2.11.1  IDRS Correspondence (Cont. 1)

2.11.1.4 
CTS Background

2.11.1.4.6  (01-01-2008)
Text Editor Commands

  1. In order to input, review, or revise a letter the text editor must be called to place you in an edit mode. Once in edit mode, text editor commands may be used to make changes to a letter. A summary of edit commands appears in See Exhibit 2.11.1-9. They may be input in any order. Each command or text line must be preceded by an SOE symbol and the XMIT key must be pressed when the cursor is at the end of the line. The commands are explained more completely in the TEXT EDITOR MANUAL published by UNISYS. The input formats for the FILL-IN-LINE, LETTER-HEADER-LINE, and NARRATIVE LINE appear in Exhibits 2.11.1–6 through 2.11.1–8 ( See Exhibit 2.11.1-6. The Start Positions for the elements to be input are relative to the SOE if in input mode or to the last character of the text editor command if in update mode. Validity requirements for elements to be input are explained in ( See IRM 2.11.1.3.)

  2. To call the Text editor to place you in an edit mode use the Executive Control Language (ECL) command @ED followed by a comma then the appropriate edit options. The options are:

    1. "I" — Input mode.

    2. "Q" — ASCII character representation. This should be used with the "I" or "U" options.

    3. "R" — Review mode.

    4. "U" — Update mode.

  3. If a letter is to a revised, it is only necessary to update those lines which require changes. See IRM 2.11.1.4. for instructions to insert blank lines or change. See the TAB character. To call text editor to revise a letter that has been retrieved by Program CRX5[slash0] at TCC or by Program CRX5A at a Service Center, use the ECL command @ED with the "U" and "Q" options. The format is as follows:

    1. Type @ED, QU CTWF. then press XMIT.

    2. The "U" option will place you in update mode. Once in update mode, the letter may be revised using the text editor commands. ( See Exhibit 2.11.1-19.)

  4. If a new letter is to be input, the LETTER-HEADER-LINE, and all NARRATIVE-LINES and FILL-IN-LINES must be input. The LETTER-LINE-NUM is optional input for all NARRATIVE-LINEs and FILL-IN-LINEs. If input all LETTER-LINE-NUMs must be in ascending sequence. The FILL-IN-NUM must be input for all FILL-INs and must be in ascending sequence. All lines which are part of a SELECTIVE-PARAGRAPH must include a SELECTIVE-PARA-CD and all SELECTIVE-PARA-CDs must be in ascending sequence. See IRM 2.11.1.4.2.for instructions to insert blank lines or change the TAB character.

    Note:

    This will wipe out ant data that is on the CTWF at the time you input the command.

  5. To call the text editor to begin input of an entirely new letter, use the ECL command @ED with the "I" and "Q" options. The format is as follows:

    1. Type @ED,IQ CTWF. then press XMIT.

    2. Editor is ready to accept input.

  6. To call the text editor to review a letter that has been either retrieved or input, use the ECL command @ED with the "R" option. The format is as follows: — @ED,R CTWF. The "R" option will place you in review mode. No changes can be made in this mode. If you wish to make changes, type "UP" and press XMIT. This will put you in edit update mode. (See #3 above.)

2.11.1.4.7  (01-01-2000)
Logging Off the Terminal

  1. Do not log off when in edit mode or during execution of one of the CRX programs. To get out of CTS mode, type XCTS and press XMIT. To terminate Text Editor, type EXIT and press XMIT. If a program is executing, wait until an SOE has returned to the screen — do not type one in yourself.

  2. To log off the terminal, type @FREEM,T then press XMIT.

  3. Do not walk away from the terminal for more than a few minutes while logged on — the system will log you off if it receives no input within a specified time interval. (It will display TIMEOUT WARNING before logging you off.) This could cause significant loss of your input.

    1. If you are in CTS, SAVE or REP your work, then exit CTS, XCTS, then use the ECL command @HOLD to make the terminal wait for up to ten minutes.

    2. If in the Text Editor, use the "wait" command for a specific number of seconds.

    3. If you are not in either editing mode, use the @HOLD command directly. This command allows ten minutes to elapse without further input. When you return to the terminal, press XMIT to release the hold.

    4. If you are leaving the room, always log off with the @FREEM,T command. This will prevent unauthorized use of the terminal in your absence.

2.11.1.5  (01-01-2008)
Special TCC Processing

  1. FORM-LETTERs — Letters are created, revised, and deleted using a demand terminal (UNISYS 6800) at TCC. IPF/CTS should be used to make corrections and/or revisions to the letter on the CTWF. It can also be used to review the letter error file and the CARF. Three programs are provided to retrieve, validate, and/or delete letters on the MMLF:

    • CRX5[slash0] is used to retrieve a letter from the MMLF and store it on the CTWF for revisions. It can also retrieve a FORM-WITH-CHNG-INDICATORS from the CQRF to enable review of the new or revised letter. See IRM 2.11.1.5.1.

