2.4.15. Command Codes ETXCL, SEQNC, STBLK, PAYMT, PYBAL, VARIA, CRBLK, and TXCTL for Area Office Payment Processing

(1) This IRM and the contained sections provide the user the necessary information on how to use the command code ETXCL, SEQNC, STBLK, PAYMT, PYBAL, VARIA, CRBLK, and TXCTL.

(1) EOD Project Lead is responsible for

• Review and implementation of WRs that affect PAYMT

• Updating the contents of this IRM

(1) Program Reports:Quality Review reports are available in CONTROL-D via the EOD07

(2) Program Effectiveness:Able for online PAYMT

(1) Access to this program is governed by SACS.

(1) Terminal Hold Areas—Temporary data storage areas within the system where input remittance data is held until input blocks of remittances have been successfully completed and balanced. Data in the hold areas can be corrected, added to or deleted until the block is balanced, after which the input remittances will be automatically released for end-of-day processing and the hold areas will be cleared for input of the next block.

(2) Tax Class Counters—A set of counters, which accumulate the money amounts input to each True Tax Class. The counters are maintained so that total amounts input for each tax class may be called up and printed for use in preparing the Certificate of Deposit. The counters are added to only when a balanced input block is released. The counters are reset every time CC ETXCL is input and are set to the amount input with CC ETXCL (if no amount is input for a specific tax class that counter is set to zero).

(3) Payment Sequence Number—A 13-digit number that must be established in the terminal after the Tax Class Counters are set and prior to input of remittances. CC SEQNC establishes the number and provides the three digit Julian Date and 3 digit Sequence Number portion of the Payment Sequence Number, the remainder of which is generated from terminal and employee number data. The 3 digit Sequence Number when input will always be for the next PAYMT to be input. After CC SEQNC is used to establish or update it, the terminal maintains the Payment Sequence Number. It will assign the number to each PAYMT and then increment the number by one to create a unique number for the next payment. The Payment Sequence Number carries information used in constructing the True DLN of the payment, in preparing the Area Office Remittance Register, and in building a research and Audit trail unique to each remittance.

(4) Deposit Day —The Tax Class Counters and Payment Sequence Numbers are maintained for remittances to be included on the CD deposited on a specific date. The Deposit Day begins when the first remittance is input for a specific deposit date and ends with completion of the last input block of remittances for that deposit date. The Deposit Day may begin on the morning of day of deposit, or on the afternoon of the previous workday (PM input).

(5) NON-IDRS Indicator—This field specifies the IDRS condition of the tax module to which a remittance is being directed. Unless prior research has been undertaken, all tax modules will be presumed to be present on IDRS. If the taxpayer's account or module is not on IDRS, upon receiving the error message response the terminal operator will verify that all data has been entered correctly from the source document. If the source document is not a printed IRS notice or other IRS form, tax account research may be undertaken if necessary to determine correct TIN, name control, type of tax or period, in order to insure a correct posting.

(6) Block Balancing—This feature assures correct input of remittance amounts. The money total (from an adding machine tape of remittance amounts) for an input block is entered with CC STBLK. When all items in the block are complete, the STBLK amount is automatically compared to an accumulated total of all item amounts. If the totals do not agree, an error response is given and the out-of-balance condition must be corrected before the input block will be released.

(7) Transaction Codes—This field used to identify a transaction being processed and to maintain a history of actions posted to a taxpayer's account on the Master File.

(8) MFT Codes—The MFT codes are required in each transaction to identify the specific module to which a transaction is to be posted.

(1) Blocks will be received which consist of remittances, related posting documents, and an adding machine tape showing the total value of remittances and the number of input items in the block.

(2) The first action for each Deposit Day will be input of CC ETXCL. This will set the terminal tax counters at zero, in order to begin a cumulative count of payment amounts by class of tax for the day's deposit. A provision is provided for amounts to be input to reset these counters to the correct amount in case of power failure, terminal realignment overnight, etc. Normally, CC ETXCL need be used only once for each deposit day.

(3) This command code wipes out the Payment Sequence Number and any data in STBLK and Payment Hold Areas.

