Searching for and indexing private trusts and companies 043-04140000

All private trust or private company organisation records are located in Environment 'A' in the system.

Key 'A' in the Env field. Press [Enter].

Note: user profile may need updating.

Details of the private trust or private company will be found in the Private Companies form (Mod PC) or Private Trusts form (Mod PT).

Is the trust's Tax File Number (TFN) or Australian Business Number (ABN), or the company's Australian Company Number (ACN) known?

• Yes, go to Step 3
• No, go to Step 4

Go to the Reference Number Search (RNS) and press [Enter]. In the following fields:

• Customer ID, key either the TFN, ACN or ABN
• Client Department, key:
• ‘ATO’ for Australian Taxation Office (for use with NTF or ABN)
• ‘ASC’ for Australian Securities and Investment Commission (for use with ACN)
• IdType, key:
• 'NTF' for non individual TFN
• 'ACN' for Australian Company Number
• 'ABN' for Australian Business Number
• Press [Enter]

Is the organisation registered on the system?

Note: if there is an ABN, TFN and/or ACN, try each to identify any existing match.

• Yes, note organisation Customer Reference Number (CRN) on customer's record. Procedure ends here
• No, go to Step 4

Access Organisation Name Search (ON). Press [Enter].

Key the organisation's name in the Name field or search by completing the Keyword field.

Note: every word of the name is a keyword. Try keying the first 3 characters of the organisation's name followed by an asterisk for more options.

Complete the footer details by keying the following fields:

• Act - the action 'ADD'
• Srce - the source of the information
• DOR - the date of receipt
• Serv Rsn - the service reason 'TRF'

Press [Enter].

The Organisation List (OL) screen displays any matches found.

Have any matches been found?

• Yes, go to Step 6
• No, go to Step 7

From the OL screen, select the organisation by keying 'S' on the line next to the appropriate match and press [Enter]. Compare the TFN, ACN and/or ABN on the record to those on the Module PT/PC.

Is the organisation selected a correct match?

• Yes, a new organisation record is not required. Procedure ends here
• No, go to Step 7

Note: if multiple TAC CRNs for the same organisation (with Service Reason TRF) are identified, see Table 2.

In the Org Name field, search again.

Is the correct record found?

• Yes, no further action is required. Procedure ends here
• No, and you are satisfied that no record exists, add the organisation to the system by keying 'AO' in the Nxt field. Press [Enter]. Go to Step 8

The legal name of the company or trust as keyed into the ON screen is displayed at the top of the screen.

Key the external reference number into one of the following fields:

• ABN
• ACN
• TFN

Note: if all 3 are available, code each one.

The company or trust may not have an external reference number if it is:

• an overseas company or trust, or
• a non-trading trust

If the company or trust does not have an external reference number, use:

• Organisation/Type: NTF
• Reference Number: 11111111

Go to step 9

Update the:

• Reference Number (NU) screen with an external reference number if not already coded
• Office Code (OC) screen
• Organisation Contact Details (OSCD) screen
• Organisation Contact Address Details (OCAD) screen
• Link the customer to the trust or company
• Link the customer to trusts or companies in a multiple entity structure

Record details of the reasons for indexing the organisation on a DOC.

Compare the CRNs to determine if they belong to the same TAC organisation

Screens to check include, but are not limited to:

• Organisation Contact Address Details (OCAD)
• Organisation Name Details (OND)
• Reference Number (NU)

Do the CRN’s belong to the same TAC organisation? Noting that an organisation may have other service reasons that require a separate CRN, such as a nominee.

• Yes, go to Step 2
• No, procedure ends here

• Manually replicate any DOCs/ Notes relevant to the claim on to the primary record
• Transfer any scanned documents lodged on the Multiple CRN to the primary record
• Delete the incorrect links, see Deleting trust and company organisation links
• Code organisation as wound up, see Coding the T&C Miscellaneous Details (TRMD) screen