IRS Audits - Part 4 Examining Process

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IRS Audits

Chapter 1. Planning and Special Programs

Section 6. Storage of Selected Returns

4.1.6  Storage of Selected Returns

4.1.6.1  (05-19-1999)
Overview

  1. This chapter addresses the storage of selected returns.

  2. The PSP Support Manager, is responsible for monitoring return inventories. Lean inventories should be maintained so that costly excess surveys are limited. However, a high percentage of unstarted inventory may be warranted at specific times. For example:

    1. To provide returns for training

    2. Service/Customer Service Center Workload Redistributions

    3. Major implementation of changes to AIMS, ERCs, etc.

    4. Major computer programming changes that may delay the filling of orders.

     

  3. Table 37 has pages for aging by month of status 08 and status 10 returns. A large number of returns in status 08/10 for over four months could indicate inefficient use of the return order and delivery system (ordering large numbers of returns before there is a need for them).

  4. The inventory of selected returns may be stored in the area office or the Service/Customer Service Center.

  5. Storage at the Service/Customer Service Center produces certain cost savings and operating efficiencies. These include:

    1. More control over and information about inventories

    2. Reduction of simultaneous examinations

    3. Assurance that priority returns and returns with the highest DIF scores will be scheduled first

    4. Computer generated appointment letters and schedules.

    5. Clerical and mail cost savings

    6. Reduced storage costs

    7. A uniform system for all districts

    8. Weekly information from AIMS. For example: address changes are automatically made when the CF&S data base is matched weekly against the AIMS data base. This reduces the no show rate.

     

4.1.6.2  (05-19-1999)
Storage at the Service/Customer Service Center

  1. Centralized Files and Scheduling is a program to physically store office examination returns and to schedule initial appointments for the areas. The program generates initial contact letters using standard paragraphs based on issues identified during classification. Standard paragraphs have been written for each issue on the Form 6754, Examination Checksheet. These paragraphs tell the taxpayer what records are needed for the examination.

  2. Centralized Storage of unassigned field exam returns replaces the need for large manual central files systems in the areas.

  3. The returns are housed in the Centralized Files and Scheduling Unit (CFSU) at the Service/Customer Service Center, under the direction of the Chief, Classification. Most inventory will be from DIF orders. However, it is possible to place other returns into the system to take advantage of its benefits.

4.1.6.3  (05-19-1999)
Centralized Scheduling Overview (Office Examination)

  1. After selection for office examination in the centralized classification function, returns are moved to the CFSU for perfection of the Form 6754, and storage until scheduled for examination by the area. The Form 6754 is perfected by a process known as hash totaling. Forms 6754, when perfected, are batched to the Distributed Input System (DIS) for transcription. As a result of transcription, selected issues and taxpayer information from each return are used to establish the return on the Centralized Scheduling Database (CSDB). Returns are filed on the shelves in ascending AIMS serial number sequence.

  2. Each weekend, inventories are updated, returns are scheduled, reports are generated, and the CSDB is matched against AIMS to identify:

    1. Related returns

    2. Address changes

    3. Freeze conditions

    4. Discrepancies between CSDB and AIMS data.

     

  3. At least three to four weeks prior to a taxpayer’s appointment, the PSP Support Manager, using command code CSORD and/or CSPIA will place the weekly orders. Orders can usually be placed Wednesday through Friday via the IDRS real-time system. Taxpayer contact letters and master appointment schedules are generated and sent to the CFSU for processing. The system will schedule the highest DIF scored returns first, giving priority to the earliest tax year for the requested activity code. Master appointment schedules and returns are mailed by the CFSU to the areas, and the appointment letter is mailed to the taxpayer at least 14 days prior to the first appointment of the week. At the request of the area, the appointment letter can be kept in the return file rather than mailed to the taxpayer.

4.1.6.3.1  (05-19-1999)
Returns Added to the CSDB

  1. Returns added to the CSDB are automatically updated on AIMS to status 08, organization code 2050. This is an exclusive employee group code assigned to Centralized Files and Scheduling. Status 08 indicates that the return has been selected but not yet assigned to a branch or group.

  2. Related returns: For Centralized Files and Scheduling purposes, a related return is defined as another tax year of the taxpayer in an open status of 10 or 12 on AIMS. The objective of identifying related returns through CF&S processing is to eliminate simultaneous examinations. When a return is identified, the CFSU will update it to status 10 and the employee group code of the related return, and forward it to the group working the return assigned in status 10 or 12. The PSP Support Manager may issue instructions requesting that the CFSU not forward related returns to the area. This may occur, for example, with training or tax shelter groups. In these situations, the related year(s) will be forced onto the CSDB by the CFSU.

  3. Primary and Multiple Returns: The terms "primary" and "multiple" apply when more than one year’s return for a taxpayer is located on the CSDB.

    1. If both returns of the taxpayer are regular DIF returns, the primary record will be the oldest tax year. The most current tax year becomes the multiple record. The primary return will be the one scheduled for appointment, but both returns will be sent to the group.

    2. In the event the primary return is surveyed or deleted from the database, the multiple return will become the primary return.

     

4.1.6.4  (05-19-1999)
PSP Inventory

  1. The PSP Inventory on the CSDB is available for research weekly by terminal display using command code CSPSP and reflects interview and precontact analysis returns available for ordering from Centralized Files and Scheduling by tax year. CSP 4440, Centralized Files and Scheduling PSP Inventory, is a hard copy listing produced weekly and forwarded by the CFSU to each PSP. CSP 4440 contains returns available for scheduling by file year. It is generally received by CFSU on Monday and mailed to the area on the same day.

  2. The PSP Support Manager can review the inventory using command code CSPSP, and receive a display in several different formats, according to the following:

    CC CSPSP variations: Inventory display:
    Modifier field blank
    POD field blank    		 Area Inventory Summary
    Modifier field blank
    POD field entry    		 Inventory totals for each POD level
    Modifier P
    POD field blank    		 Area summary for priority levels
    Modifier P
    POD field entry    		 Priority level totals for each priority code by POD
    Modifier S
    POD field entry    		 Inventory totals for each POD level by POD

     

  3. With each command code input, a three-page display will appear. The first page will contain volumes for Activity Code 530–534. The second page will contain volumes for Activity Code 535–539. The third page will contain volumes for Activity Code 631–634, and totals for all Activity Codes.

  4. For Centralized Files and Scheduling purposes, all activity codes are maintained on the CSDB. Four additional activity codes have been created on the CSDB by changing the "5" to a "6" in Activity Codes 531–534 when issue 50 (Gross Receipts) has been checked on Form 6754. Therefore, 531 returns with business issues become 631s; 534s with business issues become 634s and so on. These returns are carried separately throughout the system and may be scheduled as if they were business returns.

  5. See Exhibit 4.1.6–1, Command Code CSPSP, for information about inputting the command code CSPSP and error messages that may be encountered.

  6. Priority levels currently displayed using CC CSPSP with modifier P are priority 4, Blue Tab IRMF returns, and priority 2, for use at center/PSP discretion.

    1. Priority 4, Blue Tab IRMF returns: Entry of 4 in Block D of Form 6754 creates the priority 4 situation. This indicator is placed in the block by the classifier when there is an income discrepancy between the return and the IRMF Transcript which requires an interview to resolve the issue, and the potential tax change related to the unreported income meets the criteria contained in the LEM.

    2. Priority 2: Entry of 2 in Block D of Form 6754 creates the priority 2 situation. This indicator can be used to prioritize special inventories, with the definition to be established by the PSP Support Manager or the service center.

     

  7. POD levels: For inventory purposes, as well as scheduling, each call site (unstaffed POD) and each special inventory within a POD is considered a separate POD. Thus, there may be 10 separate inventories for each AIMS POD (i.e., POD XXX0 through XXX9). The POD for Centralized Files and Scheduling purposes is a four digit number. The first three digits of the POD normally coincide with the assigned AIMS POD. The fourth digit expands the AIMS POD by providing inventory levels for ordering purposes for call sites and special inventories. For example, POD 001 with a special inventory indicator of 5 becomes POD 0015 for CF&S. Returns without a call site or special inventory indicator would be in POD 0010. Fourth digits are defined in the following:

    Fourth Digit Definition
    0 Regular returns (No call site or special inventory indicator)
    1–4 Call sites (Established via IDRS using CC CSZIP)
    5–9 Special Inventories (Established via Block C on Form 6754)

     

  8. A call site (unstaffed POD) is defined as an itinerant location where taxpayers are asked to report for the examination of their return. Tax auditors travel from their normal post-of-duty to the itinerant location to conduct the examination (circuit riding). These sites are normally small, remote areas farther from a staffed POD than where the taxpayer can be reasonably asked to travel. The range of numbers used as the fourth digit for call sites is 1–4; thus, there may be as many as four available inventories within a POD for call sites. Satellite offices are designated for CF&S purposes using command code CSZIP. The satellite POD logic may be applied in large metropolitan areas where there are satellite locations under one POD number, or to have more than one group use the same inventory.

  9. The special inventory levels designated as 5–9 for the fourth digit of the POD is established in Block C of Form 6754. This feature allows the area to identify during the initial screening process special inventories, such as those requiring extended time slots and training returns. Each special inventory level will result in separate inventory for monitoring purposes. Areas can also use a special inventory level (Block C, box #9), to schedule and monitor special projects. The 5–9 fourth digit special inventory POD breakdown is:

    • XXX5—Extended Time Slot

    • XXX6—Trainee Level 1

    • XXX7—Trainee Level 2

    • XXX8—Trainee Level 3

    • XXX9—Local Option (for special projects)

     

  10. The PSP inventory of each POD is broken down as follows:

    1. Activity Code.

    2. Type of examination (Interview or Precontact).

    3. Number of current file year returns and prior file year returns — The literal "Primary—19XX and Subs." and "Primary—19XX and Prior" will normally indicate volumes of current versus prior file year returns. The literal for the year will automatically change in October of each year based on the system date.