    • Program CRX51 is used to validate a letter after it has been created or revised. Any errors are written to a file which can be reviewed using CTS. If there are no errors, the program renumbers letter lines and fill-ins, sets change indicators, and stores the letter on the CQRF. See IRM 2.11.1.5.2.

    • Program CRX52 is used to input CRRSPNDX-ACTION-RECORDs to indicate the letters which have been reviewed and are ready to be placed (replaced) on the MMLF. These records are stored on the CARE and are used to create the FORM-LETTER-LIST-TCC at the end of each update cycle. This program can also be used to delete obsolete letters from the MMLF.

2.11.1.5.1  (01-01-2008)
Retrieving FORM-LETTERS from Correspondex Files

  1. To retrieve an existing letter, use Program CRX5[slash0]. This requires three lines of input in the following format:

    1. @XQT C.CRX5[slash0]

    2. nnnnaa — the FORM-LETTER-NUM to be retrieved.

    3. "M" or "Q" — file from which the letter will be retrieved. "M" is MMLF, "Q" is CQRF.

      Note:

      Program CRX5[slash0] will prompt the user for elements (b) and (c).

  2. If the letter is successfully retrieved, the terminal response is: RECORD WAS RETRIEVED FROM FILE. A copy of the letter will be stored on the CTWF where it can be changed or reviewed using the text editor. Otherwise, error messages will appear on the screen. ( See Exhibit 2.11.1-4. for a list of possible error messages.) Check the input syntax and FORM-LETTER-NUM used and re-enter both lines of input (as prompted by the program).

2.11.1.5.2  (01-01-2008)
Validating Letter Input

  1. Program CRX51 is used to validate a FORM-LETTER-TCC that has been edited and is on the CTWF. The command format is — @XQT C.CRX51

  2. If there are no errors, the terminal response is: RECORD WAS ADDED TO THE CQRF. This means that the letter on the CTWF is valid and has been added to the CQRF as a FORM-WITH-CHNG-INDICATORS. If this is a correction of a letter already on the CQRF, the message displayed is: RECORD WAS REPLACED ON CQRF. This program renumbers all LETTER-LINE-NUMs and FILL-IN-NUMs and sets change indicators for all fields that have been added or changed.

  3. If the letter contains errors, the terminal response is: LETTER CONTAINS ERRORS. SEE ERROR FILE. The user should then review the error file to display the error messages. ( See Exhibit 2.11.1-4. for a list of error messages.) The commands to review the error file are:

    CTS Text Editor
    @CTS @ED,R CRX-ERRORS
    OLD CRX-ERRORS P!
    P ALL  

  4. When the errors have been reviewed, get out of CTS by typing "XCTS" or terminate editor by typing EXIT and press XMIT. Then return to the CTWF to correct the errors noted on the CRX-ERRORS file. Re-execute CRX51 to validate your changes. It may be necessary to execute Program CRX51 several times before all errors have been corrected.

2.11.1.5.3  (01-01-2000)
Correspondex Action Records

  1. Program CRX52 is used to input CRRSPNDX-ACTION-RECORDS. It is used after letters that have been added or revised and placed on the CQRF (by CRX51) have been reviewed for correctness. It is also used to delete obsolete FORM LETTERs. This program requires three lines of input in the following format:

    1. @XQT C.CRX52

    2. nnnnaa — the FORM-LETTER-NUM.

    3. x — is the action.

      ENTER ACTION
      A ADD a form letter
      D DELETE a form letter
      R REPLACE a form letter

      Note:

      Enter "E" or "@EOF" to terminate the program.

  2. If the message "ACTION RECORD WAS ADDED TO FILE" is displayed, all necessary files were successfully accessed and additional action records may be input. If this message is not displayed, correct the error indicated and re-enter the action record. If a FORM-LETTER was deleted from the NMLF and could not be added to the CQRF, the program will attempt to rewrite the FORM-LETTER to the NMLF. If additional error messages indicate that the FORM-LETTER could not be rewritten, contact the Computer Systems Analysts to check the NMLF. You may input more than one FORM-LETTER-NUM and action to Program CRX52. Press XMIT after each input line and wait for CRX52 to respond before typing the next line. Type only one FORM-LETTER-NUM and action per line. After you have input the last FORM-LETTER-NUM and action and a message has returned, type @EOF after the SOE symbol and press XMIT.

  3. Do not input more than one action for the same FORM-LETTER-NUM during any one update cycle.

2.11.1.5.4  (01-01-2000)
Updating OMB Clearance Records

  1. Use the text editor to input OMB-UPDATE-RECs. These are used to update OMB-CLEARANCE-NUMBER-RECORDs both at TCC and at the Service Centers. ( See Exhibit 2.11.1-9. for the input format.)

    1. @CTS  or @ED,U CX-OMB-INPUT.

    2. OLD CX-OMB-INPUT.

    3. Then, if you're using Text Editor, type CASE UPPER and press XMIT to enable lower case type to be treated as upper case.

