TCM0152120 | Notes - recording and viewing: Household Notes - deletion (AG)

From HM Revenue & Customs · Tax Credits Manual

To delete Household Notes, consider steps 1 to 6.

Note: Notes in the following categories must only be deleted by staff who work in those areas

Appeals, Complaints, Complex Case, Compliance, Debt Recovery and Payments.

Step 1

Use Function MAINTAIN HOUSEHOLD NOTES to determine which notes are no longer relevant

go to the Maintain Household Notes screen for the claim you require
- If you need to make space to add another tax year-based note, go to Step 2.
- If you need to make space to add another retained note, go to Step 3.

Top of page

Step 2

To create space within the tax year-based notes, select the oldest note that’s no longer relevant for the required tax year. For further information on when notes can be deleted, use TCM0152100

select the note you want to delete
select [Details]. You will be taken to the View Note Details screen
select ‘Alt’ and ‘Print Screen/SysRq’ together on your keyboard to copy the screen
open a blank Word document
right click the mouse, select ‘Paste’, then select ‘Print’
minimise the Word document
in the View Note Details screen, select [Cancel]. You’ll be taken back to the Maintain Household Notes screen
select [Delete]. The message ‘Are you sure you wish to delete this entry?’ will display
select [Yes] in the message box
repeat all of the above for the ten oldest notes that are no longer relevant
Note: If you’re unable to delete ten notes because they’re still relevant, you should delete as many as you can.
select [Add Note]. You will be taken to the Add Note screen
select ‘General’ from the Category drop down menu
enter ‘TCMZ PREVIOUS NOTES @ STORES’
select [OK]. You’ll be taken to the Maintain Household Notes screen
select [OK]
then
go to Step 6.

Top of page

Step 3

To create space within the retained notes, you can either remove the retained marker (so the note becomes tax year-based) or delete the note.
Note: For further information on when notes can be deleted, use TCM0152100.

If you want to remove the retained marker, go to Step 4.
If you want to delete a retained note, go to Step 5.

Top of page

Step 4

If you want to remove the retained marker

select the oldest note that no longer needs to be retained
select [Amend]. You’ll be taken to the Amend Note screen
select the Retained Note checkbox to remove the tick
select [OK]. You will be taken back to the Maintain Household Notes screen
Note: Removing the retained marker will place the note within the appropriate tax year. This is determined by the event date.
Note: You must only remove the retained marker from a note that you, or someone from your work area, has entered. Don’t remove the signal from a note entered by another work area without first checking with the originator.
Note: Ask your manager if you’re unsure if the retained marker should be removed or if the entire note should be deleted.
select [OK]
take no further action.

Top of page

Step 5

If you want to delete a retained note

select the note you want to delete
select [Details]. You will be taken to the View Note Details screen
select ‘Alt’ and ‘Print Screen/SysRq’ together on your keyboard to copy the screen
open a blank Word document
right click the mouse, select ‘Paste’
minimise the Word document
in the View Note Details screen, select [Cancel]. You’ll be taken back to the Maintain Household Notes screen
select [Delete]. The message ‘Are you sure you wish to delete this entry?’ will display
select [Yes] in the message box
repeat all of the above for the ten oldest notes that are no longer relevant
Note: If you’re unable to delete ten notes because they’re still relevant, you should delete as many as you can.
Note: You must only remove the retained marker from a note that you, or someone from your work area has entered. Don’t remove the signal from a note entered by another work area without first checking with the originator.
Note: Ask your manager if you’re unsure if the retained marker should be removed or if the entire note should be deleted.
once you’ve copied and pasted all of the notes you are deleting into the word documents, select ‘Print’
select [Add Note]. You will be taken to the Add Note screen
select ‘General’ from the Category drop down menu
enter ‘TCMZ PREVIOUS NOTES @ STORES’
select [OK]. You’ll be taken to the Maintain Household Notes screen
select [OK]
then
go to Step 6.

Top of page

Step 6

Send the printouts to remote storage. Follow the guidance in TCM0074140.