    4. Number available for late scheduling (Scheduled after 9:00 a.m.).

    5. Number of Non-Business returns having Business issues with higher DIF scores — The line for "Nonbusiness with Business Issues—Higher DIF" is a comparison of Activity Codes 631–634 to Activity Codes 531–534. If the PSP Support Manager has business trained auditors, the premise is to schedule the nonbusiness with business issue returns before nonbusiness returns, if the DIF score is higher.

     

  11. The PSP inventory includes only the number of primary returns available. Because multiple returns are not scheduled for appointments, the volume of these returns is not included on the PSP inventory. Returns identified as multiples will be forwarded with the primary return if and when they are ordered.

  12. The PIA codes are not shown on the PSP Inventory Listing or by using command code CSPSP.

  13. Returns should not be ordered in excess of volumes indicated by activity code for the POD. The PSP Support Manager should not include in his/her computation returns anticipated to add to the database because classification has been completed. CFSU weekly top priorities are mailing letters and appointment schedules for the prior week’s orders. Second in priority is working the CSDB listings, and finally, perfecting the Forms 6754 by hash totaling. This can mean that returns do not add to the database immediately upon classification. In addition, the CFSU must submit the Forms 6754 to DIS for processing, and the system must match them against AIMS during weekend processing. Newly classified returns may error out, have freeze conditions, or appear as related returns and therefore not be available for scheduling. Unfilled orders could be the result if orders are placed in volumes greater than what is showing on the inventory.

  14. Any problems or questions noted by the PSP Support Manager about inventory should be brought to the immediate attention of the CFSU manager and the PSP Territory Manager.

  15. Each Monday the PSP Inventory reflects the volume of returns on the CSDB. This includes returns added during the weekend processing and excludes those that were ordered during the prior week.

  16. Two additional reports are available for PSPs to monitor inventory levels. CSP 6040, CF&S Inventory by DIF Score Range is produced monthly; and CSP 6340, CF&S Returns Surveyed by DIF Score Range is produced quarterly.

4.1.6.5  (05-19-1999)
Scheduling Appointments Through Centralized Scheduling

  1. One of the most important functions of the Centralized Files and Scheduling system is the ability to schedule taxpayer appointments and generate the initial contact letter for the taxpayer. The system can schedule taxpayer appointments and generate an appointment letter, or it can generate a call-back letter. The letter can be mailed to the taxpayer, or retained in the file to be mailed by the area.

  2. When planning group orders, the PSP Support Manager must determine the type of letter to be generated:

    1. Scheduled: Taxpayer is given a specific date and time for the appointment.

    2. Call-back: Taxpayer is requested to call within 10 days for an appointment.

     

  3. Generation of the call-back letter requires use of the appropriate indicator in the correct field of the POD display screen, using command code CSPOD. See the text on CC CSPOD, later in this handbook, for more information.

  4. Generally three to four weeks before the appointment, the PSP Support Manager submits an order via IDRS (this can be done Wednesday through Friday) using command code CSORD or CSPIA with INVENTORY–IND= "F" . As a result, taxpayer contact letters and master appointment schedules are computer generated. Monday and Tuesday are not available for placing orders, but the inventory screen is available for viewing the entire week.

  5. Using command code CSORD (discussed later in this handbook) from the requested POD, return orders are filled in the following order of priority, oldest tax year first:

    1. Priority 4: IRMF blue tab returns — regardless of DIF Score

    2. Priority 2: Returns with entry of "2" in Block D of Form 6754

    3. DIF returns in descending DIF score order.

     

  6. Using command code CSPIA (discussed later in this handbook), the above sequence is the same except the FIRST sort is the PIA code, then the oldest tax year, etc.

  7. Form 6798 can be used to help schedule returns from the CSDB. This form reflects five orders, one for each day of the week. If appointments are not needed for a certain day, terminal input for that day is not necessary. The PSP Support Manager will determine appointment times, Activity Codes, PIA Codes, and the volume to be ordered for each time slot.

  8. The system will allow appointments to be scheduled any time between 7:00 a.m. and 6:00 p.m. The time allotted for appointments may be determined by considering the following:

    1. Type of return—business vs. nonbusiness

    2. Activity Code, or PIA Code and Activity Code

    3. Experience of auditors

    4. No-show and reschedule rates

     

  9. The PSP Support Manager will need to coordinate with the Field Territory Manager to set the standard number of hours to be allotted for Office Examination time slots, business and nonbusiness.

    Note:

    The PSP Support Manager will need to set up a system so that groups can communicate return needs to the PSP. Non-DIF/high result/priority/etc. returns will be delivered to the groups in most cases before going to the DIF.

     

  10. Line 2 of the order screen has been designated for use by the PSP Support Manager to send special messages regarding the order to the CF&S Unit.

  11. Most areas operate from a timetable similar to the following:

    1. 5 weeks before the taxpayer appointment, group managers submit information to the PSP Support Manager regarding number/type of appointments needing scheduling.

    2. 4 weeks before the appointment, returns are ordered from the CSDB inventory.

    3. 3 weeks before the appointment, returns and other scheduling items are mailed to the POD where the examination will be conducted.

    4. 2 weeks before the appointment, the Service/Customer Service Center mails the initial contact letter to the taxpayer, if requested.

     

  12. This timetable gives taxpayers at least 14 days notice before their interviews. Areas may modify the scheduling procedure to meet their needs.

    Note:

    All returns scheduled will be automatically updated to status 12 and the assigned organization code of the organization requesting the returns.

     

4.1.6.5.1  (05-19-1999)
Optional Scheduling Order by Classified Issue

  1. CSP 4441 is a program that allows return orders by issue within a given activity code. The "window" for ordering by issue is October 1 through January 31 of each year. Only prior year returns can be scheduled using this optional method. This time frame was selected to ensure that the PSP Issue File contains sufficient data for the identification of productive office examination issues.

  2. The PSP Issue inventory is not available for research by terminal display. An inventory report, CSP 4441, PSP Issue Report, will show the PSP issue inventory. The CSP 4441 is a hard copy listing of the classified issues on the prior year returns within each activity code for each POD level on the CSDB.

  3. The PSP Issue Report will be generated weekly from October 1 to January 31, and will be forwarded by the CFSU to the PSP Support Manager.

  4. The PSP Support Manager should review the CSP 4441 to determine the activity codes and issues available for scheduling. Returns should not be ordered in excess of the volumes indicated by activity code for the POD. Using command code CSORD, the system will allow the placing of orders by activity code and up to three classified issues.

  5. To lessen the possibility of not being able to fill orders, the computer has been programmed to fill the request with the next lower activity code when there are insufficient prior year returns with the requested issue for the activity code ordered.

4.1.6.5.2  (05-19-1999)
Optional Scheduling Program by PIA Code

  1. The Centralized Files and Scheduling System allows the areas to order returns by PIA Code within a given POD. Ordering by PIA Code is an optional method that is available all year.

  2. There will be no special inventory report available to use. The PSP’s will need to monitor the Centralized Files and Scheduling — CSDB Inventory Listing (CSP 4240) to determine what returns to order by PIA Code. The PIA Code will show on the CSDB Inventory Listing but will not show on the PSP Inventory Listing (CSP 4441), nor will it be displayed on the terminal using command code CSPSP.

  3. The CSDB Inventory Listing generates weekly and it is the responsibility of the CFSU to mail a copy to the PSP Support Managers each week.

  4. The Chief, PSP, should review the CSP 4240 to determine the PIA Codes available for scheduling. Only activity codes 535, 536, 537, 538, 539, 631, 632, 633, and 634 will show a PIA Code. Returns should not be ordered in excess of the volumes indicated by PIA Code for each POD.

  5. Using the command code CSPIA with INVENTORY – IND = "F," the system will allow the placing of orders by PIA code every week.

4.1.6.5.3  (05-19-1999)
CSORD and/or CSPIA Notification

  1. The PSP Support Manager will be responsible for notifying the CF&S Unit what type of orders they are inputting each week. Possible orders may include one or more of the following:

    1. Office Examination orders from Centralized Files and Scheduling: CSORD and/or CSPIA with INVENTORY – IND = "F" .

    2. Field Examination orders from Centralized Storage: CSPIA with INVENTORY – IND = "S" and/or Manual pull.

     

  2. Ordering returns from Centralized Storage (Field Examination) is discussed in more detail later in this handbook.

4.1.6.5.4  (05-19-1999)
Command Code CSORD

  1. Command Code CSORD can be used with various modifiers, entered immediately after the CSORD command code. Definitions are as follows:

    CSORDA — Used to establish orders on the PSP data base.
    CSORDC — Used to update orders on the PSP data base. CSORDC can only be used to update Number of Returns Ordered on existing order lines 02 through 19 that were entered on CSORDA, or to add additional order information for order lines 02 through 19 that were not present on original CSORDA. Note: If it becomes necessary to change any other information, i.e., AO, POD, EGC–CD, INTERVIEW–DT, ACTIVITY–CD, ISSUE–CD, INTERVIEW–TIME on an existing order, a CSORDD will have to be input to delete the entire original order and CSORDA will have to be input with new information.
    CSORDD — Used to delete orders on the PSP data base. CSORDD will delete both SESSION 1 and SESSION 2 inputs.
    CSORDH — Used to display information to assist in the entry of the scheduling order (help screen).
    CSORDL — Used to display orders on the PSP data base.
    CSORDS — Used to display an Area Office summary of the weekly orders on the PSP data base.

     

  2. The information to be entered by command code CSORD is to be taken from Form 6798, which consists of two parts.

  3. The first part of the command code CSORD input is fixed data about the interview day, interview date, and POD information, which consists of the area office code, post of duty, and employee group code. This part consists of two screen lines:

    1. Screen line 1 should include the SESSION-NUMBER (position 33), which is a field used to tell the system if the input is the first or second session for that AO, POD, EGC-CD, INTERVIEW-DT, and INTERVIEW DAY. The processing must be done in two screens.

    2. The first screen would be for session 1 for the first five ACTIVITY-CDS with corresponding ISSUES and the second screen would be for session 2 for the last 5 ACTIVITY-CDS with corresponding ISSUES.