    4. Each record is input on a separate line. If you're in Text Editor, first press XMIT to go into input mode.

    5. The format for each line is: OMxx[slashb][slashb]C[slashb]affffffffnnnnnnnndddddddd

      ENTER DEFINITION
      OM Required
      xx Alpha (upper or lower case) or numeric (01–99) OMB code
      2 spaces Required
      C Required
      1 space Required
      a ACTION CODE "A" , "D" , "R" ; ADD, DELETE or REPLACE
      ffffffff FEDERAL TAX FORM NUMBER
      nnnnnnnn OMB CLEARANCE NUMBER
      dddddddd Optional OMB EXPIRATION DATE in MMDDCCYY format

    6. Blank spaces at the end of the input record do not have to be keyed in at the terminal.

    7. Press XMIT after each line of input.

    8. Review your work. Text Editor users should press XMIT again to go into edit mode to review and correct data.

    9. When all records have been input, type REP CX-OMB-INPUT . to save your work, (XMIT), then XCTS, (XMIT), to get out of CTS. Text Editor users type EXIT and press XMIT to terminate the text editor.

2.11.1.5.5  (01-01-2000)
Monthly TCC Updates

  1. Run descriptions for TCC Correspondex update batch programs are listed below. These programs must be run in the following order to produce the monthly Correspondex updates.

    1. Interactive tasks CRX5[slash0], CRX51, and CRX52 are used to input all necessary FORM-LETTER changes. CTS should be used to input any OMB-CLEARANCE-NUMBER-RECORD updates.

    2. Program CRX53 — When all action records for a given update cycle have been input, schedule Program CRX53 to produce the FORM-LETTER-LIST-TCC. Program CRX53 also produces the FORM-LETTER-EXHIBITs-TCC for all added and revised letters. It also moves these letters from the CQRF to the MMLF. Copies of the FORM-LETTER-LIST-TCC and FORM-LETTER-EXHIBITs-TCC should be mailed to the Service Centers as soon as possible to notify the letter technicians of the changes on the FORM-LETTERs-TCC.

    3. Program CRX54E — After the MMLF has been updated, Program CRX54E reformats the MMLF and creates the disc file NATIONAL-MASTER-LETTER-FILE [CRX5411]. (Run CRX54F will produce a copies for each service center.) CRX5412 is another file produced from this run. This file will contain the CES SPECIAL CHARACTERS and CES MESSAGES used by the CORRESPONDEX EXPERT SYSTEM. Program CRX54E also produces the OMB-EXPIRATION-LIST-TCC. This should be reviewed and the responsible analyst contacted if there are letters whose OMB-EXPIRATION-DT is within 6 months of expiration.

    4. Program CRX55 — Scheduled on an as-needed basis, this program will update the OMB-CLEARANCE-NUMBER-FILE with any changes to the clearance information of Federal Tax Forms. It produces the OMB-CLEARANCE-UPDATE-FILE, which is used at the centers to update the OMB information on the CNLF. (Run CRX55C will produce a copy of this file for each service center.) All adds, deletes, and revisions are listed on the OMB-CLEARANCE-UPDATE-REPORT.

    5. Program CRX66 — the last program in the monthly update cycle, it initializes the CARF, CQRF, and the CX-OMB-INPUT files for the next month's updates. Since all prior updates are erased from the files, it is important to ensure that the previous programs in the update cycle have been completed successfully.

2.11.1.5.6  (01-01-2000)
TCC Utility Programs

  1. Run descriptions for Correspondex utility batch programs are listed below.

    1. Program CRX6[slash0] — will format and print a FORM-LETTER-EXHIBIT-TCC for every FORM-LETTER on the MSC-MASTER-LETTER-DISC.

    2. Program CRX67E — will reconstruct the MMLF from the MSC-MASTER-LETTER-DISC. It can be used if the MMLF is lost or damaged. Run Controls and a list of all FORM-LETTERs which could not be added to the MMLF will be printed at the end of the job.

2.11.1.5.7  (01-01-2000)
TCC Quarterly Statistical Reports

  1. Run CRX70 — Within two weeks following the end of the calendar quarter, each service center will send a tape copy of file CRX0312 to the TCC Tape Library. (Use Run CRX[slash0]3Q to produce the tape copy.) This TCC production run extracts the current QUARTER-N-CUM for each national and local letter from each service center tape and computes the national volume for each letter. Three statistical reports are generated. C-LETTER-LIST and L-LETTER-LIST display the usage statistics for national letters and local letters, respectively. For each letter, they show the QUARTER-N-CUM for each service center, as well as the quarterly national volume (NAT-VOL) and the year-to-date volume (YTD-VOL). LOW-USAGE-LIST isolates those C-LETTERS with a YTD-VOL of 50 or less. In addition, two recirculating tape files are generated to carry statistics from one quarter to the next. Copies of the reports will be distributed by the TCC Correspondex Unit.

