| Overview |
The Unique Taxpayer Reference (UTR) number must be recorded on a client record in BTCSoftware before you can submit a Self Assessment or Corporation Tax return to HMRC. This article explains how to add or update a UTR on an existing client record.
| How to Add or Update a UTR |
- Open BTCSoftware and go to the Client List.
- Find the client record and double-click to open it, or right-click and select Edit Client.
- If the client record opens in read-only mode, click the Edit or Edit Record button — this may be in the toolbar or at the bottom of the screen.
- Locate the UTR Number field — this is typically on the main client details tab.
- Enter the 10-digit UTR number. Do not include spaces.
- Click Save to save the change.
| ✔ Tip: The UTR is a 10-digit number issued by HMRC. It appears on correspondence from HMRC, on the client's previous tax returns, or in the client's HMRC online account. For companies, the UTR is also sometimes referred to as the Corporation Tax reference. |
| If the UTR Field Appears Greyed Out |
If the UTR field is greyed out and you cannot type into it, check the following:
- Read-only mode — confirm you have clicked Edit or switched to Edit mode. The client record opens in read-only mode by default in some versions of BTCSoftware.
- User permissions — confirm your user account has permission to edit client records. Contact your BTCSoftware administrator if you believe your permissions are restricted.
- Record lock — another user may have the same client record open for editing. Ask colleagues to check, then try again.
| Creating a Self Assessment Client from an Existing Company Record |
If a director or shareholder already exists in BTCSoftware as part of a company client but you now need to set them up for a personal Self Assessment return:
- Go to the Client List and check whether the individual already exists as a separate client record — search by their name.
- If they do not exist as an individual client, create a new individual client record for them.
- Enter their personal UTR (not the company UTR — these are different).
- Create the Self Assessment task under the individual client record.
| ⚠ Important: A company UTR and an individual's personal UTR are different numbers. Always use the individual's personal UTR on their Self Assessment record, not the company's UTR. |
| Frequently Asked Questions |
Q: Where can I find a client's UTR?
A: The UTR appears on any HMRC correspondence addressed to the client, on previous tax returns, or in the client's HMRC online account. For companies, it also appears on the HMRC Company Tax Return notice (CT603).
Q: Can I submit a return without a UTR?
A: No. HMRC requires a UTR for all Self Assessment and Corporation Tax submissions. The submission will fail if the UTR is missing or incorrect.
Q: I entered a UTR and the submission was rejected — what should I check?
A: Check that the UTR is exactly 10 digits and that it belongs to the correct individual or company. A UTR for one client entered on another client's record will cause a rejection.