copies of any relevant output will need to be issued manually to the other named Administrators

  • Name and address of a Liquidator appointed to act for the company

Note: You should also enter the liquidator’s address in Function ACOM

  • Name and address of a Receiver appointed to act for the company
  • Enter ‘Y’ in the ‘Ceased Acting in Capacity’ field where the body acting in any capacity (Word 28KB) ceases to act

Notes: 

1) Although the ‘Ceased Acting In Capacity’ indicator shows as ‘Y’ on the screen, the existing Acting in Capacity details remain valid on the COTAX record until the next day. Where output is to go to the company, (rather than to the Capacitor), wait until the next day before issuing it

2) If you have entered an Administration End Date that is in the future do not delete the Administrator’s details until all the necessary output for the Administrator has been issued

  • Name and address of a UK permanent establishment or agency through which a non-resident company carries on a trade in the United Kingdom
  • Name and address of a trustee assessable to CT in respect of an authorised Unit Trust
  • RLS signal on an Acting In Capacity address
Note: Do not use this function to enter or amend the name and address of an agent unless
  • He or she is a Liquidator or Receiver

Or

  • A Technical Caseworker instructs you to
ACNA(Amend Company Name / Address) Enter or amend the
  • Name of an unincorporated association
  • Main address of an unincorporated association
  • Abroad signal
  • RLS signal on a Registered Office or main address
  • Company’s Contact Details, which include
    • Evening telephone number
    • Mobile telephone number
    • Fax number
    • Email address
  • And to view how and when the company name, address and contact details were last changed

Notes:

1) Changes to the name and Registered Office address of a company incorporated at Companies House are sent to HMRC and the COTAX record is automatically updated

2) Banking Operations and Debt Management Offices should also see subject ‘Temporary Address Used By Debt Management’ (COM42080)
ACOM(Amend Communication Details) Enter or amend the
  • Communication address (Word 28KB) (where this is different from the Registered Office or main address)
  • Abroad signal
  • RLS signal on a communication address
  • Company’s Communication Contact Details, which include
    • Evening telephone number
    • Mobile telephone number
    • Fax number
    • Email address
  • Trade name (apart from its incorporated name) to which the company may prefer its correspondence to be addressed
  • Liquidator’s address only. Computer generated output addressed to the company will be sent to the Liquidator’s address if the Registered Office is RLS. Enter the Liquidator’s details in this function in addition to entering the Liquidator’s name and address in Function ACAP
  • And to view how and when the company communication name, address and contact details were last changed
Note:If the communication address is the same as the registered office address, do not use the terms
  • AA
  • As Above
  • Business Address
Always enter the full communication address. COTAX prints exactly the details you enter in these fields.
ACTP(Amend CT Payer Details) Enter or amend the

Note: Further information on CRNs is available in section ‘Setting Up Case Records’, subject ‘Company Registration Numbers’ (COM40010)

  • Date of incorporation
  • Date Business Commenced
  • Intended First Accounting Date
  • Company Status
  • Administration Start Date
  • Administration End Date
  • Solvency Status
  • CT41G Issued
  • Date CT41G to be Issued
  • CT204 Issued
  • Date CT204 to be Issued
  • S55 Satisfied (Word 30KB) signal
  • Intent to Strike Off Date
  • Date of Liquidation

Note: When you enter a date of liquidation for a company that is registered for Corporation Tax Online, the company will be prevented from viewing its record. If the date was entered in error and is later removed, you should advise the company to re-enrol

  • Co Liqn - Mem Vol
  • Date Dissolved / Struck Off (Incorporated Companies)

Or

  • Date Ceased (Unincorporated Companies)
  • Language

Note: All Welsh language cases are currently dealt with by the CT section of South Wales Area under the Welsh Language Scheme. If a company requests output in Welsh, please contact the Welsh Language Contact Centre on 0845 302 1489

  • Oil/Gas Exploration Case signal (Available in Oil Taxation Offices only)
  • TCN
  • Charity Case signal
  • PAYE Reference
Notes:
  1. You no longer need to maintain the Construction Industry Case (CIS) signal as it is not required to set up a CIS record.
  2. You no longer need to maintain the Substitute Return signal as paper CT600 forms are not issued.
  3. The Charity Case indicator is set only by staff in CAR.
AMAG(Add/Amend Agent Details) Add or amend the following agent details on the company’s COTAX record
  • Client reference
  • Start and end dates of the period for which the agent acts for the company
  • 64-8 signal
  • Signal to indicate that the agent has permanently ceased to act for the company
  • View how and when the agent name, address and contact details were last changed
You must also consider whether you need to notify other systems of the amendments you have made.Note: All Welsh language cases are currently dealt with by the CT section of South Wales Area under the Welsh Language Scheme. If an agent requests output in Welsh, please contact the Welsh Language Contact Centre on 0845 302 1489.
MAPS(Maintain AP Signals) To change the value of the quarterly payer signal (Word 31 KB) 
NOTE(Case Notes) Enter, amend or read
  • Notes relevant to the company
This function should not include any customer information (either regarding company or its officers), for example bank details
TRAG(Trace Agent) Trace the Agent Identity and details of the office responsible for the agent’s record
TRCT(Trace Taxpayer) Trace a company by entering the
  • Name and / or address

Or

  • CRN (Company Registration Number)
You can also filter your selection by excluding the following
  • Ceased and Historical
  • None
  • Ceased
  • Historical

For a list of forms relevant to this subject, see COM42011.

For a list of functions to use in particular situations, see COM42012.

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