2.11.1.6  (01-01-2008)
Special Service Center Processing

  1. FORM-LETTERs-SC can be created, revised, and deleted at the service centers using a demand terminal (UNISYS 2200/4800). CTS should be used to make corrections and/or revisions to the letter on the CTWF, as well as review the letter error file (Program CRX5B) and the CARF. Also, the CX-CNLF-UPDT file (CRX6920) can be updated with changes to the CNLF using CTS. Three programs are provided to retrieve, validate and/or delete letters on the NMLF and SMLF:

    • Program CRX5A is used to retrieve a letter from the NMLF or SMLF and store it on the CTWF for revisions. It can also retrieve a FORM-WITH-CHNG-INDICATORS from the CQRF to enable review of the new or revised letter. See IRM 2.11.1.6.1.

    • Program CRX5B is used to validate a letter after it has been created or revised. Any errors are written to a file which can be reviewed using CTS. If there are no errors, the program renumbers letter lines and fill-ins, sets change indicators, and stores the letter on the CQRF. See IRM 2.11.1.6.2.

    • Program CRX5C is used to input CRRSPNDX-ACTION-RECORDs to indicate the letters which have been reviewed and are ready to be placed on the SMLF or NMLF. The CRRSPNDX-ACTION-RECORDs are stored on the CARF and are used to create the FORM-LETTER-LIST-SC at the end of each update cycle. The program also allows obsolete letters to be deleted from the SMLF.

2.11.1.6.1  (01-01-2000)
Retrieving FORM-LETTERS from Correspondex Files

  1. To retrieve an existing letter, use Program CRX5A. This requires three lines of input in the following format:

    1. @XQT C.CRX5A

    2. nnnnaa — the FORM-LETTER-NUM to be retrieved.

    3. f — the file from which the letter will be retrieved.

      ENTER THEN
      "N" — the letter will be retrieved by the NMLF.
      "Q" — the letter will be retrieved from the CQRF. This will allow a new or revised letter to be reviewed and corrected.
      "S" — the letter will be retrieved from the SMLF.

      Note:

      Program CRX5A will prompt the user for elements (b) and (c).

  2. If the letter is successfully retrieved, the terminal response is: RECORD WAS RETRIEVED FROM FILE. A copy of the letter is stored on the CTWF, where it can be changed or reviewed. Otherwise, error messages will appear on the screen. ( See Exhibit 2.11.1-4.for a list of error messages.) Check the input syntax and FORM-LETTER-NUM used and reenter all three lines of input (as prompted by the program).

2.11.1.6.2  (01-01-2000)
Validating Letter Input

  1. Program CRX5B is used to validate a FORM-LETTER that is on the CTWF after it has been edited. The command format is: — @XQT C.CRX5B

  2. If there are no errors, the terminal response is: RECORD WAS ADDED TO THE CQRF. This means that the letter on the CTWF is valid and has been added to the CQRF as a FORM-WITH-CHNG-INDICATORS. If this is a correction of a letter already on the CQRF, the message displayed is: RECORD WAS REPLACED ON CQRF. This program renumbers all LETTER-LINE-NUMs and FILL-IN-NUMs and sets change indicators for all fields that have been added or changed.

  3. If the letter contains errors, the terminal response is: LETTER CONTAINS ERRORS. SEE ERROR FILE. The user should then review the error file to display the error messages. The commands to review the error file are:

    CTS Text Editor
    @CTS @ED,R CRX-ERRORS
    OLD CRX-ERRORS P!
    P ALL  

  4. When the errors have been reviewed, get out of CTS by typing XCTS, or terminate Text Editor by typing EXIT and press XMIT. Then return to the CTWF to correct the errors noted on the CRX-ERRORS file. Re-execute CRX5B to validate your changes. It may be necessary to repeat these steps several times before all errors have been corrected.

2.11.1.6.3  (01-01-2000)
Correspondex Action Records

  1. After a letter has been properly edited, validated, and placed on the CQRF, a CRRSPNDX-ACTION-RECORD must be added to the CARF by Program CRX5C. This record will confirm what action must be taken on each letter on the CQRF. It is also used to delete obsolete FORM-LETTERs. This program requires three lines of input in the following format:

    1. @XQT C.CRX5C

    2. nnnnaa — the FORM-LETTER-NUM.

    3. x — is the ACTION-CD. Valid actions are:

      ENTER ACTION
      A ADD a form letter
      D DELETE a form letter
      R REPLACE a form letter
        (This is the only action code valid if the FORM-LETTER-NUM ends in "C" or "CT" ).

      Note:

      Enter "E" or "@EOF" to terminate the program.

  2. If the message "ACTION RECORD WAS ADDED TO FILE" is displayed, all necessary files were successfully accessed and additional action records may be input. If this message is not displayed, correct the error indicated and re-enter the action record. If a FORM-LETTER was deleted from the SMLF and could not be added to the CQRF, the program will attempt to rewrite the FORM-LETTER to the SMLF. If additional error messages indicate that the FORM-LETTER could not be rewritten, contact the Computer Systems Analysts to check the NMLF. You may input more than one FORM-LETTER-NUM and action to Program CRX5C. Press XMIT after each input line and wait for CRX5C to respond before typing the next line. Type only one FORM-LETTER-NUM and action per line. After you have input the last FORM-LETTER-NUM and action and a message has returned, type @EOF on the next line after the SOE symbol and press XMIT.