    3. CSORDC with SESSION-NUMBER 1 will only change CSORDA SESSION-NUMBER 1 information. Likewise, CSORDC with SESSION-NUMBER 2 will only change CSORDA SESSION-NUMBER 2 information.

    4. Screen line 2 is available for an 80 character message which can be added, changed, or deleted.

     

  4. The second part of the command code CSORD input is the order information. These items are entered using a variable format and may be entered anywhere on screen lines 3 through 23 and are referred to as order lines.

  5. See Exhibit 4.1.6–2, Command Code CSORD, for information about inputting the command code CSORD and error messages that may be encountered.

4.1.6.5.5  (05-19-1999)
Command Code CSPIA

  1. Command code CSPIA is used for inputting information to order returns by PIA code. It can be used to order both office examination returns in the Centralized Files and Scheduling data base, or field examination returns in the Centralized Storage data base. Various modifiers, entered immediately after the CSPIA command code, are as follows:

    1. CSPIAA — Used to establish PIA code orders

    2. CSPIAC — Used to update PIA code orders

    3. CSPIAD — Used to delete PIA code orders

    4. CSPIAH — Help screen

    5. CSPIAL — Used to display PIA code orders

    6. CSPIAS — Used to display a District Office summary of the weekly PIA code orders

     

  2. The information to be entered by command code CSPIA consists of two parts:

    1. The first part is the POD information, which consists of the inventory indicator, area office code, POD, employee group code requesting the order, date and day of the interview, and the employee group code in which the return/case is located on the inventory. This information is entered in fixed positions on screen line 1. An 80 character message can be added, changed, or deleted on screen line 2.

    2. The second part is the order information. These items are entered using a variable format and may be entered anywhere on screen line 3 through 23 and are referred to as order lines.

     

  3. Up to seven PIA MFT groups may be entered. The entry code (PIA-MFT-GRP) is a 9 character entry:

    • 4 digit PIA code

    • 2 digit MFT code, then

    • 3 digit Activity code.

     

  4. See Exhibit 4.1.6–3, Command Code CSPIA, for information about inputting command code CSPIA and error messages that may be encountered.

4.1.6.5.6  (05-19-1999)
Roll-Down Technique and Unfilled Orders

  1. To lessen the possibility of being unable to fill orders, the computer has been programmed to fill the request with the next lower activity code when there are insufficient returns for the requested activity code. Filling the request with the next lower activity code is known as the "roll-down" technique. It is applied as follows:

    1. Non-business Returns—If Activity Code 534 returns are requested but not available for the POD, the order will be filled with Activity Code 533 returns, then 532, 531, and 530 returns in an effort to complete the order.

    2. Business Returns—The system can roll down from 539 to 535 in an effort to fill orders for business returns.

    3. Non-business Returns with Business Issues—The system will roll from 634 to 631 returns.

     

  2. The order will be filled to the extent possible using the roll-down technique within each category. Unfilled orders will be listed on CSP 3640, Unfilled Examination Group Orders. CSP 3640 is a weekly printout by area, POD, employee group code, activity code, date and time of appointments not filled from the CSDB. If all orders are filled, this printout will have a notation "No Report Data."

  3. When ordering by PIA Code the roll-down technique is not used. Unfilled orders will be listed on CSP 3440, PIA Files Unfilled Examination Group Orders. CSP 3440 is also a weekly printout by area, POD, PIA Code, employee group code, activity code, date and time of appointments not filled from the CSDB. If all orders are filled, this printout will have a notation "No Report Data."

  4. The CFSU manager must notify the PSP Support Manager if a group’s order cannot be filled completely. This could happen if the order exceeds the inventory volume, or an unusual number of returns either error out, have entity changes, appear as related returns, or are to be late scheduled.

4.1.6.5.7  (05-19-1999)
Precontact Analysis Returns

  1. Returns identified for precontact analysis cannot be scheduled and appointment letters will not be generated. Thus, group orders are filled only by returns designated for interview examination.

  2. When an order is placed from CSDB, all precontact analysis returns in the same activity codes with DIF scores equal to or greater than the scheduled returns will be forwarded to the group, along with the interview returns.

  3. Precontact analysis cases will automatically be updated to Status 10 before they are forwarded to the areas.

  4. It will be the responsibility of the group to place precontact analysis cases in process immediately upon receipt.

  5. As a result of precontact analysis returns, a group may receive more returns than it ordered.

4.1.6.5.8  (05-19-1999)
CFSU Processing of Return Orders from CSDB

  1. After weekend processing of the area orders via IDRS the previous week, the CFSU will pull returns from the CSDB. They will be in Form 4607, Examination Action and Time Record folders, with the yellow copy of the Form 6754 attached. Various inserts may be placed in the folders, such as Pro Forma Worksheets, Form 4700, Examination Workpapers, Form 5344, AIMS Closing Document, etc.

    Note:

    Local inserts vary from center to center.

     

  2. There is a letter for each taxpayer for whom there is a scheduled appointment or a call-back letter. For precontact analysis and multiple returns, no letter is generated. The length of the letter will depend on the number and type of issues selected, but will always be at least four pages. Notice 782, Information on Tax Examinations, will be the last page of each letter.

  3. A copy of the Master Appointment Schedule (CSP 4025) in appointment sequence and the returns will be mailed to the groups using local procedures. Normally this is done by Friday of the week following the area order using IDRS. The appointment letter, if mailed, will be mailed to the taxpayer on the following Monday, giving them at least 14 calendar days advance notice of the examination. Another copy of the Master Appointment Schedule will be mailed to the groups under separate cover.

4.1.6.5.9  (05-19-1999)
Appointment Information on the Initial Contact Letter

  1. Prior to placing a return order for a group, the PSP Support Manager should verify the accuracy of data which will appear on the taxpayer’s appointment letter. Appointment information (place of appointment, telephone number, and person to contact) on the initial contact letter is established on IDRS using command code CSPOD. Form 6877, Worksheet for Changing Taxpayer Contact Letter Information in Centralized Scheduling, may be used to document the change.

  2. Centralized Files and Scheduling identifies geographic areas in some areas which contain a law school qualifying as a Tax Law Clinic using command code CSPOD. Specific TPI classes within specified POD’s have been designated for Tax Law Clinic use. The Centralized Files and Scheduling program contains a table for student tax clinics to be used in conjunction with the scheduling of appointments. For locations having Tax Law Clinics, the areas will provide a stuffer to be mailed with the taxpayer’s appointment letter. The stuffer will alert taxpayers to the availability of clinic assistance.

  3. Command code CSPOD will be used to establish, change, and delete AO/POD/Employee Group code information for scheduling purposes. Call-back letters can be generated by using the appropriate indicator on the POD display screen. This designation may be changed as necessary and will apply only to the specific AO/POD/Employee Group code for which the indicator is used.

  4. Command code CSPOD modifiers are:

    1. CSPODA — used to establish appointment information.

    2. CSPODC — used to update appointment information.

    3. CSPODD — used to delete appointment information.

    4. CSPODL — used to display appointment information.

     

  5. Changes to the appointment letter information can be made at any time during the week using command code CSPOD. During weekend processing the system will be updated.

  6. If an area has an invalid POD or Employee Group code, until it is corrected, no orders can be processed for that POD.

  7. CSP 4940, CSDB POD File Listing, is a list of current AO/POD/EG code information. CFSU should mail a copy of the listing to the area weekly. The PSP Support Manager should check it to ensure that any changes have been made correctly.

  8. Command code CSPOD is used for establishing Post of Duty information on the PSP data base. The data is entered from Form 6877. Although letters will only be generated on office examination (Centralized Files Inventory) cases, field examination (Centralized Storage Inventory) cases will need to have POD information established on the data base in order to utilize command code CSPIA. When establishing POD information for field examination PODs, the POD number to be entered must be 4 digits, the AIMS POD followed by a zero. An example would be, if the AIMS POD is 003, then the POD entered on the CSPOD screen would be 0030.

  9. See Exhibit 4.1.6–4, Command Code CSPOD, for further information about inputting command code CSPOD and error messages that may be encountered.

4.1.6.6  (05-19-1999)
Deletions From the CSDB

  1. Returns may be deleted from the CSDB for a number of reasons, including:

    1. Transfers to other areas;

    2. Special requests from areas or Service/Customer Service Centers, such as training;

    3. Errors appearing on CSDB Update Error Items; or

    4. Manual orders.

     

  2. Centralized Files and Scheduling is organized to use the CSDB, including computerized listings, taxpayer contact letters, and appointment schedules on a weekly operating cycle. Therefore, requests for manual orders are discouraged. A manual order or pull requires special handling by the CFSU, such as manual identification of the returns, deletion from the data base, and preparation of manual letters if required. Manual pulls can create problems with the accuracy of the CSDB, as well.

  3. An AIMS update of the status and employee group code alone will not delete a return from the CSDB.

4.1.6.6.1  (05-19-1999)
Surveys from the CSDB

  1. The PSP Territory Manager has sole authority to approve the survey of previous file year returns from the CSDB. CFSU managers must have written authorization from the PSP Territory Manager before surveying returns from the areas CSDB. The survey letter should be sent to the Chief, Classification.

  2. Although surveys are normally done on an area-by-area basis using the tax year as the main criterion, surveys may be requested for a specific activity code, specific POD, specific year or a combination thereof. A survey may be done any time the PSP Support Manager and the Field Territory Manager determine the returns are not needed.

  3. Prior year returns should be surveyed as soon as there are sufficient current year returns in the inventory, normally by December 31st.

  4. As the first step in the survey process, the CFSU will request an extract of Blue and Red Tab returns. Blue Tab and Red Tab returns cannot be surveyed.

    1. Blue Tab returns (priority code 4) will be immediately assigned to area offices.

    2. Red Tab returns will be forwarded to Correspondence Examination.

    3. Other returns prioritized via Block D of Form 6754 may or may not be surveyed depending on the instructions issued to CFSU by the PSP Support Manager.