(4) The next action after input of CC ETXCL will be input of CC SEQNC to establish a Payment Sequence Number for the terminal. CC SEQNC is also required if a different operator inputs payments at the same terminal, in order to update the operator number in the Payment Sequence Number. The operator should verify the days/dates on the screen after CC SEQNC is input.

(5) CC STBLK is used to begin input of the block of payments and establish document count and total amount for the block and set the Transaction Register Indicator. Satisfactory entry will result in generated display of CC PAYMT. Taxpayer entities that are either "dummy" entities or not present on the TIF are validity checked against the NAP files. Additional validation checks will be done for IMF and BMF dummy modules by accessing CFOL. As each payment is posted correctly, entry will result in a response display of the payment input Command Code PAYMT, and a 13-digit Payment Sequence Number. The number is stamped on the remittance relating to the posting just entered and on the source document or posting voucher. Input the next payment and subsequent remittance item until the block is completed.

(6) Upon satisfactory entry of the final payment in the block, the response display will show CC PYBAL and last payment's Payment Sequence Number. When the ENTER key is depressed after input of entry code, the response for a block in balance (the computer's accumulated block document count and amount is equal to block document count and the amount input with CC STBLK when block was begun) is a display of PAYMENTS. The display "PAYMENTS" is followed by the block count, the amount, the beginning sequence number, the ending sequence number and cumulative totals by true tax classes. (These totals are cumulative for the terminal, identical to those displayed with TXCTL). Print out each balanced block by depressing the PRINT key. If a block is out of balance, provisions have been made to make necessary corrections. See VARIANCE and VARIA.

(7) If need arises to change the number of items or the amount for the block, command code CRBLK is used. Both the number of items and the block amount must be entered, even if only one field is being corrected. The Transaction Register Indicator may also be corrected with this command code.

(8) Command Code TXCTL is used to obtain the cumulative tax class totals for all blocks input through a terminal at the end of each day's posting. These totals are printed and adding machine tape run for all terminals inputting payment blocks. The consolidated totals will be used in preparing the deposit documents.

(1) If volume requires, payments may be input for the next day's deposit after the cutoff time for the current deposit date. Use CC ETXCL and CC SEQNC to set counters and establishes a Payment Sequence Number for new Julian Deposit Date. Begin input of a block only if it could be completed before the close of business. Key in command code TXCTL after the last block is balanced before the close of business. Print a copy of the tax class totals. Attach the tax class totals print to the terminal. Before continuing input for that deposit on the next workday, input TXCTL and compare the screen display with the print made at the end of the previous workday. If they are not identical in all respects, use ETXCL and SEQNC to re-establish the totals as shown on the previous workday's TXCTL print and to establish the next Payment Sequence Number. The tax class totals and last Payment Sequence Number may also be found on the PAYMENTS display of the last block input on the previous workday. If TXCTL print and display agree, input STBLK and continue the day's deposit.

(1) If a terminal or the system should break down while a block is in process, the action required would depend on how long it is expected to take to become operational again.

(2) If a single terminal is involved and it is not expected to become operational in time to complete the day's deposit actions: Reprocess the block which was Terminal. Renumber the related remittances when input at the new terminal. When the malfunction is corrected, delete the partially completed block in the old terminal.

(3) If the system is down and not expected to be operational in time to complete the day's deposit actions, request instructions for completion of the deposit from supervisor. When the malfunction is corrected, it will be necessary to determine if any of the input data has been lost. Use command code TXCTL to determine the Payment Sequence Number of the last payment included in the cumulative tax class totals. Re-input any missing items and renumber the related remittances.

(1) TIP ERROR OCCURRED—unable to access TIP FILE due to input/output error.

(2) CHANGE IN TERM AREAS-ETXCL REQUIRED—TERMINAL-ID does not match the terminal-id which was already input. ETXCL must be input to re-set the TERMINAL-ID.

(3) ROUTED TO WRONG RTAP-NOTIFY RPA—an attempt was made to input an invalid command code. The command code input does not match one of the 8 valid command codes for the Area Office Payments program.

(1) Error Response: error messages are displayed with an asterisk immediately following any invalid field. The invalid element on then be corrected and re-entered.

