COM44061 - Case records: agents: set up and maintain agent records (Action Guide)

Set up new agent

Steps 1 - 4

Amend agent’s designatory details

Step 5

Agent ceases

Step 6

Ceased agent resumes trading

Step 7

Agent merged or taken over by existing COTAX agent

Steps 8 - 9

Agent merged or taken over by agent not set up on COTAX

Steps 10 - 11

Merged agent resumes trading independently

Steps 12 - 13

1.

Use Functions TRAG (Trace Agent) to make sure the agent has not already been set up

2.

If the agent has already been set up

• Use VWAG (View Agent) to check the agent details are correct

3.

If the agents name, address or postcode have changed go to step 5

4.

If the agent has not already been set up

• Use Function RNAG (Register New Agent) to set up the agent record
• Inform the agent of their Agent ID in writing. (No output is issued automatically from COTAX after using function RNAG)

5.

Use Functions TRAG (Trace Agent) to find the Agent ID

• Use Function RAGE (Revise Agent) to amend the agent’s

• Name
• Address, postcode and RLS signal
• Contact details

• And if the changes are notified in advance the

• Date from which any changes made become effective

• Complete the relevant fields in the team Masterlog to ensure the activity is recorded
• Collate the data from the Masterlog on a daily basis and send to Tynemouth House for remote storage

• If the agent is also set up on SA pass a copy of the correspondence telling you of changes to agent’s details to the relevant SA Agent Maintainer to make sure that their records are updated

6.

Use Function TRAG (Trace Agent) to find the Agent ID

• Use Function RAGE (Revise Agent) to record the date of cessation
• Complete the relevant fields in the team Masterlog to ensure the activity is recorded
• Collate the data from the Masterlog on a daily basis and send to Tynemouth House for remote storage

• If the agent is set up on SA pass a copy of the correspondence telling you of changes to agent’s details to the relevant SA Agent Maintainer to make sure that their records are updated

7.

Use Function TRAG (Trace Agent) to find the Agent ID

• Use Function RAGE (Revise Agent) to indicate that the agent has resumed trading
• Complete the relevant fields in the team Masterlog to ensure the activity is recorded
• Collate the data from the Masterlog on a daily basis and send to Tynemouth House for remote storage

• If the agent details need to be amended on SA pass a copy of the correspondence telling you of changes to agent’s details to the relevant SA Agent Maintainer to make sure that their records are updated

8.

Use Function TRAG (Trace Agent) to find the Agent ID

9.

Use Function RAGE (Revise Agent) on the record of the agent that has been taken over to

• Enter the ‘Date Agent To Be Succeeded’
• Enter the ‘Successor ID’

Note: The Client List for a succeeded agent remains under that agent's identity. To obtain a full list of clients for the succeeding agent you must telephone the COTAX Business Helpdesk (This text has been withheld because of exemptions in the Freedom of Information Act 2000) (This text has been withheld because of exemptions in the Freedom of Information Act 2000) to get copies of the Client List for the succeeding agent and the Client List for each agent that they have succeeded

10.

Use Function TRAG (Trace Agent) to find the Agent ID

11.

Use function RAGE (Revise Agent) to

• Change the name and / or address
• Complete the relevant fields in the team Masterlog to ensure the activity is recorded
• Collate the data from the Masterlog on a daily basis and send to Tynemouth House for remote storage
• If the agent is set up on SA pass a copy of the correspondence telling you of changes to agent’s details to the relevant SA Agent Maintainer to make sure that their records are updated

12.

Use Function RNAG (Register New Agent) to set up the agent. Complete the relevant fields in the team Masterlog to ensure the activity is recorded

• Collate the data from the Masterlog on a daily basis and send to Tynemouth House for remote storage

• If the agent also deals with SA clients pass a copy of the correspondence telling you of changes to agent’s details to the relevant SA Agent Maintainer to make sure that their records are updated

• Ask the agent for a list of all the companies they act for including the appropriate UTR and responsible owning office

13.

On receipt of the list of companies, for each one listed

• Use Function AMAG (Add/Amend Agent) to enter the new agent’s details on the company’s COTAX record