     

  5. The CFSU will pull the surveyed returns, stamp them with a survey stamp, and package them for closing according to local procedures. Disposal Code 35 will be used to close the returns off AIMS. Late Filed Returns (those with statute dates in the calendar year following those being surveyed) will remain on the CSDB. They will not be surveyed.

4.1.6.7  (05-19-1999)
POD Assignment Using ZIP Codes

  1. The Examination Post of Duty is assigned on the basis of taxpayer ZIP codes. ZIP codes and their designated PODs are contained in the ZIP/POD Lookup Table. The POD will be assigned from the ZIP/POD Lookup Table when a return is initially created on AIMS and will be shown on Form 5546, Examination Charge-Out.

  2. In most cases, the AIMS POD is the POD used for Centralized Scheduling. A different POD may be assigned during classification, CF&S, or examination process:

    1. Use of command code AMAXU will change the AIMS POD. Returns on the CSDB will automatically shift to the new POD when AMAXU is used.

    2. Use of POD Override (Block E of Form 6754) will assign a different POD for Centralized Scheduling purposes only. AIMS POD will remain the same. This block may be used as a means of scheduling work from another POD, often for training purposes.

    3. Use of the CF&S POD Conversion Table changes the AIMS POD for scheduling purposes only. This conversion table is normally used for HARA and inactive PODs and may be changed on an annual basis.

     

  3. Each year, the PSP Support Manager may make corrections, deletions or additions to the ZIP/POD Lookup Table. These corrections, deletions, or additions may be used to realign the area, add, delete or expand a POD, or correct ZIP codes designated as POD 999. The National Headquarters will make requests for changes to the ZIP/POD Lookup Table.

4.1.6.7.1  (05-19-1999)
Call Sites and Late Scheduled Indicators

  1. The PSP Support Manager will use IDRS command code CSZIP to establish satellite or unstaffed offices (also referred to as call sites), and/or geographic areas for which an appointment should not be scheduled before 9:00 a.m.

  2. The PSP Support Manager will use Form 6876, Worksheet for Centralized Scheduling ZIP Code Update Information, to identify ZIP codes within a POD to be assigned to the satellite or unstaffed offices or to be scheduled after 9:00 a.m.

  3. Command code CSZIP with the blank modifier is used to establish, update, delete, or list ZIP records on the data base. Command code CSZIPH (CSZIP with the H modifier) will display a help screen.

  4. See Exhibit 4.1.6–5 for information about inputting the command code CSZIP and error messages that may be encountered.

  5. The information to be entered by command code CSZIP, taken from Form 6876, consists of two parts:

    1. The first part is the command code modifier and POD information (area office code and post of duty). This information is entered in fixed positions on screen line 1.

    2. The second part is the ZIP items. These items are entered using a variable format and may be entered anywhere on screen lines 2 through 23.

     

  6. The early scheduling indicator (must be 0 or 1) and the call site code (must be 0–6) are optional. If a field is not present and there is a subsequent field, a comma should be entered for the missing field to denote its place. The ZIP code must be 5 numeric characters. The action code must be one of the following:

    • A (establish a ZIP record)

    • C (correct a ZIP record)

    • D (delete a ZIP record)

    • L (display a ZIP record)

     

  7. More than one ZIP code may be established within a call site.

  8. When establishing ZIP codes for call sites and late scheduling, the ZIP code must match the ZIP code for the POD as shown in the annual ZIP/POD Lookup Table

  9. The designation of call sites or satellite offices will expand the POD of the CSDB. A fourth digit, with a range of 1–4, will add to the POD and establish returns assigned to that ZIP code in a unique inventory for ordering purposes. The call site designation takes priority over the special inventory. For example, a return which has been identified for Training Level 2 (Block C, box #7 of Form 6754) will lose the training identity if it qualifies, based on ZIP code, as a call site designation. It will appear in call site inventory rather than training inventory.

  10. ZIP codes designated for late scheduling will not be scheduled before 9:00 a.m. If an entire POD’s work is to be scheduled after 9:00 a.m., no ZIP codes will be established using command code CSZIP. This situation will be handled locally by not requesting appointments before 9:00 a.m. ZIP codes with late schedule indicators will be posted on the CSDB and the literal "late" will print on the CSDB Inventory Listing, CSP 4240, for each record assigned to a late ZIP code.

  11. The indicator for a late schedule and/or call site is assigned to a return as the return adds to the CSDB.

    1. Call site and late schedule indicators will affect only returns adding to the CSDB after the change is made. Returns on CSDB with or without an indicator will not be changed if the call site or late schedule indicator is later added or removed.

    2. Returns which should no longer have the indicator assigned to them should be deleted from the CSDB and readied as a new return.

     

  12. Returns with a ZIP code for late scheduling may also be designated for a call site or special inventory.

  13. CSP 4840, Centralized Files and Scheduling ZIP Code File Listing, reflects all ZIP codes with indicators. The listing will include only those ZIP codes designated as follows:

    1. Late Schedule with Call Site indicator;

    2. Late Schedule with no Call Site indicator; or

    3. Call Site indicator only.

     

  14. ZIP codes which may be scheduled any time during the day and are not designated as a call site should not appear on the ZIP Code File Listing.

  15. It is recommended that during the next ZIP/POD Lookup Table Update a unique POD be assigned in lieu of the call site. This will establish return filings and deliveries for these PODs so that DIF return ordering can be more accurately planned.

4.1.6.8  (05-19-1999)
Employee Returns

  1. When an employee return generated through the DIF system (for other than a background investigation) is classified and selected for examination, it will be added to the CSDB. The physical return will be routed to the Chief, Classification. for storage in a secured area. When it appears on the Master Appointment Schedule as a Precontact Analysis case, the return will be secured by the CFSU manager. The return and case file will be shipped in a pink envelope as follows:

    1. Returns of nonmanagerial employees will be shipped to the PSP Support Manager.

    2. Returns of Area level personnel or above will be shipped to the Director Centralized Workload Selection Delivery.

    3. Returns of all other managers will be shipped to the PSP Territory Manager, East or West.

    4. Returns of Territory level personnel will be shipped to PSP Territory Manager, East or West.

     

  2. The Chief, Classification, or designee, will make a list of the nonmanagerial employee returns shipped to the PSP Support Manager. The list will be sent in a pink envelope to the Field Territory Manager in the area.

  3. All employee information will be deleted from the Master Appointment Schedule forwarded to the examination group. The words "Employee—Forwarded to PSP" will be written on the listing in AIMS Serial Number sequence. This will serve as the unit’s documentation of the return disposition.

  4. At survey time, employee returns will be surveyed like any other return.

4.1.6.9  (05-19-1999)
Returns of Potentially Dangerous Taxpayers

  1. When the return of a potentially dangerous taxpayer appears on the Master Appointment Schedule as a Precontact Analysis case, the return will be mailed to the group under a separate transmittal with a routing slip showing the return as a potentially dangerous taxpayer. The return will then be scheduled by the group.

  2. At survey time, these returns will be surveyed like any other return.

4.1.6.10  (05-19-1999)
Special Requests for Returns Assigned to CF&S

  1. Periodically, there will be requests for returns assigned to your area office in Status 08/Employee Group code 2050, indicating that the return is part of the CSDB. These requests may come from Examination personnel in the area or from functions other than Examination, such as Criminal Investigation.

  2. Area personnel should be instructed to contact the PSP Support Manager if they need a return which is currently assigned to CFSU. In addition, area personnel should be instructed never to update records from Status 08/Employee Group code 2050, even if they are working from a copy.

  3. Specific returns requested by the area Examination function must be deleted from the CSDB. The return will be updated on AIMS to the requesting status and organization code by the CFSU and forwarded to the area.

  4. Requests for returns from area functions other than Examination are handled differently. The returns are assigned on AIMS to a specific area. The returns will be deleted from the CSDB and forwarded to Examination in the area office for coordination with the requesting function. A copy will be provided to the requester until the original return is received in the area office.

4.1.6.11  (05-19-1999)
Quarterly Management Reports

  1. At the end of each quarter, CFSU can generate Quarterly Management Reports (CSP 6540). These reports are normally scheduled when the monthly AIMS extracts are done.

  2. The Territory Report reflects volumes of returns scheduled by Activity Code within each group. Volume is shown for the current quarter as well as cumulative for the fiscal year.

  3. The Area Report accumulates volumes by TPI for each territory for the current quarter as well as cumulative to date. In addition, this report identifies the types of issues (using issues per Form 6754) by Activity Code for returns scheduled. The last data provided by this report reflects the average number of issues classified per class of return.

  4. Part 4 of 4 will be a summary of returns scheduled by PIA code.

4.1.6.12  (05-19-1999)
Coordination with Centralized Files and Scheduling

  1. Special requests involving manual tasks, such as manual pulls, special reports to be prepared, etc. should be kept to a minimum. The CFSU operates with limited staffing, is structured around using existing computer applications, a one-week operating cycle for its functions, and serves more than one area’s needs.

  2. Problems identified by either the PSP Support Manager or the groups with returns or schedules received from the CFSU should be brought to the immediate attention of the CFSU manager.

4.1.6.13  (05-19-1999)
Centralized Storage Overview (Field Examination)

  1. Centralized Storage is an unassigned inventory housed in the Centralized Files and Scheduling Unit at the service center. This unit is part of Examination, Classification and/or Processing Sections in Compliance.

  2. The concept for Centralized Storage differs from the centralized scheduling of office examination returns in that this phase includes only the storage of selected unassigned field individual returns, corporate returns through activity code 217, partnership returns, Form 1120S returns and fiduciary returns. Applications have been developed to distinguish between examination potential and grade level of cases to be maintained in Centralized Storage.

  3. Once the inventory information for returns held in Centralized Storage is obtained, the computer sorts the inventory in the following sequence:

    1. Area Office (AO)

    2. Post of Duty (POD)

    3. Employee Group Code

    4. Activity Code

    5. Primary Industry Activity Code (PIA)

    6. Priority Code

    7. Statute Year

    8. Discriminant Function (DIF) Score

    9. Statute Date

    10. Tax Year

     

  4. The sort sequence is the computer process that decides the placement in the file for each return. The objective of the sorting is to provide the areas with the returns most in need of examination.