1. Tax Class—must be TCn. The n must be 1–5, 7, or 8 and may not be repeated.

2. Tax Class Amounts—Every TCn must have a corresponding edited money field that is greater than zero. Valid range for an amount field is .01 to 9999,999,999.99.

(2) Valid Response: A Generated CC SEQNC format is returned for input.

(1) Error Responses:

1. BLOCK IN PROCESS—Check of STBLK hold area revealed that block count and amount are not equal to zero. A block is still being processed under the existing sequence number.

2. DEPOSIT DATE INVALID—Input date is less than existing Julian Date in terminal payment number, unless the existing date is 363-366 and input date is 001-004. If input date is a weekend or holiday date, (WEEKEND) or (HOLIDAY) will follow the error message.

3. SEQUENCE NUMBER INVALID—Input sequence number is incorrectly formatted, blank, or less than the sequence number in the existing Payment Sequence Number.

4. TAX CLASS COUNTERS NOT CLEARED—Tax class counters from previous block are not all equal to zero and the entered Julian Date is greater than the last block's Julian Date.

(2) Valid Response: A Generated CC STBLK format is returned for input.

(1) Error Responses:

1. ITEM COUNT OR AMOUNT INVALID—if either of the fields is invalid.

2. BLOCK IN PROCESS—block count and amount in the STBLK hold area contains other than all zeros (previous block has not been completed).

3. TRANSACTION REGISTER INDICATOR INVALID —line 3, position 1, must be a 1 or blank.

(2) Valid Response: A Generated CC PAYMT format is returned for input.

(1) Error Responses: error messages are displayed on line 13. The invalid element can then be corrected and re-entered.

1. ACCOUNT NOT ON FILE-CONTACT USER SUPPORT—TIN does not exist on the TIF and Item 7 is blank or @, CONTACT USER SUPPORT.

2. ACCOUNT ON FILE nnvvnnvnnnvvbvvvv —TIN matched a TIN on the TIF but fails as to valid or invalid segment (IMF, BMF, and IRAF only) or the name control if N/C entered (Item 6) does not match the N/C on the TIF. The variable fields are the SSN/EIN, File Source Code and N/C as they appear on the TIF.

3. TIF N/C MISMATCH v-v—TIN matched a FULL ACCOUNT TIN on the TIF but fails as to valid or invalid segment (IMF, BMF, and IRAF only) or the name control if N/C entered (Item 6) does not match the N/C on the TIF. The variable fields are up to a 35 character Primary Name Line as they appear on the TIF 04 Record.

4. TIF N/C MISMATCH v-v—TIN matched a DUMMY ACCOUNT TIN on the TIF but fails as to valid or invalid segment (IMF, BMF, and IRAF only) or the name control if N/C entered (Item 6) does not match the N/C on the TIF. The variable fields are the NAME CONTROL as they appear on the TIF.

5. TAX MODULE NOT ON FILE—The tax module does not exist on the TIF and Item 7 is other than @.

6. TIF INDICATOR ERRONEOUSLY SET—The tax module is on the TIF and Item 7 is other than blank.

7. EMPLOYEE NUMBER MISMATCH—Operator employee number's last digit does not match last digit of employee number of operator who last input CC SEQNC.

8. STORE BLOCK COUNT EQUAL TO ZERO—Enter STBLK, Block Amount and Count.

9. NMF MODULE NOT ON FILE—NMF module must be present for payment input.

10. NMF ACCOUNT NOT ON FILE—NMF account and module must be present for payment input.

11. NMF MODULE IS DUMMY MODULE—Payment not acceptable to NMF dummy module.

12. PAYMENTS EXCEED ITEM COUNT—Payment input attempted when number of payments already input equals the number stored in STBLK item count. Re-input PYBAL to get PAYMENT DISPLAY .

