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Part 7. Rulings and Agreements

Chapter 22. Exempt Organizations EDS User Manual

Section 3. Data Transcription Subsystem and Inventory Control Subsystem Main Menu Options

7.22.3  Data Transcription Subsystem and Inventory Control Subsystem Main Menu Options

7.22.3.1  (01-01-2003)
Overview

  1. The Data Transcription Subsystem (DTS) and Inventory Control Subsystem (ICS) Main Menu share some of the same menu options. For this reason they are described separately.

  2. Specifically, the options that are in both DTS and ICS are:

    1. Reprinting of Forms 8327 (EO), Transmittal Sheets produced by the Data Transcription System when a case is accepted as complete.

    2. Querying status of an application.

    3. Printing additional file labels or if needed mailing labels for cases that are in inventory.

  3. The instructions for the use of these options are found in the following exhibits.

    Note:

    The DTS Main Menu or the ICS Main Menu must be accessed to use any of these options listed.

    1. Reprint Transmittal Sheet, Exhibit 7.22.3–1. Menu option 05 on the ICS Main Menu and option 2 on the DTS Main Menu.

    2. Query Incomplete App(s) (EO), Exhibit 7.22.3–2. Menu option 02 on the EO ICS Main Menu and option 5 on the EO DTS Main Menu.

    3. Print Labels, Exhibit 7.22.3–3 Menu option 06 on the ICS Main Menu and option 4 on the DTS Main Menu.

7.22.3.2  (01-01-2003)
Reprint Transmittal Sheet

  1. To reprint a transmittal sheet, the case must be established on the DTS and assigned a Case Number. If you do not know the case number you may use the Query/Update Master File option of the ICS Main Menu, to obtain the case number.

  2. The Reprint Transmittal Sheet screen will allow up to 20 case numbers per screen. When all case numbers have been entered, depress the F5 key to select a printer. The program will display a blank screen continuously to print a maximum of 20 transmittal sheets per blank screen until the user depresses the F10 function key to exit.

7.22.3.3  (01-01-2003)
Query Incomplete App(s)

  1. An application will only be displayed in the Query Incomplete App(s) screen if the application was found incomplete by the DTS system.

  2. Searching may be accomplished by Document Locator Number (DLN), case number (if known), Employer Identification Number (EIN) and plan number, name control or name control and zip code. If more than one record meets the search criteria, you will be able to bring up all applications, one by one.

  3. This screen is useful for taxpayer inquiries to the Customer Service Unit pertaining to the application. The screen displays the paragraph numbers for the missing data. See Exhibit 7.22.4–2 to view the content of the paragraphs.

Exhibit 7.22.3-1  (01-01-2003)
Reprint Transmittal Sheet Screen

The screen below is displayed when option 5 is selected from the ICS Main Menu. Up to 20 transmittal sheets may be requested at one time. Reprint Transmittal Sheet verifies each Case Number at a time to see if it exists on EDS. Messages will be displayed when an Case Number cannot be found.

EDS-CSS-652   REPRINT TRANSMITTAL SHEET
Enter Case Number(s):
  _____ _____ _____ _____
  _____ _____ _____ _____
  _____ _____ _____ _____
  _____ _____ _____ _____
  _____ _____ _____ _____
Hit F1:Execute F10:Exit

Enter the fields according to the validity checks below.

Depress the F1 key. The case numbers will be saved in a buffer.

When there are no input errors and;

  1. all case numbers are found on EDS, a blank Reprint Transmittal screen will be displayed to enter up to 20 numbers. When printing transmittals have been completed continue at (6), below.

  2. a case number is not found, a record not found message will be displayed.

Verify the case number was entered correctly. If it was not, correct it and hit F1 for the change to be considered.

If the case number was correct, disregard message. The case number that was not found will be skipped and all other transmittal sheets will processed.

For case numbers not found, the applications must be re-entered in DTS.

When there is an input error, the error message will be displayed and the cursor positioned on the field in error.

  1. Correct the input error.

  2. Continue at (3), above.

After depressing the F1 key a blank screen will be displayed with a message to depress the F5 key to process and print the transmittals requested. Continue at (3) above if there are additional case numbers to enter. If there are no more case numbers to enter depress the F5 key. The Printer Format/Selection screen is displayed.

    Validity Checks
ITEM PROMPT   DESCRIPTION
1 Enter Case Number Must be numeric. Must be a case number in the EDS system.

Exhibit 7.22.3-2  (01-01-2003)
Query EO Incomplete Applications Record Screen

The screen below is displayed when Option 2 is selected from the ICS Main Menu.

The DLN must be entered to retrieve data on a specific application. The application may be retrieved by the Case Number.