4.1.6.13.1  (05-19-1999)
Returns Maintained in Centralized Storage

  1. In general, only automatic returns (Source Code 01), computer identified returns (Source Code 02), and regular classification returns (Source Code 20) will be maintained in Centralized Storage. These returns are obtained from Centralized Classification at the Service/Customer Service Center subsequent to the screening process in which the returns are selected for examination.

  2. Returns in the following categories will not be maintained in Centralized Storage:

    1. International Returns

    2. All Non-Master File Returns

    3. 941 Returns

     

  3. Automatic returns with activity code 219 and above may or may not be maintained in Centralized Storage. This is optional. Likewise, the maintenance of Fiduciary Returns, Form 1041, in Centralized Storage is optional. Automatic returns placed into the CSDB will show up in the inventory as Priority Code 3 returns.

  4. The following is a list of organization codes and activity codes used for Centralized Storage:

    1. Employee Group Codes 1066, 1067, 1068, and 2066.
      Phantom organization codes are 1166, 1167, and 1168.

    2. Activity Codes:
      Individual Returns: 530 through 539
      Corporate Returns (1120): 203 through 217
      Form 1120S Returns: 288 and 289
      Partnership Returns: 481 and482
      Fiduciary Returns: 496

     

  5. The area PSPs will determine which phantom organization code will be used for their selected returns. The CF&S unit will be responsible for updating the returns to the correct employee group code to be added to the Centralized Storage inventory.

4.1.6.13.2  (05-19-1999)
AIMS Update Process for Centralized Storage

  1. As selected field returns are received by CFSU from Centralized Classification, the AIMS status will be updated to Status 08 with one of the following employee group codes: 1066, 1067, 1068, 1166, 1167, 1168, or 2066.

  2. The Centralized Storage system only recognizes employee group codes 1066, 1067, 1068 and 2066; these are the only employee group codes appearing on the Table 1 and Table 2 Inventory Reports. AIMS will show the 1166, 1167 and 1168 employee group codes on AMDIS. 1166, 1167, and 1168 employee group codes are used to establish a priority assignment for activity codes within employee group codes 1066, 1067, and 1068.

  3. Form 1040 returns with phantom employee group code 1166 will show up in the inventory as Priority Code 4 returns. 1120 returns with phantom employee group code 1166, 1167, or 1168, will show up as Priority Code 1 returns. Phantom employee group codes are often used to show the Blue Tab designation.

  4. Selected returns received from classification will be placed inside a file folder and filed in AIMS serial number sequence. The returns are updated to status 08 and one of the appropriate organization codes. Table A — Returns Added Listing (CSP 5740), is computer generated once the returns are updated on AIMS by CFSU to the established employee group codes for Centralized Storage.

4.1.6.13.3  (05-19-1999)
Ordering Returns from Centralized Storage

  1. The ordering of returns from Centralized Storage will be accomplished by using Table 2, PSP Centralized Storage Inventory Report (CSP 5541) to determine what returns are available.

  2. Returns may be ordered from Centralized Storage by using Form 6834, Centralized Storage Requisition for Selected Returns, or a locally devised form similar to this. The order form can be faxed to the Service/Customer Service Center in accordance with established local procedures. Returns are manually pulled from Centralized Storage, updated to status 10, and mailed to the groups.

  3. Command code CSPIA has been developed for ordering returns by PIA code from Centralized Storage via IDRS. The PTA code will not show on the PSP Inventory Report but it will be shown on the Table 1, Centralized Storage Inventory Report (CSP 5540). When using CSPIA to order returns from Centralized Storage, no letter will generate for the taxpayer.

  4. The PSP Support Manager will be responsible for notifying the CF&S Unit what type of orders they are inputting each week (CSPIA with INVENTORY – IND = "S" from Centralized Storage (field examination) and/or manual pull).

  5. CSP 5541 Table 2 — PSP Centralized Storage Inventory Report is sorted by the Area Office, AIMS Post of Duty and Employee Group Codes 1066, 1067, 1068 and 2066. POD information will have to be established on the PSP data base using command code CSPOD for those POD(s) listed on the CSP 5541. CSPOD requires that a 4 digit POD be entered. CSP 5541 lists a 3 digit AIMS POD. When entering the CSP 5541 information using CSPOD, enter the AIMS POD followed by a zero. An example of this is: The CSP 5541 AIMS POD is 003. The POD entered on the CSPOD would be 0030.

  6. Table 1 — Centralized Storage Inventory Report (CSP 5540) and Table 2 — PSP Centralized Storage Inventory (CSP 5541) generates weekly and is mailed to the PSP.

  7. Problems encountered with the Centralized Storage system should be brought to the attention of the manager of the Centralized Files and Scheduling Unit by the area PSP. Group managers and others outside the PSP office should deal with their PSP in order to minimize contact with the centers. Significant or recurring problems will be brought to the attention of the PSP Territory Manager.

  8. After weekend processing of an area return order by PIA, the CFSU should receive two reports: PIA Order Delivery Report (CSP 5940) and the PIA Order Delivery Report — AIMS Serial Number Sequence (CSP 5941). The CF&S unit will pull the returns and mail them to the areas along with CSP 5940. The CSP 5940 listing will generate in TIN/SSN sequence.

  9. Returns on the PIA Order Delivery Report will automatically update to Status 10 and the organization code of the requestor. No letter will generate to the taxpayer for this type of ordering.

4.1.6.13.4  (05-19-1999)
Miscellaneous Items for Centralized Storage

  1. Related Returns: For purposes of Centralized Storage, related returns are considered to be two or more returns for the same taxpayer where one or more of the taxpayers’ returns are being maintained in Centralized Storage (Status 08), while another return is open in Examination in Status 10 or 12.

  2. For returns that are located in the area office, the CFSU will pull the Centralized Storage return, update AIMS to status 10 for the same organization code as the other return(s) located in the area, and mail the return to that group for association.

  3. For returns that are located in the Service/Customer Service Center the disposition of related returns is as follows:

    1. Related returns that are located in Correspondence Exam (Employee Group Code 5XXX): no action will be taken.

    2. Related returns in status 08/Employee Group Code 2050 (Centralized Scheduling): CFSU will delete the related return from the CSDB and update the organization code to that of the return being maintained in Centralized Storage (1066, 1067, etc.) to be stored as a "multiple" return.

     

  4. Multiple Returns: Multiple returns occur when two or more returns for the same taxpayer are concurrently maintained in Centralized Storage (Status 08). CFSU will match the primary return to the multiple return, cross reference the folders, and file both returns in the file by their respective AIMS serial number.

  5. Survey of returns from Centralized Storage: It is the responsibility of the area office to inform the center when it is time to survey returns from Centralized Storage. See prior text in this handbook regarding survey procedures. Returns in Centralized Storage should normally be surveyed by December 31.

Exhibit 4.1.6-1  (05-19-1999)
Command Code CSPSP

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Exhibit 4.1.6-2  (05-19-1999)
Command Code CSORD

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Record Element Descriptions and Error Messages:
SCREEN LINE 1  
Position Description
1–5 Command Code CSORD
6 Command Code Modifier
  1. Must be A, C, D, H or L. Note: See below for information about Modifier S.
    Error Message: V01 COMMAND CD MODIFIER INV
  2. Area Office Code, Post of Duty, Employee Group Code, Interview Date and Interview Day must not be present if the Command Code modifier is "H" .
    Error Message: C08 ORDER INFO NOT ALLOWED WITH HELP REQUEST
7 space  
8–9 Area Office Code
  1. Must be entered.
    Error Message: V02 AO REQUIRED
  2. Must be numeric.
    Error Message: V03 AO INV
  3. Must be the Area Office Code of the terminal if input through an Area terminal.
    Error Message: V04 AO OUT OF AREA
10 space  
11–13 Post of Duty
  1. Must be entered.  Error Message: V06 POD REQUIRED
  2. Must be numeric.  Error Message: V07 POD INV
14 space  
15–18 Employee Group Code
  1. Must be entered.
    Error Message: V08 EMPLOYEE GROUP CD REQUIRED
  2. Must be numeric.
    Error Message: V09 EMPLOYEE GROUP CD INV
  3. Must be valid EGC-CD for AO.
    Error Message: V33 EMPLOYEE GROUP NOT VALID FOR AREA
19 space  
20–27 Interview Date
  1. Must be present.
    Error Message: V10 INTERVIEW DATE REQUIRED
  2. Must be valid MMDDYYYY date.
    Error Message: V11 INTERVIEW DATE INV
  3. Must not be a Federal Holiday.
    Error Message: V12 INTERVIEW DATE IS A FEDERAL HOLIDAY
  4. Must be 3 weeks in advance of the next scheduling period for Command Code Modifier A or C.
    Error Message: V16 INTERVIEW DATE MUST BE 3 WEEKS IN ADVANCE
28 space  
29–31 Interview Day
  1. Must be present.
    Error Message: V13 INTERVIEW DAY REQUIRED
  2. Must be MON, TUE, WED, THU or FRI.
    Error Message: V14 INTERVIEW DAY INV
  3. The Interview date must correspond to the to the same day of the week as Interview day.
    Error Message: V15 INTERVIEW DATE AND DAY DAY INCONSISTENT
32 space  
33 Session Number
  1. Must be present
    Error Message: V30 SESSION—NUMBER REQUIRED
  2. Must be numeric
    Error Message: V31 SESSION—NUMBER INVALID
  3. Must be l or 2
    Error Message: V31 SESSION—NUMBER INVALID
  4. If Command Code Modifier "S" then SESSION NUMBER must not be entered.
    Error Message: V31 SESSION—NUMBER INVALID
33 Session Number (continued)
  5. If Command Code Modifier "A" and SESSION-NUMBER 2 there must be an ORDER-REC present on the data base with some SESSION-NUMBER 1 information in CSDB-ACTIVITY-CD-1 through CSDB-ACTIVITY-CD-5 fields.
    Error Message: X07 THERE IS NO SESSION 1 PRESENT
  6. If Command Code Modifier "A" and SESSION-NUMBER 2 there must not be an ORDER-REC present on the data base with information in CSDB-ACTIVITY-CD-6 through CSDB-ACTIVITY-CD-10 fields from previous SESSION-NUMBER 2 input.
    Error Message: X09 SECOND SESSION PREVIOUSLY POSTED ON ORDER-REC
SCREEN LINE 2
1–80 Message Line
  1. Message is optional.
  2. No breakers (,) or delimiters (?) may be present.
    Error Message: S09 INVALID ENTRY IN ORDER MSG LINE
  3. Must not be more than 80 characters long
    Error Message: S10 MESSAGE HAS INVALID LENGTH
  4. When entered with Command Code Modifier "A" or "C" , the entered message overlays the previous message on file.
  5. If the Command Code Modifier "D" then the line must be "D" only or blank.
    Error Message: C09 MESSAGE INFO NOT ALLOWED WITH DELETE REQUEST
  6. If the Command Code Modifier is "L" then no message line may be present.
    Error Message: C10 MESSAGE INFO NOT ALLOWED WITH LIST REQUEST
SCREEN LINE 3–23
       
