TCM1000028 - How to update Application Notes

Step 1

Note: All messages must include the date, the action, any letters or forms sent, your team, your location and your initials.

Note: Always use the Standardised Messages when appropriate.

Note: Don’t select ‘OK’ after entering a note as this may process the claim without further checks being made.

Note: Only use abbreviations from the HMRC standard abbreviations list. Use TCM0320040 and go to ‘Abbreviations’.

On the ‘Function Menu’

  • select ‘Application’ on the toolbar
  • select ‘Capture Current’ from the options available. You will be taken to the ‘Key Entry Data’ screen
  • enter the customer’s NINO
  • select ‘OK’.

If you’re taken to the ‘Select Application’ screen

  • select the relevant claim
  • select ‘OK’. You’ll be taken to the ‘Applicant 1’ screen
  • select ‘Sm’ on the toolbar. You’ll be taken to the ‘Summary Information’ screen
  • go to Step 2.

If you’re taken straight to the ‘Applicant 1’ screen

  • select ‘Sm’ on the toolbar. You’ll be taken to the ‘Summary Information’ screen
  • go to Step 2.

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Step 2

On the ‘Summary Information’ screen

If there is enough room in the ‘Application Notes’ field for your message

  • make sure there is a full stop at the end of the last message
  • start your message immediately after the full stop
  • enter your message, including the four-character code if it is a Standardised Message
  • select ‘OK’. Your message will have been entered in Application Notes.

If there isn’t enough room in the ‘Application Notes’ field for your message, go to Step 3.

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Step 3

To make room for your message in the ‘Application Notes’ field, make sure all the existing messages are written using the standard abbreviations list and amend any if necessary

If there is now enough room for your message in the ‘Application Notes’ field

  • make sure there is a full stop at the end of the last message
  • start your message immediately after the full stop
  • enter your message, including the 4 digit code if it is a standardised message
  • select ‘OK’. Your message will have been entered in Application Notes.

If there is still not enough room for your message in the ‘Application Notes’ field

  • print off the ‘Summary Information’ screen
  • send the screen print to storage. Follow the guidance in TCM0074140 
  • delete any messages in the ‘Application Notes’ field except for any Manual Capture (QN), Compliance (UZ or UA) and Complex (II) messages
  • enter the message

‘Previous messages at Stores’ and include in the message your office, initials, location and today’s date DD/MM/YY

  • make sure there is a full stop at the end of the last message
  • start your message immediately after the full stop
  • enter your message, including the four-character code if it is a standardised message
  • select ‘OK’. Your message will have been entered in Application Notes.