13. INVALID SITE ID - TRACE-ID—) The Site ID comprises the first two positions of the Trace ID number. The Site ID must be a valid Campus Code, a valid District Office Code, a valid Area Office Code, or a valid Lockbox Bank ID Code. Note: Valid codes change periodically with the reorganization of Campus accountability or Campus Consolidation, or the restructuring of Lockbox Bank contracts. These Site IDs are valid for the following Campus Location Codes: 07 ATSPC 19 BSC 08 ANSPC 28 PSC 09 KCSPC 29 OSPC 17 CSPC 49 MSC 18 AUSPC 89 FSPC. These Site IDs are valid for the following Lockbox Bank Location Codes:02 - Bank of America Windsor - ANSPC 25 - U.S. Bank Cincinnati - PSC 33 - U.S. Bank Cincinnati - FSPC 35 - JP Morgan Charlotte - CSPC 36 - U.S. Bank St. Louis - KCSPC 47 - Bank of America Windsor - KCSPC 59 - Bank of America College Park - ATSPC 68 - Bank of America Hayward - FSPC 73 - JP Morgan Chase - AUSPC 91 - Bank of America Tucker - OSPC. In addition, some systems, such as an Installment Agreement (IA) User Fee Sweep, utilize an Area Office Code rather than a Campus Code. Those values are quite varied, so CDDB allows for any unique numeric value to be valid.

14. INVALID SYSTEM ID - TRACE-ID—The System ID comprises positions 3 and 4 of the Trace ID number. Valid System ID Codes for the following payment transactions are: 01 - EFTPS 02 - ISRP 05 - Lockbox Bank 10 - SITLP (State Income Tax Levy Project) Levy Payments 15 - Receipt & Control Manual Deposits 20 - RRACS DCF DV 25 - Accounting DT and DV 30 - FTD DT and DV 35 - IDRS IA User Fee Sweep 40 - Automated Insolvency System (AIS) 45 - Automated Offer in Compromise (AOIC) 50 - ITIN 55 - Field Assistance (SHARE) Function, Taxpayer Assistance Centers. BBTS provides the following subset of these System IDs for requesting a Trace ID number for manual DTS: 15 - Receipt & Control Manual Deposits 20 - RRACS DCF DV 25 - Accounting DT/DV 30 - FTD DT/DV 40 - Automated Insolvency System (AIS) 45 - Automated Offer in Compromise (AOIC) 50 - ITIN 55 - Field Assistance - Taxpayer Assistance Centers (TAC).

15. INVALID JULIAN DATE - TRACE-ID—The Julian Date comprises positions 5-11 of the Trace ID. Validation criteria are: • The Julian Year must be a valid four position year (2006 or greater) • The Julian Date must be greater than 2006001 (the start date for EFTPS generation of Trace ID Numbers) . The Julian Date must not be greater than TODAY's date; that is, the Julian Date must not be a future date. • If not a Leap Year, then the Julian Day must be between 001 and 365 (>0,<366) • If a Leap Year,then the Julian Day must be between 001 and 366 (>0, <367).

16. INVALID SEQUENCE NUMBER- TRACE-ID—The Deposit Ticket (DT) Sequence Number comprises positions 12-14 of the Trace ID number and will be a numeric number greater than zero. Note: For systems that do not utilize Batch Block Tracking System (BBTS) to generate the Trace ID number, the DT Seq Number will be initiated as 001, and will increment by 1 for every additional DT that is created for the same system in the same site on the same day.The 14-digit Trace ID number defined above is the Trace ID that identifies a Deposit Ticket that is entered into RACS. The individual payments that comprise a Deposit Ticket will have an additional 6-digit Transaction Sequence Number that will keep each payment's Trace ID number unique.

17. INVALID TRANSACTION SEQ # - TRACE-ID—) The Trans Seq Number comprises the final six positions of the Trace ID number (positions 15-20). Note: This field is relevant only for the individual Payment Transactions that comprise a Deposit Ticket (as identified by the first 14 characters of the Trace ID Number)..

18. DMS ERRORnn-RE-INPUT-DATA—Unable to access the TIF at this time (system busy). Re-try attempt to enter data (nn = DMS error Number).

