COM71061 - Enquiries: CTSA enquiries: enquiry into return for the wrong period (Action Guide)

To amend the AP record of a company that has made a return for the wrong period, before you issue a Closure Notice, consider steps 1 - 13 below. The guide is presented as follows

Revising the AP record Steps 1 - 11
Interaction with CQI or Caseflow Step 12
Further help Step 13

Revising the AP record

1. If you are ready to issue the Closure Notice (Word 28KB) (whether with COTAX or manually) to end an enquiry into a return made for the wrong period
 
  • You will need to amend the company's AP record to the correct period or periods before you issue the Closure Notice. Follow the steps below
2. Use Function MRSC (Maintain Repay / Realloc Signals (Company)) to
 
  • Inhibit automatic repayments and reallocations for all APs. (If you need advice on using the function, see section ‘Inhibit Automatic Process’ (COM121000) in the ‘Repayts / Reallocs’ business area)
3. Use Function MAPS (Maintain AP Signals) to
 
  • Change the 'In Progress' signal from 'Y' to 'N' on the AP that you want to supersede
 

Doing that will remove the enquiry start date from the ‘Started’ field and the enquiry type (Aspect / Full) from the ‘Type’ field. (You can get detailed help on this in MAPS by using the F1 key to see COTAX System Help)
4. Important: Use the print button in Functions DASS (Display Assessment Details) and DRTN (Display Return Data) to
 
  • Take screen prints of all assessments and the return details recorded on the AP that you want to supersede. Keep those in the company file, together with the company’s paper return, in case you need them later for evidential purposes
 

Note: You may never need the information, but it is prudent to take screen prints before you unlog the return as you cannot do so afterwards. (See subject, ‘Copy of CTSA Assessing Output’ (COM23040) in the 'Assessing' business area)
 

If the company has e-filed its return, print a copy of the electronic return (and attachments)
 

If you have made a Jeopardy Amendment (Word 29KB) for the period under enquiry, please telephone the CT Business Help Desk(This text has been withheld because of exemptions in the Freedom of Information Act 2000) before you unlog the return
5. Use Function URTN (Unlog Return) to
 
  • Unlog the return on the AP that you want to supersede. (See subjects ‘Unlogging a CTSA Return’ (COM133020) and ‘Not allocated online returns and mismatched paper returns’ (COM132063) in the ‘Returns / Notices’ business area)
6. Use Function MAPD (Maintain AP Dates) to
 
  • Supersede the wrong period with the correct period or periods
 
    • COTAX will link (Word 30KB) the superseded and superseding APs automatically if it can. (See subject ‘Maintaining the AP Record’ (COM1080) in the ‘Acct Periods’ business area)
 
    • If COTAX cannot link the superseded and superseding APs automatically, it will prompt you to link them. (See subject ‘Manual Linking of CTSA APs’ (COM1090) in the ‘Acct Periods’ business area)
 
    • If you cannot manually link the superseded and superseding APs, for example, because they fall in different link periods, please telephone the CT Business Help Desk(This text has been withheld because of exemptions in the Freedom of Information Act 2000) 
 
(See also subject ‘Superseding a CTSA AP - Enquiry In Progress’ (COM1190) in the ‘Acct Periods’ business area)
7. Use Functions LRTN (Log Return) and CRTN (Capture Return) to
 
  • Re-log and capture the return and record the self assessment (Word 28KB) on the correct AP, using the original date of receipt of the return
 
  • Change the ‘Do you wish to issue an acknowledgement?’ field entry from 'Y' to 'N' in the final screen of CRTN (COT112G)
 

Note: You should suppress the return acknowledgement (form CT620ACK) as one has already been issued on the superseded AP. (See subject, ‘Logging and capturing CTSA Returns’ (COM132053) in the ‘Returns / Notices’ business area)
8. Use Function MAPS for the correct AP to
 
  • Set the ‘In Progress’ signal from 'blank' to 'Y'. In the ‘Started’ field, delete today’s date, which COTAX automatically shows, and enter the original enquiry start date. Enter the enquiry type in the ‘Type’ field
9. Use Function MRSC to
 
  • Unset the inhibition on automatic repayments and reallocations for all APs
10. If the superseded and superseding APs are
 
  • Linked, use Function VPPD (View Payment and Posting Details) to confirm that any payments have moved correctly from the superseded to the superseding AP
 
  • Not linked, VPPD may show payments stranded on the superseded AP
 
    • Use Function REWD (Direct Reallocation Within COTAX) to move payments from the superseded to the superseding AP
11. Issue the Closure Notice
 
  • Using Function RAMA (Record / Amend Assessment) wherever possible. For more information, see subject ‘Closing An Enquiry: Non-Contract Settlements’ (COM71090)
 

Or
 
  • Manually if the wording of the standard COTAX Closure Notice does not suit your case. For more information, see subject ‘Closing An Enquiry: Manual Closure Notices’ (COM71093)

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Interaction with CQI or Caseflow

12. CQI and Caseflow are not automatically updated from COTAX.
  If your office uses CQI or Caseflow you must update it to reflect all of the changes you have made to the COTAX record

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Further help

13. If you encounter problems or need further advice because of the particular circumstances of your case, please telephone the CT Business Help Desk(This text has been withheld because of exemptions in the Freedom of Information Act 2000) 
  Note: This procedure, for amending the AP record of a company that has made a return for the wrong period, applies from June 2002. Before that COTAX allowed you to amend the AP record without unlogging the return. It was necessary to change that approach to overcome technical problems with COTAX processing

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