Records can be researched by other items, but these items are not always unique and may require you to further identify the application. The alternate research methods are:

  — EIN
  — EIN and Form Number
  — Name Control
  — Name Control and Zip Code

EDS-CSS-15EO INCOMPLETE APPLICATIONS RECORD
Enter Case No: _____
 or EIN: _–____ Form: ___
 or Name Cntl: __ Zip: ___–__
File Folder No: _____ Control Date: _/_/_
Name of Organization: ____________________
____________________
____________________
____________________
DBA: ____________________
Address:____________________
City: ___________ State: _ Zip: ___–__
Incomplete Letter Date: _/_/_ First Submission Date: _/_/_
Reason(s) for Reject: ____________________
     ____________________
POA(s): __________________ Screener ID: ____
   __________________
Hit F1:Execute  F10:Exit

Enter the research criteria according to the validity checks below.

Depress the F1 key.

When there are no input errors, the screen is displayed with the incomplete application(s) found.

When there is an input error, the error message will be displayed and the cursor positioned on the field in error.

  1. Correct the input error.

  2. Continue at (5), above.

If the first application displayed is not the correct one, depress the F2 key to display the NEXT application. Continue depressing the F2 key until the correct application is found or the message "There are no more records in this direction" is displayed. The F3 key may be used to go back to previously displayed applications.

    Validity Checks
ITEM PROMPT    DESCRIPTION
1 Case No Case Number. Must be numeric.
2 EIN Employer Identification Number. Must be numeric.
3 Form Form Number of Application. Must be numeric.
4 Name Cntl Name Control. See Exhibit 7.4.6.2–4 to determine the Name Control of the Organization.
5 Zip Code Nine-digit Zip Code.
6 File Folder No Display Only. File Folder Number.
7 Control Date Display Only. Control Date entered.
8 Name of
Organization 		Display Only. Name lines 1–4.
9 DBA Display Only. Doing Business As name.
10 Address Display Only. Street Address.
11 City Display Only.
12 State Display Only.
13 Zip Display Only. Zip Code.
14 Incomplete Letter Date Display Only. Date letter record was created.
15 First Submission Date Display Only. Date of previous incomplete letter, if any.
16 Reason(s) for Reject Display Only. Paragraph Numbers of the reason(s) the application was sent back to the taxpayer.
17 POA(s) Display Only. Name(s) of Power of Attorney(s) entered.
18 Screener ID Display Only. The Login ID of the Screener who entered the application.

Exhibit 7.22.3-3  (01-01-2003)
Query/Generate File Folder Numbers — Exempt Organization Screen

The screen below is displayed when option 9 is selected from the ICS Main Menu.

EDS-MSC-694eo QUERY/GENERATE FILE FOLDER NUMBERS — EXEMPT ORGANIZATIONS
EIN: _–____ Current FFN:: _____  Date: _/_/_
Name of Organization: ____________________Name Cntl: __
  ____________________
  ____________________
  ____________________
DBA: ____________________
Address: ____________________
City: ___________ State: _ Zip: ___–__
Previous File Folder No(s):
_____   Requestor: ______
_____   Source: ___________
_____  
   
Hit F1:Execute F5:New Search  F10:Exit
   

To research an entity the DLN or case number is required. The entity can always be uniquely identified by their employer identification number (EIN).

When generating a file folder number the screen requires all data be entered for each entity, which includes the name and address and other data described in the validity checks below.

Enter the EIN according to the validity checks below.

Depress the F1 key.

When there are no input errors, the screen will re-display with the entity found or the message "Entity Not Found, Please Enter Entity Data" .

When there is an input error, the error message will be displayed and the cursor positioned on the EIN.

  1. Correct the input error.

  2. Continue at (5), above.

If the entity was not found, press F5 to search for another entity, F10 to exit or enter the entity’s data to generate a file folder number. When generating a FFN, enter the data according to the validity checks below and;

  1. Depress the F1 key.

  2. When there are no input errors, the screen will display the file folder number assigned to the entity in the "Current FFN" item. Record the FFN. If another FFN is needed, press the F5 key and a blank screen will be displayed, otherwise press F10 to exit.

  3. When there is an input error, the error message will be displayed and the cursor positioned on the field in error.

If the entity was found, note the file folder number. If the "Source" displays "FFN Generation" , the data displayed may be updated according to the validity checks below. If the "Source" is other than "FFN Generation" , the entity must be updated through Query/Update Master Record Screen (Option 1 in the ICS Main Menu). When updating, make the necessary changes and;

  1. Depress the F1 key.

  2. When there are no input errors, the screen will display the message "Entity Record Updated" . Press F5 to search for another entity or F10 to exit.