Position Description
       
VAR Order Line 1
  1. Order line 1 must be entered in the following format:
    A B C D E F
  01,nnn,nnnxx,nnn,nnnxxxx,nnnxxxxxx?
  Up to 5 NTPI Class Groups may be entered in any one session
  A is the order line number. It may be entered as 01 or 1
  B is the first NTPI Class Group for that session;
  C is the second NTPI Class Group for that session;
  D is the third NTPI Class Group for that session;
  E is the fourth NTPI Class Group for that session;
  F is the fifth NTPI Class Group for that session
  2. There must not be less than 2 or more than 6 fields entered.
    Error Message: S01 INV NUM OF FIELDS ENTERED
  3. Must be entered with Command Code Modifier "A" or "C" .
    Error Message: C01 NTPI CLASS LINE REQUIRED
  4. Must not be entered if Command Code Modifier "D" .
    Error Message: C06 ORDER INFO NOT ALLOWED WITH DELETE REQUEST
  5. Must not be entered if Command Code Modifier "L"
    Error Message: C07 ORDER INFO NOT ALLOWED WITH LIST REQUEST
  6. Must not be entered if Command Code Modifier "H" .
    Error Message: V17 ORDER INFO NOT ALLOWED WITH HELP REQUEST
  7. Must not be entered more than once.
    Error Message: C04 LINE NUMBER DUPLICATED
  8. NTPI Class Group
    It made up of a CSDB-ACTIVITY-CD and up to three ISSUE(s).
    A. CSDB-ACTIVITY-CD
      1. Must be present.
      2. Must be 3 characters.
        Error Message: S02 ACTIVITY CD OR ISSUE NUMBER WRONG LENGTH
      3. Must be 531–539, or 631–634.
        Error Message: V18 ACTIVITY CD INV
      4. The same Activity Code may not be entered more than once.
        Error Message: V19 ACTIVITY CD DUPLICATED
      5. Activity Codes must be entered left justified.
        Error Message: V20 ACTIVITY CDS MUST BE LEFT JUSTIFIED
      6. ACTIVITY-CD entered with a Command Code Modifier "A" and SESSION-NUMBER 2 and ACTIVITY-CD must not match CSDB-ACTIVITY-CD-1 through CSDB-ACTIVITY-CD-5 on ORDER-REC
        Error Message: X08 DUPLICATE ACTIVITY-CD ALREADY ON ORDER-REC
      7. The Order Line 1 of Command Code Modifier "C" SESSION-NUMBER 1 must match Order Line 1 of Command Code Modifier "A" SESSION-NUMBER 1. Likewise, Order Line 1 of Command Code Modifier "C" SESSION-NUMBER 2 must match Order Line 1 of Command Code Modifier "A" SESSION-NUMBER 2.
        Error Message: X11 INPUT ACT CDS AND ISSUES DO NOT MATCH ORDER-REC
  B. ISSUE
    1. ISSUE number is optional. Up to three ISSUE(s) may be entered directly after an ACTIVITY-CD but before a breaker or delimiter. Can only be entered between October 1 through January 31.
      Error Message: V29 ISSUE NUM INVALID ORDER DATE NOT 10/01 THRU 01/31
    2. Must be 2 characters.
      Error Message: S02 ACTIVITY CD OR ISSUE NUMBER WRONG LENGTH
    3. If present, must be in the range;
        04 through 37
        40 through 45
        50 through 83
        90 through 94
      Error Message: V27 ISSUE NUMBER INVALID
    4. When entered the same ISSUE must not appear more than once in an NTPI Class Group.
      Error Message: V32 ISSUE CD DUPLICATED WITHIN ACTIVITY-CD-GROUP
VAR Order Lines 2 through 19
  1. Lines 2 through 19 must be entered in the following format:
    A B C D E F G
    nn,nnnn,nnnn,nnnn,nnnn,nnnn,nnnn?
    A is the Line Number with values 2 through 19. It may be entered nn or n format.
    B is the Interview Time
    C is the Number of Returns Ordered for the first NTPI Class Group for that session;
    D is the Number of Returns Ordered for the second NTPI Class Group for that session;
    E is the Number of Returns Ordered for the third NTPI Class Group for that session;
    F is the Number of Returns Ordered for the fourth NTPI Class Group for that session;
    G is the Number of Returns Ordered for the fifth NTPI Class Group for that session;
  2. There must not be less than 3 or more than 7 fields entered.
    Error Message: S01 INV NUM OF FIELDS ENTERED
  3. At least 1 line must be entered with Command Code Modifier "A" or "C" .
    Error Message: C03 NUMBER OF RETURNS REQUIRED
  4. Line Number
    a. Must be present.
      Error Message: S03 LINE NUMBER REQUIRED
    b. Must not exceed 2 characters.
      Error Message: S04 LINE NUMBER WRONG LENGTH
    c. Must be 02–19.
      Error Message: V21 LINE NUMBER INV
    d. A line number may not match any other line number.
      Error Message: C04 LINE NUMBER DUPLICATED
  5. Interview Time
    a. Must be present.
      Error Message: S05 INTERVIEW TIME REQUIRED
    b. Must not exceed 4 characters.
      Error Message: S06 INTERVIEW TIME WRONG LENGTH
    c. Must be numeric. Hours must not exceed 24, minutes must not exceed 59.
      Error Message: V22 INTERVIEW TIME INV
    d. If Command Code Modifier "A" and SESSION-NUMBER 2 THEN SCREEN INTERVIEW-TIME MUST MATCH INTERVIEW-TIME of ORDER-REC.
      Error Message: X10 INTERVIEW TIME DOES NOT MATCH ORDER-REC
      EXAMPLE: SESSION-NUMBER 1 was entered with an Order Line 2 having an INTERVIEW-TIME of 9:30. SESSION-NUMBER 2 was entered with an Order Line 2 having an INTERVIEW-TIME of 10:30. This would cause an X10 error.
    e. If Command Code Modifier "C" then Screen INTERVIEW-TIME must match INTERVIEW-TIME of ORDER-REC.
      Error Message: X10 INTERVIEW TIME DOES NOT MATCH ORDER-REC
  6. Number of Returns Ordered
    a. Must not exceed 4 characters.
      Error Message: S07 RETURNS ORDERED WRONG LENGTH
    b. Must be numeric
      Error Message: V23 RETURNS ORDERED INV
VAR Order Line 20
  1. Order line 20 must be entered in the following format:
    A  B C  D E F
    20,nnnnn,nnnnn,nnnnn,nnnnn,nnnnn?
  A is the Order Line Number with value 20.
  B is the Total Number of Returns Ordered for the first NTPI Class Group ordered that session;
  C is the Total Number of Returns Ordered for the second NTPI Class Group for that session;
  D is the Total Number of Returns Ordered for the third NTPI Class Group ordered that session;
  E is the Total Number of Returns Ordered for the fourth NTPI Class Group ordered that session;
  F is the Total Number of Returns Ordered for the fifth NTPI Class Group ordered that session;
  2. There must not be less than 2 or more than 6 fields present.
    Error Message: S01 INV NUM OF FIELDS ENTERED
  3. Must be entered with Command Code Modifier "A" or "C" .
    Error Message: C02 TOTAL LINE REQUIRED
  4. Total Number of Returns Ordered
    a. Must not exceed 5 characters.
      Error Message: S08 TOTAL RETURNS ORDERED WRONG LENGTH
    b. Must be numeric.
      Error Message: V24 TOTAL RETURNS ORDERED INV
    c. Must be left justified.
      Error Message: V25 TOTALS MUST BE LEFT JUSTIFIED
  5. The number of totals present on Order Line 20 must equal the number of NTPI Class groups present on Order Line 1.
    Error Message: S11 LN01 NTPI CLASS GRPS NOT = NUMBER OF LN20 TOTALS
         
CSORDS input: This format is used to request a display of an Area Office summary of the weekly orders.
         
Record Element Descriptions and Error Messages:
         
SCREEN LINE 1  
         
Position Description
         
1–5 Command Code CSORD
6 Command Code Modifier S
  1. Message Line must be blank.
    Error Message: C11 NO ORDER/MESSAGE ALLOWED WITH SUMMARY REQUEST.
  2. Order Lines 01 thru 20 must be blank.
    Error Message: C11 NO ORDER/MESSAGE ALLOWED WITH SUMMARY REQUEST.
7 space  
8–9 Area Office Code
  1. Must be entered.
    Error Message: V02 DO REQUIRED
  2. Must be numeric.
    Error Message: V03 DO INV
  3. Must be the Areat Office Code of the terminal if input through an Area terminal.
    Error Message: V04 AO OUT OF AREA
10 space  
11–18 Order Date
  1. Must be entered. Must be numeric. Must be valid MMDDYYYY date.
    Error message: V26 ORDER DATE INVALID
  2. Must be Friday date of week order was input.
    Error message: V28 ORDER DATE MUST BE FRIDAY DATE OF WEEK INPUT
         
After all data has been entered using CC CSORD and the XMIT key has been depressed, either the requested order will be displayed or "REQUEST COMPLETED" is displayed on screen line 24. If errors are found, generated messages are displayed on line 24.

