[ 13.1.1 - Identify Batches & Pull Error Documents ][ 13.1.2 - Identify Accts Examiners Errors ][ 13.1.3 - Prepare Correction Batches ]

The purpose of this procedure is to be sure tax documents are correctly keyed and microfilmed to the Transaction Log.

Various jobs and batches are received every morning from Output Control. Batches will have a "Transactions Control Group Route Sheet" on the top. The Document Locator Number (DLN) will be machine printed across the top of every page.

Put the batches into numerical sequence by DLN and log into the record book located in the Status Mail Unit. The errors are categorized and described in two reports. These are explained in the directions that follow.

1. There are three copies of this job. Keep one for future reference, one to write on and one is extra. Within this job are two error reports.

2. On the Itemized Discrepancy List look at the DLN's and identify the batches containing errors. The first five digits are the batch number. The last three are the document numbers within that batch. The DLN's starting with 99999 will not have batches to pull from. These errors are relating to new accounts and what was keyed by the Accounts Examiners.
   
   
3. Pull those documents that are in error out of the batches. Send the batches to the designated unit as explained at the bottom of the Transaction Control Group Route Sheet. These error documents will be corrected by Preparing Correction Batches. Directions follow.

1. This job contains the DLN Sheets that show what was actually keyed by the Accounts Examiners and which Accounts Examiner is responsible for the error.
   
   
2. There are two copies of this job. Give one to the Status Determinations Support Unit and keep one to match with the errors. The DLN Sheets are produced only for liable, active and reopen accounts (DLN's 99999-002-005).
   
   
3. Pull the DLN Sheets that correspond to the accounts having a DLN of 99999-002-005 listed on the Itemized Discrepancy List.
   
   
4. Pull the error sheets from the Status Transaction Error Report that correspond to the errors listed on the Itemized Discrepancy List. If an account has a predecessor or successor, there may be more than one error sheet.
   
   
5. Match and paper clip the DLN sheets and error documents with the Status Transaction Error Report.
   
   
6. Identify the Accounts Examiner responsible for the error.
   
   If the error is a Field Accounts Examiner's; annotate the AE number, name and tax area on the Status Transaction Error Report and give the DLN sheets with the Status Transaction Error Report attached to the Field Tax Operations Unit. They will determine the error and contact the field to correct it.
   
   If the error is an in-house Accounts Examiner's, determine the error by looking at the Status Transaction Error Report, then write the error on the DLN sheet and return it to the Accounts Examiner. They will correct their own errors.
   
   
7. Document the in-house Accounts Examiners errors. List the account number, accounts examiner number, date and type of error. Every Thursday and the last day of the month turn the data in to the Status Assistant Manager.

In each file (DCF & VDE) of the Itemized Discrepancy List, there are five columns of information about the documents in error

DLN	The last three digits will describe the type of document. i.e.: 001 - field new accounts        002 - closes        003 - rates        004 - address changes        005 - liable active and reopen accounts
EID	Is the Employer Identification Number or Account Number
DOC-TYPE	Describes the type of document. (i.e.: Status Report, C-10 Action etc.)
DOC-ID	This is the code for the section of the document (field) that is in error.
ERR-CD	Describes the type of error. These codes are described at the bottom of each page of the report. Recycle codes pertain only to the VDE File. These are also listed at the bottom of the Itemized Discrepancy List.
There is a 1:30 p.m. deadline to prepare and deliver correction batches.

There are two types of correction batches:

1. One type of correction batch is documents which are new transactions, (i.e.: setting up new accounts, reopening accounts, or amending accounts). These are prepared by Accounts Examiners on C-10 documents. They are batched and dated for the next day and sent to the MICROGRAPHICS UNIT. Use a Priority Corrections Batch Sheet.
   
   
2. The second type of correction batch is the documents with errors from the Itemized Discrepancy List. These are corrected by various deletions on either the VDE or DCF Daily Run Corrections Sheet.

The deletions on the VDE/DCF Daily Run Corrections Sheet depend upon the ERR-CD's and Recycle codes.

1. If an account has an error code of "I", there is nothing to be done. This is something relating to the computer system and will clear itself the next day.
   
   
2. If an account has an error code of "U", and is listed in both files (DCF and VDE), delete the account in both files using the Daily Run Correction Sheet and send the document back to be re-entered.
   
   In order to have the document re-entered, put a symbol (x) in the upper right corner of the document. This symbol means to "add" the document back in.
   
   
3. If a recycle code "D" is listed for the account, the computer will automatically delete the VDE file. Delete the DCF file ONLY on the Daily Run Correction Sheet and send the document back as an "add".
   
   There are two exceptions:
   
   If the document is a Power of Attorney (POA), delete the DCF file and give the document to the designated individual.
   
   If the document is a C-10 Document, correct the error on the actual C-10. Do not delete the DCF file but send the C-10 document back as an (xVDE)
   
   
4. List the appropriate deletions on the Daily Run Corrections Sheet. There is one sheet for each file, the DCF and VDE. Some accounts will be deleted on both files depending on the type of error as described above.
   
   
5. Batch the Daily Run Correction Sheets together with the documents having x and xVDE written on them, and send them directly to the OUTPUT CONTROL UNIT skipping the MICROGRAPHICS UNIT. Use a Priority Corrections Batch Sheet.
   
   
6. If there is a problem with the computer program correcting the errors, contact the designated analyst.
   
   
7. Deliver the Priority Corrections Batch Sheets to Micrographics and Output Control before 1:30 p.m.