  3. When there is an input error, the error message will be displayed and the cursor positioned on the field in error. Correct the input error. Continue at (9)(a), above.

Validity Checks
ITEM PROMPT DESCRIPTION
1 EIN Must be numeric. Enter the EIN to search for the entity. If the entity is not found and a FFN is needed, the EIN must be entered and the first two digits must in the valid range as follows:
    01–06, 11, 13–16, 21–25, 31, 33–39, 41–48, 51–59, 61–64, 66–68, 71–77, 81–88, 91–99.
2 Current FFN Display only. File folder number. If generating a new FFN, is displayed.
3 Date Date entity was added to or updated by the system.
4 Name of Organization (Line 1) If generating a new FFN, must be entered. If the Organization Name is more than 35 characters long, continue on line 2. Do not break a word after exactly 35 characters, carry the full word or grouping to line 2. All 35 positions of line 1 do not have to be filled to continue on line 2. Valid characters are any key on the keyboard except the "@" , however, the first position must be alphabetic or numeric. No characters may follow two consecutive blanks, except blanks.
    NAME CONTROL—
The name control must be designated by a right-hand bracket(s) (]) if other than the first four characters of the name are to be used in generating the name control. Place the bracket (]) before the four characters that will make up the name control. Do not place blanks on either side of the right-hand bracket(s). You may not have more than 2 right-hand brackets.
    It is IMPORTANT the correct name control be entered. The word "THE" should not be used as a name control unless only one word follows "THE" .
    Before entering, validate the name on the screen matches the legal name as shown on the organizational documents.
    Examples:
1. PERRY CONSTRUCTION CO
No brackets necessary because the first four positions are the name control.
    2. THE]CHARITABLE ORGANIZATION
Right-hand bracket precedes the four characters that are the correct name control.
    3. SAM L]PERRY]NANCY REED & JIM FERIS
If a name follows the name containing the name control, the name containing the name control should be encased in two right-hand brackets.
5 Name of Organization (Line 2) If generating a new FFN, may or may not be entered. Valid characters are any key on the keyboard except the "@" . If any data is entered, the first position must be alphabetic or numeric. No characters may follow two consecutive blanks except blanks.
6 Name of Organization (Line 3) If entered, Name of Organization line 2 must be entered. See Name of Organization (Line 2) description.
7 Name of Organization (Line 4) If entered, Name of Organization lines 2 & 3 must be entered if State is not (.). See Name of Organization (Line 2) description. If State is (. ), this line should contain the foreign street address. Lines 2 & 3 may then be left blank.
8 Name Cntl Display only. To correct the name control, see item above, Organization Name (Line 1). May only be corrected in this screen if Source is "FFN Generation" .
9 DBA Doing Business As or any other name they are known as. If generating a new FFN, may or may not be entered. Valid characters are any key on the keyboard except the "@" The first position must be alpha or numeric. No characters may follow two consecutive blanks except blanks.
10 Address If generating a new FFN, may or may not be entered. The valid characters are any key on the keyboard except the "@" . The first position must be alphabetic or numeric.
Note: If this is a foreign address, enter the street address on the Sponsor Name (Line 4). Enter the foreign City on this line.
11 City If generating a new FFN, must be entered. The valid characters are any key on the keyboard except the "@" , however the first position must be alphabetic or numeric. No characters may follow two consecutive blanks except blanks.
Note: If this is a foreign address, enter the City on the Address Line. Enter the foreign Country on this line. If this is a MILITARY address, FPO or APO must be entered on this line if State is "AA" "AE" or "AP" .
12 State If generating a new FFN, must be entered. Must be a valid state abbreviation or, for foreign addresses, a period followed by a blank (. ). If this is a MILITARY address, enter the following:
    State Code  Geographic Region
AA  No & So America
AE  Europe
AP  Pacific
13 Zip If generating a new FFN, must be entered and all numeric. The number making up the first 5 positions must be greater than 600. If this is a MILITARY address, the zip code must be in the following ranges:
    State Code Zip Code Range
AA  34001–34099
AE  09001–09899
AP  96201–96699
    A validity check is executed on EDS to verify the state and zip code. If an invalid zip code is entered, the system message will ask you to verify the current zip code or correct.
14 Previous File Folder No(s) If the FFN is updated, the current FFN is moved to the previous FFN. Each time it is updated the FFNs will be moved to a previous FFN until all FFNs positions are used.
15 Requester Display only. Unix ID of the Specialist, Reviewer, Manager or Secretary who performed the update or generated the FFN.
16 Source The system from which the entity was added or updated.
    DTS — Data Transcription Subsystem
MPS — Master File Pipeline System   (Service Center)
    FFN Generation — Above screen Letter Generation
Inventory Control

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