Exhibit 4.1.6-3  (05-19-1999)
Command Code CSPIA

This image is too large to be displayed in the current screen. Please click the link to view the image.
Record Element Descriptions and Error Messages:
       
SCREEN LINE 1:  
Position Description
       
1–5 Command Code CSPIA
6 Command Code Modifier
  1. Must be A, C, D, H or L. Note: See below for information about Modifier S.
    Error Message: V01 COMMAND CD MODIFIER INVALID
  2. Inventory Indicator, Area Office Code, Post of Duty, Employee Group Code, Interview Date and Interview Day must not be present if the Command Code Modifier is "H" .
    Error Message: V19 PIA ORDER INFO NOT ALLOWED WITH HELP REQUEST
7 space  
8 Inventory Indicator
  1. Must be present.
    Error Message: V02 INVENTORY INDICATOR REQUIRED
  2. Must be "F" for Centralized Files or "S" for Centralized Storage.
    Error Message: V03 INVENTORY INDICATOR INVALID
9 space  
10–11 Area Office Code
  1. Must be entered. Error Message: V04 AO REQUIRED
  2. Must be numeric. Error Message: V05 AO INVALID
  3. Must be the Area Office Code of the terminal if input through an Area terminal.
    Error Message: V06 AO OUT OF AREA
12 space  
13–15 Post of Duty
  1. Must be entered. Error Message: V08 POD REQUIRED
  2. Must be numeric. Error Message: V09 POD INVALID
  Because the CSPIA can be used to order from either the Centralized Files (CSDB) or Centralized Storage Inventories the POD field entered must be three positions. In the case of orders from Centralized Files this would be the 3 digits CSDB-POD. In the case of orders from Centralized Storage this would be the AIMS-POD followed by a zero, i.e. AIMS-POD = 003 the POD entered on the CSPIA screen would be 0030.
16 space  
17–20 Employee Group Code
  1. Must be entered.
    Error Message: V10 EMPLOYEE GROUP CD REQUIRED
  2. Must be numeric.
    Error Message: V11 EMPLOYEE GROUP CD INVALID
  3. Must be valid for Area
    Error Message: V33 EMPLOYEE GROUP NOT VALID FOR AREA
21 space  
22–29 Interview Date
  1. Must be present.
    Error Message: V12 INTERVIEW DATE REQUIRED
  2. Must be valid MMDDYYYY date.
    Error Message: V13 INTERVIEW DATE INVALID
  3. Must not be a Federal Holiday.
    Error Message: V14 INTERVIEW DATE IS A FEDERAL HOLIDAY
  4. Must be 3 weeks in advance of the next scheduling period for Command Code Modifier "A" or "C" .
    Error Message: V18 INTERVIEW DATE MUST BE 3 WEEKS IN ADVANCE
30 space  
31–33 Interview Day
  1. Must be present.
    Error Message: V15 INTERVIEW DAY REQUIRED
  2. Must be MON, TUE, WED, THU or FRI.
    Error Message: V16 INTERVIEW DAY INVALID
  3. The Interview date must correspond to the same day of the week as Interview day.
    Error Message: V17 INTERVIEW DATE AND DAY INCONSISTENT
34 space  
35–38 From Employee Group Code
  1. Must be entered.
    Error Message: V31 FROM EMPLOYEE GROUP CD REQUIRED
  When the inventory indicator is "F" 2050 will Automatically be displayed. When indicator is "S" a valid employee group code must be entered.
  Valid codes — 1066, 1067, 1086 and 2066.
  2. Must be numeric. Error Message: V32 FROM EMPLOYEE GROUP CD INVALID
       
SCREEN LINE 2:  
Position Description
       
1–80 Message Line
  1. Message is optional.
  2. No breakers (,) or delimiters (2) may be present.
    Error Message: S09 INVALID ENTRY IN ORDER MSG LINE
  3. Must not be more than 80 characters long. To delete a message, enter a "D" only in the first position.
    Error Message: S10 MESSAGE HAS INVALID LENGTH
  4. When entered with Command Code Modifier "A" or "C" , the entered message overlays the previous message on file.
     
SCREEN LINE 3–23:  
Position Description
       
VAR Order Lines  
  1. If the Command Code Modifier is "D" then no order lines may be present. Message line must be "D" only or blank.
    Error Message: C06 PIA ORDER INFO NOT ALLOWED WITH DELETE REQUEST
      C09 MESSAGE INFO NOT ALLOWED WITH DELETE REQUEST
  2. If the Command Code Modifier is "L" then no message line or order lines may be present.
    Error Message: C07 PIA ORDER INFO NOT ALLOWED WITH LIST REQUEST C10 MESSAGE INFO NOT ALLOWED WITH LIST REQUEST
  3. If the Command Code Modifier is "S" then no order line or message line may be present.
    Error Message: C11 NO PIA ORDER/MESSAGE ALLOWED WITH SUMMARY REQUEST
  4. If the Command Code Modifier is "H" then no order lines or message line may be present.
    Error Message: C08 PIA ORDER INFO NOT ALLOWED WITH HELP REQUEST
       
SCREEN LINE 3–23:  
Position Description
       
VAR Order Line 1
  1. Order line 1 must be entered in the following format:
    A B1 B2 B3 C1 C2 C3 D1 D2 D3
    01,nnnnxxzzz,nnnnxxzzz,nnnnxxzzz,etc?
  A is the line number which may be entered as "1" or "01"
  B is the first PIA-MFT-GRP
    B1 is the PIA CODE; B2 is the MFT;
    B3 is the PIA ACTIVITY CODE;
  C is the second PIA-MFT-GRP
    C1 is the PIA CODE; C2 is the MFT;
    C3 is the PIA ACTIVITY CODE;
  D is the third PIA-MFT-GRP
    D1 is the PIA CODE; D2 is the MFT;
    D3 is the PIA ACTIVITY CODE, etc.
PIA-MFT-GRP a. Must be nine characters.
    Error Message: S02 PIA, MFT OR PIA ACTIVITY CODE WRONG LENGTH
  b. Must not be entered more than once.
    Error Message: V22 PIA MET GROUP DUPLICATED
  c. PIA CODE must be numeric.
    Error Message: V20 PIA CODE INVALID
    Inventory indicator is "S" and MFT is not 02, 06, 30.
    Error Message: V21 MFT INVALID
    Inventory indicator is "F" and MFT not 30.
    Error Message: V21 MET INVALID
    PIA ACTIVITY CODE must be numeric.
    Valid activity codes for Centralized Storage Inventory
    MFT 02 202, 203, 209, 213–225 (odd numbers) 224, 241, 259, 263, 265, 287–290
    MFT06  480–483
    MFT30  530–539
    Valid activity codes for Centralized Files Inventory
    MFT 30  535–539, 631–634
    Error Message: V30 PIA ACTIVITY CODE INVALID
  2. Up to seven PIA MET Groups may be entered.
    Error Message: S01 INVALID NUMBER OF FIELDS ENTERED
  3. Must be entered with Command Code Modifier "A" or "C" .
    Error Message: C01 PIA ORDER LINE 01 REQUIRED
  4. Must not be entered more than once.
    Error Message: C04 LINE NUMBER DUPLICATED
Record Element Descriptions and Error Messages:
       
SCREEN LINE 3–23:
Position Description
       
VAR Order Lines 2 through 19
  1. Lines 2 through 19 must be entered in the following format:
    A B  C  D  E
    nn,nnnn,nnnnn,nnnnn,nnnnn,etc?
    A is the Line Number and may be entered nn or n
    B is the Interview Time
    C is the PIA order amount for the first PIA MFT Group;
    D is the PIA order amount for the second PIA MFT Group;
    E is the PIA order amount for the third PIA MFT Group, etc.
  2. There must not be less than 3 or more than 9 fields entered.
    Error Message: S01 INVALID NUMBER OF FIELDS ENTERED
  3. Must be entered with Command Code Modifier "A" or "C" .
    Error Message: C03 PIA ORDER AMOUNT REQUIRED
  4. Line Number
    a. Must be present.
      Error Message: S03 LINE NUMBER REQUIRED
    b. Must not exceed 2 characters.
      Error Message: S04 LINE NUMBER WRONG LENGTH
    c. Centralized Files Inventory can have up to 18 line numbers which must be 02–19. Centralized Storage can have only one line number which must be 02.
      Error Message: V23 LINE NUMBER INVALID
    d. A line number may not match any other line number.
      Error Message: C04 LINE NUMBER DUPLICATED
  5. Interview Time
    a. Must be present.
      Error Message: S05 INTERVIEW TIME REQUIRED
    b. Must not exceed 4 characters.
      Error Message: S06 INTERVIEW TIME WRONG LENGTH
    c. Must be numeric. Hours must not exceed 24, minutes must not exceed 59.
      Error Message: V24 INTERVIEW TIME INVALID
  6. PIA order amount
    a. Must not exceed 4 characters.
      Error Message: S07 RETURNS ORDERED WRONG LENGTH
    b. Must be numeric
      Error Message: V25 RETURNS ORDERED INVALID
       
VAR Order Line 20
  1. Order line 20 must be entered in the following format:
    A  B  C  D
    20,nnnnn,nnnnn,nnnnn.etc?
    A is the line number
    B is the Total Number of Returns ordered for the first PIA MFT Group;
    C is the Total Number of Returns ordered for the second PTA MFT Group;
    D is the Total Number of Returns ordered for the third PIA MFT Group, etc.
  2. There must not be less than 2 or more than 8 fields present.
    Error Message: S01 INVALID NUMBER OF FIELDS ENTERED
  3. Must be entered with Command Code Modifier "A" or "C" .
    Error Message: C02 PTA TOTAL LINE REQUIRED
  4. Total Number of Returns Ordered
    a. Must not exceed 5 characters.
      Error Message: S08 TOTAL RETURNS ORDERED WRONG LENGTH
    b. Must be numeric.
      Error Message: V26 TOTAL PIA RETURNS ORDERED INVALID
    c. Must be left justified.
      Error Message: V27 TOTALS MUST BE LEFT JUSTIFIED
  5. The number of totals present on Order Line 20 must equal the number of PIA-MFT-GRPs present on Order Line 1.
    Error Message: S11 NUMBER OF PIA-MFT-GRPS NOT NUMBER OF LN20 TOTALS
CSPIAS input: This format is used to request a display of a District Office summary of the weekly orders.
     