  3. Do not input more than one action for the same FORM-LETTER-NUM during any one update cycle.

2.11.1.6.4  (01-01-2003)
Service Center Versions of "C" Letters.

  1. See IRM 21.3.3 for instructions of when to create service center versions of "C" letters.

  2. If it is necessary to create an authorized Service Center version of a "C" Letter, the procedure to follow is:

    1. Retrieve the FORM-LETTER-TCC from the NMLF with Program CRX5A.

    2. Revise the FORM-LETTER-NUM with CTS. The new FORM-LETTER-NUM will have the same FORM-NUMERIC-ID as the "C" Letter. The SERVICE-CENTER-CD-ALPHA will be that of the requesting service center. See Exhibit 2.11.1-3..) Any other changes to the letter should then be made using CTS commands. ( See IRM 2.11.1.4.5.)

    3. Validate the Letter using Program CRX5B. If the letter is valid it will be added to the CQRF. If there are errors, review the error file, make necessary corrections, and re-validate the letter. See IRM 2.11.1.6.2.

    4. When the letter is on the CQRF, create a CRRXPNDX-ACTION-RECORD for the letter using Program CRX5C. The FORM-LETTER-NUM will have the same FORM-NUMERIC-ID and SERVICE-CENTER-CD-ALPHA input to Program CRX5B. The ACTION-CD must be "A" .

    5. At the end of the update cycle Program CRX5D will then add the revised "C" Letter from the CQRF to the SMLF. The service center letter should be deleted when a corrected "C" Letter is transmitted.

      Note:

      Service Centers are able to change the number of copies of letters to be generated by using command code LETED. Changes input in this manner will remain in effect unless they are revised again using LETED. It is no longer necessary to change the NUM-OF-COPIES field of the LETTER-HEADER monthly after the new MSC-MASTER-LETTER-DISC is implemented.

2.11.1.6.5  (01-01-2008)
Updating OMB Clearance Records

  1. Use CTS to input OMB-CLEARANCE-UPDATE-RECs-SC. These are used to update OMB-CLEARANCE-NUMBER-RECs at the Service Centers. ( See Exhibit 2.11.1-9. for the input format.)

    1. @CTS  (@ED,UQ CX-CNLF-UPDT.)

    2. OLD CX-CNLF-UPDT.

    3. Each record is input on a separate line. Number your lines with CTS line numbers, or press XMIT to go into input mode if using Text Editor.

    4. The format for each line is as follows:
      OMxx[slashb][slashb][slashb][slashb]affffffffnnnnnnnndddddddd

      ENTER DEFINITION
      OM Required
      xx Alpha (upper or lower case) or numeric (01–99)
      OMB code
      4 spaces Required
      a ACTION CODE must be "R" ; REPLACE
      ffffffff FEDERAL TAX FORM NUMBER
      nnnnnnnn OMB CLEARANCE NUMBER
      dddddddd Optional OMB EXPIRATION DATE in MMDDCCYY format

    5. Blank spaces at the end of the input record do not have to be keyed in at the terminal.

    6. Press XMIT after each line of input.

    7. If you are using Text Editor, press XMIT again to go into edit mode to review and correct data.

    8. When all records have been input, type REP CX-CNLF-UPDT. and press XMIT. Then type XCTS to get out of CTS, or EXIT if you're using Text Editor, and press XMIT.

2.11.1.6.6  (01-01-2000)
Updating Preaddressee Address Records

  1. Use the text editor to input PREADDRESSEE-UPDATE-RECORDs. These are used to update PA-NAME-AND-ADDR-RECs at the Service Centers. Up to three types of input record may be used to update a PA-NAME-AND-ADDR-REC. ( See Exhibit 2.11.1-10.for the input formats.)

    1. @CTS  (@ED,UQ CX-CNLF-UPDT.)

    2. OLD CX-CNLF-UPDT.

    3. Each type of PREADDRESSEE-UPDATE-RECORD is input on a separate line. Number your lines with CTS line numbers, or press XMIT to go into input mode if you are using Text Editor.

2.11.1.6.6.1  (01-01-2000)
INPUT FIELDS FOR PREADDRESS RECORDS

  1. The CRRSPNDX-UPDATE-ID. The valid input code is PAan. "PA" — PA-LITERAL. Identifies the NON-LETTER-RECORD as a PREADDRESSEE-UPDATE-RECORD.

    • "a" — PREADDRESSEE-CD. An alpha code to identify a particular preaddressee address on the CNLF. Valid codes are A–Z.

    • "n" — PA-SEQUENCE-NUM. A numeric code that determines the placement of the record within the address. Valid codes are "1" , "2" , and "3" .

  2. The ACTION-CD. The ACTION-CD for PAa1 must be "A" , "D" , or "R" . ACTION-CD "D" with PAa1 will delete the entire Preaddressee record from the CNLF. The ACTION-CD for PAa2 and PAa3 must be "A" or "R" . If the ACTION-CD for PAa1 is "A" , PAa3 must be input with ACTION-CD "A" .

