DMBM115030 - Create charges by IT system: Create charge in SAFE: Manually by on-line input

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The Raise Charge function is used to create a charge manually in SAFE. Users are restricted to raising charges for those charge types for which their office is responsible. The restriction is managed by roles and access controls within the system. Only those charge types available to the user will be displayed.The table at DMBM115020 provides details of charge types and responsible offices.Before a user can create a charge a Customer Account Record (CAR) must exist in SAFE. The user may already be aware that a CAR exists and can proceed to raise a charge. To establish whether a CAR exists, the user will enter the customer reference in the Raise Charge function. The customer reference will be one of the following<ul><li class="filledcircle">BROCS reference</li><li class="filledcircle">UTR</li><li class="filledcircle">NINO</li><li class="filledcircle">PRT reference</li><li class="filledcircle">MARD reference</li><li class="filledcircle">Pre computer/Legacy reference</li></ul>When the system finds a CAR to match the reference, the details are displayed for the user to check that they have identified the correct customer. Where no match is found the user must create a CAR by following the guidance at DMBM101010Once a CAR has been established for the customer a user will be able to enter the details of the charge. This will include the amount of each duty type, due date (where appropriate) and the year or period ended.The reckonable date for interest purposes is determined by the system from the information input when creating the charge and the date the charge notification is issued.For some charge and duty types the SAFE system issues the charge notification (see DMBM115020). For the other charges and duties the user, having input the charge details, will prepare a paper charge notification following the relevant guidance. Generally, paper charge notifications will continue to be completed where the notification includes a calculation of the amount payable or a lengthy narrative explaining the basis of the charge.For those charge and duty types where a paper charge notification is issued, the user must also include a payslip completed to include the SAFE charge reference (seeDMBM201800). Once the charge has been created in SAFE, the user can view the charge reference. The payslip is created by selecting the Print Payslip function from the desktop and “cutting and pasting” the required details.<h2>Special Requirements </h2><h3>Interest Charges</h3>When creating an interest charge for an original charge held on the SAFE system, the interest charge must be linked to the original charge. This is necessary so that a connection can be made to that interest charge when an amendment is made to the original charge. The user makes the link by inputting the original charge reference when completing the Raise Charge function to create the interest charge.<h3>MARD Charges</h3>When creating a new charge under the MARD procedures in SAFE, it must be linked to the CAR for the appropriate Member State. This is necessary because the system accumulates payments for each State as part of the process to pay over amounts collected. The link is made by selecting the two-character code for the Member State from the drop-down box for Duty Type in the Raise Charge function. The list of sub codes is provided at DMBM101020Separate charges are raised if the charges from the member state are a mixture of interest and non-interest bearing. The Interest Lock should be sent on the non-interest bearing charge. See DMBM402060for further details. When a MARD charge is created the Dunning Lock is set automatically to inhibit reminders (see DMBM131015).<ul><li class="dash">The process for transferring payments to the originating Member State is explained in DMBM121035</li><li class="dash">Information on setting up MARD CARs is shown at DMBM101020</li></ul>