7.13.8. EDS Unpostables

(1) Purpose: This IRM provides instructions to correct unpostable transactions on the Employee Plans/Exempt Organizations Determination System (EDS). Employee Plans (EP)/Exempt Organizations (EO) Determinations Processing Unit employees correct unpostable transactions.

(2) Audience: Employee Plans Determinations staff

(3) Policy Owner: Director, Employee Plans

(4) Program Owner: Employee Plans

(5) Program Goals: The goal of EP Determinations is to ensure that plans comply with the tax laws. We do this by reviewing applications for determination and opinion letters, and to protect the public interest by applying the tax law with integrity and fairness.

(1) EDS openings (establishments) and closings post to EACS through a daily batch run. After we enter cases and approve their closings, the system automatically updates the EDS MF status to mark the completed records "ready" for the batch run.

(2) The marked records are processed through the EDS daily batch run by checking the application's opening and closing data using specific validity and consistency checks.

1. The checks used are the same as those described for each screen item in IRM 7.14.2, Employee Plans EDS User Manual, Data Entry.

2. If all of the validity checks for the EDS daily batch run pass, the system generates and writes transaction or case records to a separate file.

(3) Unpostables can occur in either the EDS daily batch run (EDS unpostables) or in the EACS run (EACS unpostables). The EDS daily batch run should identify all record errors before the file is transmitted to EACS.

(4) The EDS batch runs Monday through Friday.

1. It does not run on weekends and holidays because EACS is unavailable. EDS generates the EACS file around midnight.

2. If EDS Unpostables are found, the results are returned immediately to each case.

3. EACS processes the file the next day around 5 p.m. EDS processes the results from EACS before the midnight batch run.

4. Each case is updated during this process. Weekend and holiday updates are processed with the next regularly scheduled batch run.

(1) To resolve EDS unpostables, review the EDS daily batch run report for a list of unpostable transactions. The report lists the last unpostable code for a case (see Exhibit 7.13.8-1, EDS Batch Run Error Codes). The case history is the only area that lists all the reasons a case did not post.

(2) Print a report of the outstanding EDS unpostables from the Management Information System (MIS). See IRM 7.14.6, Management Information System (MIS), for instructions.

(3) Find the correct entry for each unpostable error in the case file or on TEDS. You may call the specialist who closed the case if you can't determine the correct entry from the case file or TEDS.

(4) Make correction(s) in the Query/Update Master File Screens (Option 1 of the ICS Main Menu).

1. For open cases, correct all items using any update option.

2. For closed cases, correct all items (except status and hours) using any update option. Use Option 5 to correct status and hours.

3. After making corrections for both open and closed cases, enter a "Y," "B," or "D," in the MF code to resend the record to EACS.

(1) MF codes describe where the EDS record is in relation to EACS. The following is a list of the MF codes and their meanings:

(2) If the validity checks on the EDS Daily Batch Run find an error, a four digit MF Unpostables code appears. The first digit means one of the following:

(3) The last three digits are the unpostable code (see Exhibit 7.13.8-1, EDS Batch Run Error Codes).

(4) To resend the record to EACS, update the MF code to "Y." The unpostable will:

(5) After the batch run is complete the MF Code shows that the record has been sent:

1. 0 (zero) is updated to 1 after the batch run

2. 2 is updated to 3 after the batch run

3. 4 is updated to 3 after the batch run

4. 12 is updated to 13 after the batch run

(1) EDS transaction records are processed through two programs named EDS01 and EDS03:

1. EDS01 screens the records to see if they were sent to the correct place and determine if there are duplicate case numbers.

2. EDS03 performs the validity and consistency checks for EP records.

(2) Records that successfully process through the programs are marked to update to EP/BMF based on the weekly posting cycles (usually Fridays).

(1) After the nightly batch run has been processed, it generates a report listing the unpostables in a more readable format and run control information of the EDS database updates.

(2) The report heading lists:

• The run report date

• The run report file name

• The transaction file processing date

• The transaction file creation date

(3) Compare dates to ensure the service center has processed every transaction file the EP-DCSC has sent. EDS batches are run daily. There should be report listing dates of the transaction files for every day of the week. If this doesn’t happen, contact TOPS at:http://erc.web.irs.gov/default.asp?SEID=tabsr. The sooner we identify problems, the easier it is for ISD to fix them.

(4) See the unpostable section and OLE section of the run reports printed on separate pages.

(5) Use the report’s Totals section to monitor updates to the EDS database:

1. Total Openings or Closings sent twice: A high number could indicate records are being resent to EACS; contact TOPS for assistance.

2. Records Not Updated Due to IC Status 30: If > 0, generally indicates the run report was put through the program more than once; contact TOPS for assistance.

(6) Compare whether all records were processed from each transaction file. The following items should equal the total on the report:

• EP and EO Nightly Batch Run: Total Transactions Generated

• CSPC Run Report: Individual File Number Totals - Number EO Records Read and Number EP Records Read

• EP and EO EACS Run Report: Total Records Input

(7) The remaining items in the TOTALS section are informational. The total of these four lines in each of the IC and AH columns should equal the Total Records Input.

(1) To resolve EACS unpostables:

1. Research INOLES, TEDS and/or the case file for correct data.

2. Update the information on EDS.

3. Resend the record to EACS, see 3 below.

(2) You can find the correct entry for each unpostable error in INOLES, the case file or on TEDS. If you still can't determine the correct entry, ask the specialist who closed the case.

(3) Use Option 1 of the ICS Main Menu on the EDS system to make correction(s) in the Query/Update Master Record and Status screen. See IRM 7.14.5, Inventory Control Subsystem, Exhibit 7.14.5-3 for more information.

1. Correct all errors, then enter a "Y", "B", or "D" in the MF item to re-send the record to EACS.

2. Enter a "B" when both the opening and closing record should be sent to EACS.

3. Enter a "D" when the unpostable is N985.

(4) When entering a "Y" or "B", or "D" use the appropriate function key ("Yes, Send") to verify the record should be sent to EACS. MF codes will update as:

• MF 5XXX and 9XXX update to 0 (zero).

• MF 4XXX and 8XXX update to 2.

• MF 2XXX and 7XXX update to 4.

• MF 3XXX and 6XXXX update to 12.

(5) After the nightly batch run, the MF code will update to show the record was sent.

(1) Error code 014 is the most common error for invalid benefit type. Correct the record by the correcting the benefit type in EDS.

(2) Error code 994 indicates a closing record is sent before an opening unpostable is corrected. Correct the record by entering a "B" in the MF code.

(3) Error code 100 and OLE error 996 indicate zip code and OLE errors. Correct the record by the correcting the zip code or name control brackets. Enter a "Y" in the MF code to resend the record.

(4) See Exhibit 7.13.8-1, EDS Batch Run Error Codes, for a listing of error code descriptions.

(1) This exhibit list the last three digits of the error codes. See IRM 7.13.8.4 paragraph (2) for an explanation of the first digit of the error codes.