19. SYSTEM ERROR ON ACCESS/UPDATES—Unable to access the TIF due to input/output error.

20. PAYMENT NOT VALID FOR MEMO MODULE—Payment not acceptable for a memo module.

21. PAYMENT NOT VALID FOR MEMO ACCOUNT—Payment not acceptable for a memo account.

22. NMF ACCOUNT IS DUMMY ACCOUNT—Payment is not acceptable to NMF Dummy Account.

23. TIN NOT ESTABLISHED ON MF—The TIN is not on the NAP file.

24. SSN NOT ON MF AS VALID OR INVALID-CC INOLE CAN BE USED TO VALIDATE DM-1 SSN/NAME-CONTACT USER SUPPORT—The SSN entered was not found on either the valid or invalid segments of the Master File. CC INOLE can be used to research the DM1. CONTACT USER SUPPORT.

25. ACCOUNT FOUND ON OPPOSITE VALIDITY-CC INOLE CAN BE USED TO VALIDATE SSN/NAME—The SSN entered was not found on the segment of the Master File as indicated by the display File Source Code entered. However, it was found on the opposite segment. CC INOLE can be used to research the account.

26. TIN IS NOT ON EPMF, IS ON THE BMF— The EMPF account's EIN can not be found on the EPMF but it does exist on the BMF.

27. CRS/NAP ACCESS NOT AVAILABLE—The communication lines to the NAP file are not available. The transaction cannot be input. Notify your manager or the IDRS Support Staff. Retry input later.

28. NATIONAL ENTITY FILE NOT AVAILABLE—The NAP file is not available. Retry input later.

29. FIRST NAME LINE—The actual FIRST-NAME-LINE from the NAP file is returned to indicate there is a mismatch on the entity data on the Master File.

(2) Valid Responses:

1. PAYMT Response: A satisfactory entry will result in a response display of the payment input command code PAYMT and a thirteen-digit Payment Sequence Number. Stamp the displayed sequence number on the remittance relating to the posting just entered (including Form 809 posting vouchers). The terminal is now ready to accept another posting. Repeat separate input of each remittance item until entire block has been entered.

2. PYBAL Response: Upon satisfactory entry of the final item in the block, a response display will show the command code PYBAL instead of PAYMT as above. Also displayed will be the Payment Sequence Number, which is to be entered on the last remittance for the block. After this has been accomplished, input entry code and depress ENTER key.

(1) Error Response:

1. BLOCK NOT IN PROCESS. A check of the STBLK hold area revealed that the block count and amount are equal to zero.

   Note: Input CC STBLK to start a new block.

(2) Valid Responses:

1. Block in Balance: This will result in a display of "PAYMENTS" format. Payments display must be printed.

2. Block not in Balance: This will result in output format VARIANCE being displayed. The terminal operator at this time checks the remittances against the screen display to determine the cause for the imbalance. To correct or delete a payment entry, input command code CRBLK.

(1) Error Response:

1. DELETE RECORDS nn vvv vvv vvv vvv vvv—Records deleted because of an invalid correction attempt. Attempt was made to correct amount of a PAYMT with a primary/tertiary indicator. Numeric and variable fields are the sequence number for the first six records that were deleted for an invalid correction attempt.

2. BLOCK NOT IN PROCESS—An attempt was made to alter or delete a block that was never started.

(2) Valid Response:

1. If all individual corrections and deletions are valid, response will be PYBAL on line 1, cursor in position 7 and VARIA REQUEST completed on line 13.

2. If entire block was deleted, See Exhibit 2.4.15-9. for the response.

(1) Error Response: error messages are displayed on line 13. The invalid element can then be corrected and re-entered.

1. ITEM COUNT OR AMOUNT INVALID—If either field is invalid.

2. BLOCK NOT IN PROCESS—A check of the STBLK hold area revealed that the block count and amount are equal to zero. Input CC STBLK to start a new block.

3. TRANSACTION REGISTER INDICATOR INVALID —line 3, position 1 is other than blank or one.

(2) Valid Response: PYBAL on line 1, cursor in position 7 and CRBLK REQUEST completed on line 13.

(1) Error Response—entry code must meet security criteria.

(2) Valid Response—display of the tax class totals.

1. The numeric field on line one, position 18–30 will be the last Payment Sequence Number to affection the totals, followed by each tax class and the accumulated money amounts.

2. This TAX CLASS TOTALS display must be printed out for each terminal to aid in Certificate of Deposit preparation. Display will also be printed and left at the terminal at the end of each workday.