COM45041 - Case records: records work lists: list of new and transferred cases (LNTC) (Action Guide)


To deal with cases on the LNTC work list in the CT processing office consider steps 1 - 40 below.

Note: COTAX will not issue form CT41G automatically for cases which appear on this work list. It is therefore very important that this work list is dealt with on a daily basis and that you use Function ACTP (Amend CT Payer Details) to request the issue of the form in every case. Until this form is issued the company will not know their UTR and will therefore be unable to contact us or register to use our online services.

This guide is presented as follows


Initial action Steps 1 - 2
Name too long Steps 3 - 8
Name has invalid characters Steps 9 - 12
Address too long Steps 13 - 16
Address has invalid characters Steps 17 - 20
Incomplete record Steps 21 - 24
No postcode Steps 25 - 29
New case - duplicate CRN Steps 30 - 34
No associated office Steps 35 - 40

Initial action

1. Use Function LNTC (List of New and Transferred Cases List) and use the sort option to sort the list into new cases and transferred cases then
 
  • Select the entry you want to work
2. Select the [View] button to see all available details for the case

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Name too long

3. The new name received from Companies House exceeds the 56 characters COTAX can hold. The first 56 characters of the name will be entered on to the COTAX record
4. Use Function VTPR (View Taxpayer Records) to view the name entered and the note that has been automatically recorded.
  The note will contain the full name received by Companies House along with a PID of 1111111
5. Where the name cannot be abbreviated more radically than using ‘Co’ for company and ‘Ltd’ for limited refer the case to a Technical Caseworker or CT Co-ordinator to agree the abbreviated name.
  The Technical Caseworker or CT Co-ordinator should try to agree an acceptable alternative name with the company
6. Where you are unable to reach agreement you should use an abbreviated name that
 
  • Meets, as far as possible, any objections raised by the company

And

  • Avoids any confusion with any other similarly named company
7. Use Function ACNA (Amend Company Name / Address) to amend the name to the agreed abbreviated name
8. Delete the case from the work list

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Name has invalid characters

9. The new name received from Companies House includes characters that COTAX cannot accept, for example £and €. The name will be automatically updated in COTAX and the invalid characters replaced with ‘?’
10 You should check Companies House records to find out the missing character(s). You should then contact the company to agree an abbreviation or alternative which is mutually acceptable
11. Use Function ACNA (Amend Company Name / Address) to amend the name
12. Delete the case from the work list

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Address too long

13. The new registered office address received from Companies House is longer than COTAX can accept in full.
  COTAX will have automatically truncated the address and entered this on to COTAX
14. Use Function VTPR (View Taxpayers Records) and view the note that has been automatically recorded with a PID of 1111111 giving the full details of the registered office address
15. Compare the full address with the truncated address and, if appropriate, use Function ACNA (Amend Company Name / Address) to amend the address using acceptable abbreviations that will ensure that any output is sent to the correct address
16. Delete the case from the work list

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Address has invalid characters

17. The new registered office address received from Companies House includes characters that COTAX cannot accept, for example £ and €. The address will be automatically updated in COTAX and the invalid character replaced with ‘?’
18. You should check Companies House records to find out the missing character(s)
19. Use Function ACNA (Amend Company Name / Address) with an acceptable alternative that will ensure that any output is sent to the correct address
20. Delete the case from the work list

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Incomplete record

21. A new company has been set up automatically from Companies House and the record details are not complete
22. Use Function VTPR (View Taxpayer Record) to identify the details that are missing and compare them with the data held at Companies House
23. Where possible use Function ACTP (Amend Company Payer Details) to enter the missing details
24. Delete the case from the work list

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No postcode

25. A new company has been set up and the postcode is missing from the record
26. Use Function VTPR (View Taxpayers Records) to view the address
27. Where the address is abroad use Function ACNA (Amend Company Name / Address) and set the ‘Abroad’ signal to ‘Y’
28. Where the address is in the UK and the postcode is missing
 
  • Check Companies House to see if a postcode exists on their records, if one does not then
  • Use the Internet to find the postcode for the address
  • Use Function ACNA (Amend Company Name / Address) to update the postcode
29. Delete the case from the work list

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New case - duplicate CRN

30. A new company has been set up and the CRN (Company Registration Number) received from Companies House already exists on another COTAX record
  A new COTAX record will be automatically created without recording the CRN
31. Use VTPR (View Taxpayer Record) to view the existing COTAX record, noting the CRN that has been entered
32. Check Companies House, to find the correct CRN for the existing COTAX record
33. Use Function ACTP (Amend CT Payer Details) to
  • Enter the correct CRN on the existing record

And

  • Enter the CRN on the new company record 
34. Delete the entry from the work list

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No associated office

35. A new company has been set up and COTAX has been unable to link an associated office from the postcode
36. Check the correct postcode has been entered on to COTAX and where the postcode is incorrect update it using Function ACNA (Amend Company Name / Address)
37. Use Function TRCA (Transfer Case) to transfer the case to the correct responsible office
38. Where the postcode is correct contact the CT help desk (This text has been withheld because of exemptions in the Freedom of Information Act 2000) to report the problem and find the correct responsible office
39. Use Function TRCA (Transfer Case) to transfer the case to the correct responsible office as advised by the CT help desk
40. Delete the work list entry

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