  3. The next field consists of name and address data. PAa1 is required. It must have a NAME-LINE-1, followed by NAME-LINE-2 or blanks.

  4. PAa2 may be input with NAME-LINE-3, followed by NAME-LINE-4 or blanks. NAME-LINE-3 is valid input only if NAME-LINE-2 is present and NAME-LINE-4 is valid only if NAME-LINE-3 is present. If PAa2 is input with ACTION-CD "R" and both NAME-LINE-3 and NAME-LINE-4 are blank, NAME-LINE-3 and NAME-LINE-4 will be deleted from the PA-NAME-AND-ADDR-REC on the CNLF. PAa2 is optional.

  5. PAa3 is required. It must have a STREET-ADDR or blanks, followed by the CITY-STATE-ZIP. The city, state, and Zip Code are required input and must be formatted as: city; comma; valid two character state abbreviation; one blank; a five or nine digit Zip Code. (i.e. ANYTOWN,MD 21995)

  6. Blank spaces between input elements must be keyed in as blanks at the terminal. Blank spaces at the end of the input record do not.

  7. Press XMIT after each line of input.

  8. Text Editor users need to press XMIT again to go into edit mode to review and correct data.

  9. When all records have been input, type REP CX-CNLF-UPDT. and XMIT. Then exit CTS by typing XCTS, or type EXIT and press XMIT to terminate Text Editor.

    Note:

    The following characters are invalid for any PREADDRESSEE-UPDATE-REC. "=" , "["and" ]" .

2.11.1.6.7  (01-01-2008)
Updating Return Address Records

  1. Use CTS to input RETURN-ADDRESS-UPDATE-RECORDs. These are used to update RETURN-ADDRESS-RECs at the Service Centers. ( See Exhibit 2.11.1-13. for the input format.)

    1. @CTS   (@ED,UQ CX-CNLF-UPDT.)

    2. OLD CX-CNLF-UPDT.

    3. Each RETURN-ADDRESS-UPDATE-REC is input on a separate line. You will need to number your CTS lines, or if you are still using Text Editor, first press XMIT to go into input mode.

2.11.1.6.7.1  (01-01-2000)
INPUT FIELDS FOR RETURN-ADDRESS-UPDATE-RECORDS

  1. The CRRSPNDX-UPDATE-ID. The valid input code is RAvv.

    • "RA" — RA-LITERAL. Identifies the NON-LETTER-UPDATE as a RETURN-ADDRESS-UPDATE-RECORD.

    • "vv" — RETURN-ADDRESS-CD. A two character code to identify a particular return address on the CNLF. Valid codes are [slash0]1–99 or AA–ZZ.

  2. The ACTION-CD. For a RETURN-ADDRESS-UPDATE-RECORD, it must be "A" , "D" , or "R" .

  3. The next field is made up of RETURN-ADDRESS address data. A RETURN-ADDRESS must have a STREET-ADDR or blanks followed by the CITY-STATE-ZIP. The city, state, and Zip Code are required input and must be formatted as: city; comma; valid two character state abbreviation; one blank; a five or nine digit Zip Code. (i.e. HOMETOWN,IA 454991234)

  4. Blank spaces between input elements must be keyed in as blanks at the terminal. Blank spaces at the end of the input record do not.

  5. Press XMIT after each line of input.

  6. Text Editor users will need to press XMIT again to go into edit mode to review and correct data.

  7. When all records have been input, type REP CX-CNLF-UPDT. and XMIT. Then to get out of CTS type XCTS, or type EXIT and press XMIT to terminate Text Editor.

    Note:

    The following characters are invalid for any RETURN-ADDRESS-UPDATE-RECORD: period "." , "=" , "["and" ]" . A hyphen inside of a zip code is also invalid.

2.11.1.6.8  (01-01-2008)
Updating Signature Title Records

  1. Use CTS to input SIGNATURE-TITLE-UPDATE-RECs. These are used to update SIGNATURE-TITLE-RECs at the Service Centers. ( See Exhibit 2.11.1-14. for the input format.)

    1. @CTS  (@ED,U CX-CNLF-UPDT.)

    2. OLD CX-CNLF-UPDT.

    3. Each SIGNATURE-TITLE-UPDATE-REC is input on a separate line. Use CTS line numbers. For Text Editor, press XMIT to go into input mode.

2.11.1.6.8.1  (01-01-2003)
Update Fields for Signature Title Records

  1. The CRRSPNDX-UPDATE-ID. The valid input code is STvv.

    • "ST" — ST-LITERAL. Identifies the NON-LETTER-UPDATE as a SIGNATURE-TITLE-UPDATE-REC.

    • "vv" — SIGNATURE-TITLE-CD. A two-character code to identify a particular signature title on the CNLF. Valid codes are 00–99 and AA–ZZ.