Record Element Descriptions and Error Messages:
     
SCREEN LINE 1:
Position Description
     
1–5 Command Code CSPIA
6 Command Code Modifier S
7 space
8 Inventory Indicator
  1. Must be entered.
    Error Message: V02 INVENTORY INDICATOR REQUIRED
  2. Must be "F" for Centralized Files or "S" for Centralized Storage.
    Error Message: V03 INVENTORY INDICATOR INVALID
9 space
10–11 Area Office Code
  1. Must be entered.
    Error Message: V04 AO REQUIRED
  2. Must be numeric.
    Error Message: V05 AO INVALID
  3. Must be the Area Office Code of the terminal if input through a Area terminal.
    Error Message: V06 AO OUT OF AREA
12 space
13–20 Order Date
  1. Must be entered. Must be numeric.
    Error Message: V28 PIA ORDER DATE INVALID
  2. Must be Friday date of week order was input.
    Error Message: V29 ORDER DATE MUST BE FRIDAY DATE OF WEEK INPUT
  3. Must be valid format MMDDYYYY date.
     
After all data has been entered using CC CSPIA and the XMIT key has been depressed, either the requested order will be displayed or "REQUEST COMPLETED" is displayed on screen line 24. If errors are found, generated messages are displayed on line 24.

Exhibit 4.1.6-4  (05-19-1999)
Command Code CSPOD

This image is too large to be displayed in the current screen. Please click the link to view the image.
Record Element Descriptions and Error Messages:
     
SCREEN LINE 1:
     
Position Description
     
1–5 Command Code CSPOD
6 Command Code Modifier
  1. Must be A, C, D, or L
    Error Message: V05 COMMAND CD MODIFIER INV
7 space
8–9 Area Office Code
  1. Must be entered.
    Error Message. V01 AO REQUIRED
  2. Must be numeric.
    Error Message: V02 AO INV
  3. Must be the Area Office Code of the terminal if input through an Area terminal.
    Error Message: V03 AO OUT OF AREA
10 space
11–13 Post of Duty
  1. Must be entered.
    Error Message: V06 POD REQUIRED
  2. Must be numeric.
    Error Message: V07 POD INV
14 space
15–18 Employee Group Code
  1. Must be entered.
    Error Message: V08 EMPLOYEE GROUP CD REQUIRED
  2. Must be numeric.
    Error Message: V09 EMPLOYEE GROUP CD INV
  3. Must be valid for area.
    Error Message: V10 EMPLOYEE GROUP NOT VALID FOR AREA
     
SCREEN LINE 2–9:
     
Position Description
     
VAR Appointment Information Lines
  1. If the Command Code Modifier is "D" , then no Appointment Information Lines may be present.
    Error Message: V21 APPOINTMENT INFO NOT ALLOWED WITH DELETE REQUEST
     
SCREEN LINE 2:
1–25 Appointment Address Line 1
  1. Must be entered with Command Code Modifier "A" or "C" .
    Error Message: V11 ADDRESS LINE 1 REQUIRED
     
SCREEN LINE 3:
1–25 Appointment Address Line 2
  1. Must be entered with Command Code Modifier "A" or "C" .
    Error Message: V12 ADDRESS LINE 2 REQUIRED
     
SCREEN LINE 4:
1–30 Appointment Address Line 3
  1. Must be entered with Command Code Modifier "A" or "C" .
    Error Message: V13 ADDRESS LINE 3 REQUIRED
  2. The ZIP Code has been expanded to 12 characters. The format is NNNNN-NNNN NNN
     
SCREEN LINE 5:
1–20 Appointment Room Number
  1. Must be entered with Command Code Modifier "A" or "C" .
    Error Message: V14 ROOM NUMBER REQUIRED
     
SCREEN LINE 6:
1–25 Contact Phone Number
  1. Must be entered with Command Code Modifier "A" or "C" .
    Error Message: V15 PHONE NUMBER REQUIRED
     
Position Description
     
SCREEN LINE 7:
1–24 Appointment Clerk
  1. Must be entered with Command Code Modifier "A" or "C" .
    Error Message: V16 APPOINTMENT CLERK REQUIRED
     
SCREEN LINE 8:
1 Tax Law Clinic Code
  1. Must be entered with Command Code Modifier "A" or "C" .
    Error Message: V17 TAX LAW CLINIC CD REQUIRED
  2. If entered, must be Y or N.
    Error Message: V18 TAX LAW CLINIC CD INV
     
SCREEN LINE 9:
1 Call Back Code
  1. Must be entered with Command Code Modifier "A" or "C" .
    Error Message: V19 CALL BACK CD REQUIRED
  2. If entered, must be Y or N.
    Error Message: V20 CALL BACK CD INV
     
SCREEN LINE 10–12:
VAR Return Address Information (optional)
  1. If Return Address Line 1 is blank, this area will be filled with the Appointment Address information from Screen Lines 2, 3, and 4
     
SCREEN LINE 10:
1–25 Return Address Line 1 (optional)
  1. If entered Command Code Modifier must be "A" or "C" .
  2. If blank, will be filled with Appointment Address line 1.
     
SCREEN LINE 11:
1–25 Return Address Line 2 (optional)
  1. If entered, Command Code Modifier must be "A" or "C" .
  2. Must be present if Return Address Line 1 is entered.
    Error Message: V22 RETURN ADDRESS LINE 2 REQUIRED.
  3. If blank, will be filled with Appointment Address Line 2.
     
SCREEN LINE 12:
1–30 Return Address Line 3 (optional)
  1. If entered, Command Code Modifier must be "A" or "C" .
  2. Must be present if Return Address Line 1 is entered.
  3. The ZIP Code has been expanded to 12 characters. The format is NNNNN-NNNN NNN.
  4. If blank, will be filled with Appointment Address Line 3.
     
After all data has been entered and the XMIT key has been depressed, either the requested POD information will be displayed or "REQUEST COMPLETED" is displayed on screen line 24. If errors are found, generated messages are displayed.

Exhibit 4.1.6-5  (05-19-1999)
Command Code CSZIP

This image is too large to be displayed in the current screen. Please click the link to view the image.
Record Element Descriptions and Error Messages:
     
SCREEN LINE 1:
     
Position Description
     
1–5 Command Code CSZlP
6 Command Code Modifier
  1. Must be blank or H.
    Error Message: V01 COMMAND CD MODIFIER INVALID
  2. Area Office Code and Post of Duty must not be present if the Command Code Modifier is "H" .
    Error Message: V08 ZIP INFO NOT ALLOWED WITH HELP REQUEST
  3. If Command Code Modifier is blank, then ZIP ITEM must be present.
    Error Message: C01 ZIP ITEM REQUIRED
7 space
8–9 Area Office Code
  1. Must be entered.
    Error Message: V02 DO REQUIRED
  2. Must be numeric.
    Error Message: V03 AO INVALID
  3. Must be the Area Office Code of the terminal if input through a Area terminal.
    Error Message: V04 AO OUT OF AREA
10 space
11–12 Post of Duty
  1. Must be entered.
    Error Message: V06 POD REQUIRED
  2. Must be numeric.
    Error Message: V07 POD INVALID
     
SCREEN LINE 2–23:
     
Position Description
     
VAR ZIP Items
  1. If the Command Code Modifier is H, then no ZIP items may be present.
    Error Message: C04 ZIP INFO NOT ALLOWED WITH HELP REQUEST
  2. Each ZIP item must be entered in the following format:
    A B C D
    a,nnnnn,n,n?
    A is the action code
    B is the ZIP code
    C is the early schedule code
    D is the call in site code
  3. There must not be less than 2 or more than 4 fields entered.
    Error Message: V09 IN VALID NUM OF FIELDS ENTERED
  4. There must be not more than 20 ZIP items present.
    Error Message: V18 TOO MANY ZIP ITEMS ENTERED
  5. For each ZIP ITEM, if action code= A, then a matching ZIP rec must not be found in ZIP file.
    Error Message: X01 ZIP INFO ALREADY ON FILE
  6. For each ZIP ITEM, if action code=C or D, than a matching ZIP rec must be found in ZIP file.
    Error Message: X02 ZIP INFO NOT ON FILE
VAR Action Code
  1. Must be present.
    Error Message: V10 ACTION CD REQUIRED
  2. Must be A, C, D, or L.
    Error Message: V11 ACTION CD INVALID
  3. If action code is A or C, then early schedule code and call in site must be present.
    Error Message: V16 SCHEDULE IND AND CALL SITE REQUIRED WITH A OR C
  4. If action code is D, then early schedule code and call in site must not be present.
    Error Message: V17 SCHEDULE IND AND CALL SITE NOT ALLOWED WITH D
  5. There cannot be ZIP ITEMS present with Action Code A, C, or D as well as with Action Code L.
    Error Message: C02 CANNOT MIX DISPLAY AND UPDATE ACTIONS
VAR ZIP Code
  1. Must be present.
    Error Message: V12 ZIP CD REQUIRED
  2. Must be 5 numeric characters.
    Error Message: V13 ZIP CD INVALID
  3. The ZIP code of a ZIP ITEM matches the ZIP code of any other ZIP ITEM.
    Error Message: C03 ZIP CD DUPLICATED
VAR Early Schedule Code
  1. If present, must be 0 or 1.
    Error Message: V14 SCHEDULE IND IN VALID
VAR Call In Site Code
  1. If present, must be 0–6.
    Error Message: V15 CALL SITE INVALID
 
 

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