What You Owe the Authority, Answered and Kept as Evidence
Requests from the authority, preventive freezes and the periodic cash report, each with its deadline, its answer and its acknowledgement.
COX registers what your entity owes an authority. A request from the financial intelligence unit, the supervisor or the prosecutor, prepared by an analyst and delivered by a manager. A preventive freeze, from a confirmed list match or from an order, executed at the real hour. And the periodic cash report your country asks for, filled from your transactions. Each closes with the answer and its acknowledgement, and none is rewritten or deleted.
Requests From an Authority
An official letter asks for information about a client, a copy of documents, a check against a list or an account statement. Answer it on time, and show later how it was answered.
The notice, with its deadline
The authority, the notice number, when it was received and through which channel, what it asks, the period it covers and the persons it names, linked to their files. The person responsible receives reminders five and three days before the deadline and if it passes.
Prepared by one, delivered by another
The analyst prepares the answer and sends it to review; a compliance manager reviews it and delivers it, or returns it. Delivered, it does not change: a correction is a new filing.
Extensions, each one on record
When it was asked, what the authority answered and the new deadline. The original deadline is kept, and where the authority's rule sets a limit to ask, COX shows the last day and marks a request made after it.
Preventive Freeze
From a confirmed match with a list, or from an order of the authority: what was frozen, at what time, and the notice to the authority with its deadline.
Only a confirmed match opens it
A pending alert is not a designation anyone established. The measure records why it is the listed person and not a namesake, and when the list does not oblige the freeze, on what basis it is taken.
Executed at the real hour
Each asset frozen, with its amount, or the statement that the entity holds nothing of the subject. The hour is the one when the funds were frozen, not when it was typed: the deadline to notify counts from it.
Lifted only with the document
Executed means closed: a correction is a new measure that cites it. The ratification and the lifting are registered with the document that orders them, by a manager. The record is printed sealed; a draft is not printed.
Periodic Cash Report
The cash transactions above the threshold of your country, added up the way its law says, in the report your financial intelligence unit receives.
Filled from your transactions
COX reads the confirmed transactions of the period and adds up those of the same person in the window of your country: a week, a day or thirty days. A week that crosses the end of the month is read whole. Each line says why it is reported.
An amount without a rate is kept
A line in another currency without an exchange rate is not dropped: it stays marked, because its amount against the threshold is unknown. Lines loaded by hand stay when the transactions are collected again.
Ready, frozen, filed
Ready, the report and its lines are frozen; the filing is registered with the acknowledgement of the authority. The filing deadline is computed only when the law gives a number. With nothing to report, the period stays recorded as reviewed.
Everything Connected
What the authority asks about already lives in COX: the files, the list searches and the transactions. Nothing is typed twice.
From a list match to a freeze
A match confirmed in a list search or in the UN List validation opens the freeze with the list, the designated name and the file already filled in.
From a notice to a freeze
A request of the type order to freeze opens the measure already linked to it, with the file of the person it names.
From your transactions to the cash report
The confirmed transactions of the period fill the report, and each person's file gives the name and the identification that the line carries.
Why Not by Email and Folders
Notices, freezes and cash reports usually live in an inbox, a folder and a spreadsheet. In COX each one has its deadline, its owner and its evidence.
Swipe the table sideways to see every column.
| What changes | With email, folders and spreadsheets | In COX |
|---|---|---|
| The deadline of a notice | In someone's calendar | Reminders five and three days before and when it passes, to the person responsible |
| Who delivers the answer | Whoever has the file | The analyst prepares it, a manager reviews and delivers it |
| An extension | The new date overwrites the old one | The original deadline is kept, with the last day to ask for it |
| The hour of a freeze | Written later, approximately | The real hour, and the notice deadline counted from it when the law gives hours |
| A list match that calls for a freeze | The data is typed again | The measure opens with the list, the name and the file |
| The cash report | Added up by hand, person by person | Collected by person and window, with a week that crosses the month read whole |
| An amount in another currency | Converted at any rate, or left out | Marked when there is no rate, never dropped |
| Proof of what was filed | A thread of emails | The acknowledgement on the record and a sealed record anyone can verify |
The filing still goes through the authority's own channel: COX prepares it, keeps it and proves it.
One Answer, Kept the Same Way
Registered once
The date sent, the channel, the acknowledgement number, the notes and the copy of what was sent are registered the same way in a request, in the notice of a freeze and in a cash report. Afterwards they are read-only.
Sealed records
A delivered request, an executed freeze and a ready cash report are printed with a SHA-256 seal that anyone can verify, and the history says who printed them.
Nothing is deleted
Not even a draft. A request registered by mistake is withdrawn by a manager with its reason, and the reason stays.
Frequently Asked Questions
Answer the Authority From Where Your Due Diligence Lives
Open your account: the authorities and the rules of your country come loaded, and the files a notice names are already in COX.
Guides on this topic:
What the Clinton List is What a compliance officer does Red flags in seven countries