  2. The LASER-SIGNATURE-CD. Required on all records except the 00 record. It must be 0001–0036.

  3. The ACTION-CD. The ACTION-CD for a SIGNATURE-TITLE-UPDATE-REC must be "A" , "D" , or "R" .

  4. The next field consists of a SIGNATURE-NAME and/or a SIGNATURE-TITLE.

    • ST00 — Code "00" identifies a blank record with no name or title. Both fields must be blank.

    • Staa — Codes AA–ZZ or 01-99 identify two line records containing a signature name and signature title. These codes require input of a SIGNATURE-NAME followed by a SIGNATURE-TITLE

  5. Blank spaces between input elements must be keyed in as blanks at the terminal. Blank spaces at the end of the input record do not.

  6. Press XMIT after each line of input.

  7. Text Editor users, press XMIT again to go into edit mode to review and correct data.

  8. When all records have been input, type REP CX-CNLF-UPDT. and XMIT. Then to exit CTS, type XCTS, to exit Text Editor, type EXIT and press XMIT.

    Note:

    The following characters are invalid for any SIGNATURE-TITLE-UPDATE-REC: "=" , "["and" ]" .

2.11.1.6.9  (01-01-2008)
Updating Special Insert Records

  1. Use CTS to input SPECIAL-INSERT-UPDATE-RECORDs. These are used to update SPECIAL-INSERT-RECs at the Service Centers. ( See Exhibit 2.11.1-15. for the input format.)

    1. @CTS  (@ED,UQ CX-CNLF-UPDT.)

    2. OLD CX-CNLF-UPDT.

  2. Each SPECIAL-INSERT-UPDATE-RECORD is input on a separate line with a CTS line number. Or, if you must, first press XMIT to go into Text Editor input mode.

2.11.1.6.9.1  (01-01-2000)
INPUT FIELDS FOR SPECIAL-INSERT-UPDATE RECORDS

  1. The CRRSPNDX-UPDATE-ID. The valid input code is SIaa.

    • "SI" — SI-LITERAL. Identifies the NON-LETTER-UPDATE as a SPECIAL-INSERT-UPDATE-RECORD.

    • "aa" — SPECIAL-INSERT-CD. A two character alpha code to identify a particular special insert on the file. Valid codes are AA–ZZ.

  2. The ACTION-CD. The ACTION-CD for a SPECIAL-INSERT-UPDATE-RECORD must be "A" , "D" , or "R" .

  3. The third field is made up of SPECIAL-INSERT data. SIaa may have up to 34 characters of variable data followed by "]" . A FILL-IN-DELIMITER must be included as part of the SPECIAL-INSERT-UPDATE-RECORD.

  4. Blank spaces between input elements must be keyed in as blanks at the terminal. Blank spaces at the end of the input record do not have to be keyed in at the terminal.

  5. Press XMIT after each line of input.

  6. If you are still using Text Editor, press XMIT again to go into edit mode to review and correct data.

  7. When all records have been input, type REP CX-CNLF-UPDT. Then, to exit CTS, type XCTS, or to leave Text Editor type EXIT and press XMIT.

    Note:

    The following characters are invalid for any SPECIAL-INSERT-UPDATE-RECORD. "=" and "[" .

2.11.1.6.10  (01-01-2008)
Updating Employee-Num-Sig-Title-Records

  1. Use CTS to input EMPLOYEE-NUM-SIG-UPDATE-RECs. These are used to update EMPLOYEE-NUM-SIG-TITLE-RECs at the Service Center. ( See Exhibit 2.11.1-16. for the input format.)

  2. To begin entering codes:

    For Text Editor, type For CTS, type
    @ED,UQ CX-CNLF-UPDT and press XMIT. @CTS and press XMIT.
      OLD CX-CNLF-UPDT and press XMIT

  3. Each EMPLOYEE-NUM-SIG-UPDATE-REC is input on a separate line. First press XMIT to go into input mode (text editor only).

  4. Input fields for EMPLOYEE-NUM-SIG-UPDATE-RECs are as follows.

    • The CRRSPNDX-UPDATE-ID. The valid input code is Evvv.

    • "E" — EN-LITERAL. Identifies the NON-LETTER-UPDATE as an EMPLOYEE-NUM-SIG-TITLE-REC.

    • "vvv" — EMPLOYEE-NUM-CD. A three digit numeric code which corresponds with the third, fourth and fifth digits of the IDRS employee number for the area for which a "default" SIGNATURE-TITLE-CD is desired. (For example, all employees in Adjustments might have "[slash0][slash0]5" as the third, fourth and fifth digits of their IDRS employee numbers. You may want all "[slash0][slash0]5" to default to SIGNATURE-TITLE-CD "SF" . Valid codes are [slash0][slash0] [slash0]–999.

    • The ACTION-CD. The ACTION-CD for an EMPLOYEE-NUM-SIG-UPDATE-REC must be "A" , "D" or "R" .

    • The EN-SIG-TITLE-CD. A two character code to identify a particular signature title on the CNLF. These two characters must match with one of the SIGNATURE-TITLE-CDs on the SIGNATURE-TITLE-RECs.

  5. Blank spaces between input elements must be keyed in as blanks at the terminal. Blank spaces at the end of the input record do not.

  6. Press XMIT after each line of input.

  7. Press XMIT again to go into edit mode to review and correct data (text editor only).

  8. When all records have been input, terminate text processing as follows:

    For Text Editor, type For CTS, type
    EXIT and press XMIT. REP and press XMIT.
      XCTS and press XMIT

    Note:

    Non-alphabetic and numeric characters are invalid for any EMPLOYEE-NUM-SIG-UPDATE-REC.

2.11.1.6.11  (01-01-2000)
Generating a SPECIAL-LETTER-USE-REPORT (Run CRX62)

  1. The parameters necessary to generate a SPECIAL-LETTER-USE-REPORT are input by the console operator at the time of program execution. These parameters should be provided to the Scheduler by the Service Center Letter Technician when a report is needed.

  2. Program CRX62 will generate one of three types of SPECIAL-LETTER-USE-REPORTS, depending upon the REPORT-REQUEST-PARAMETERS input by the console operator. These parameters differ for each type of report, as follows:

    1. QUARTER — This will print all letters on the LETTER-USE-FILE, with the QUARTER-N-CUMS for the current and all prior quarters. It will also provide cumulative totals for each quarter.

      System queries and operator responses
         
      SYSTEM: PLEASE ENTER YOUR DESIRED OPTION (D,C,Q,E):
      RESPONSE: Q

    2. DATE — This report generates information on letter usage between any two dates in the current quarter, inclusively. It will display the number of each FORM-LETTER produced between the two dates provided, as well as a total number of letters produced during that time. This report will also list the accumulated quarter count, for the current quarter, of all FORM-LETTERs which are present on the report.

      System queries and operator responses
      SYSTEM: PLEASE ENTER YOUR DESIRED OPTION (D,C,Q,E):
      RESPONSE: D
         
      SYSTEM: PLEASE ENTER START DATE (MM/DD):
      RESPONSE: Starting date for report, in MM/DD format.
         
      SYSTEM: PLEASE ENTER END DATE (MM/DD):
      RESPONSE: Closing date for report, in MM/DD format.

    3. COUNT — This report generates a list of all FORM-LETTERs which have a volume at least as large as the COUNT provided in at least one quarter of the current calendar year. If COUNT is zero, a list of all FORM-LETTERs which have a zero volume in at least one quarter will be generated.

      System queries and operator responses
      SYSTEM: PLEASE ENTER YOUR DESIRED OPTION (D,C,Q,E):
      RESPONSE: C
         
      SYSTEM: PLEASE ENTER COUNT NUMBER (NNNNNN):
      RESPONSE: Desired count [slash0][slash0][slash0] [slash0][slash0][slash0]–999999 (leading zeroes required).

2.11.1.6.12  (01-01-2000)
Monthly Service Center Updates

  1. Run descriptions for SC Correspondex update batch programs are listed below. These programs should be run (as prescribed in the Correspondex CPB) to produce the monthly Correspondex updates.

    1. CTS and interactive tasks CRX5A, CRX5B, and CRX5C are used to input all necessary FORM-LETTER updates. CTS is also used to input all NON-LETTER-RECORD updates.

    2. Program CRX5D — When all action records for a given update cycle have been input, schedule Program CRX5D to move the letters from the CQRF to the NMLF or the SMLF, as directed by the CRRSPNDX-ACTION-RECs on the CARF. It will also produce the FORM-LETTER-LIST and the FORM-LETTER-EXHIBITs for all letters added or revised.

    3. Program CRX54 — If any "C" letters are revised, schedule Program CRX54 to copy the NMLF to disc. This file is then input to Program CRX58 (see below). It also produces the OMB-EXPIRATION-LIST-TCC for "C" letters. If no corrections were made to "C" letters the MSC-MASTER-LETTER-DISC transmitted by TCC should be merged with the SC-MASTER-LETTER-DISC.

    4. Program CRX57 — Copies the SMLF to tape. This file is then input to Program CRX58 (see below). Program CRX57 also produces the OMB-EXPIRATION-LIST-SC for service center letters.

    5. Program CRX58 — After the NMLF and SMLF have been updated, Program CRX58 is run to merge the MSC-MASTER-LETTER-DISC and the SC-MASTER-LETTER-DISC. This produces the SEQUENCED-MASTER-LETTER-DISC, which is used in end-of-day processing to produce TAXPAYER-LETTERs. CRX58 also extracts letter validity data from FORM-LETTERs and outputs this information on file CRX5821. Another database is created with total letter on it. This database (CORRESPONDEX-LETTER-DATABASE) is used by the CC LREVW to format a letter on the IDRS screen.

    6. Program CRX59 — will access the CLVF using the FORM-LETTER-NUM as a key to extract the RESTRICT-AVAILABILITY-INDs and BYPASS-QR-INDs and NUM-OF-COPIES which have been set by CC LETED. Program CRX59 uses these 3 indicators to update CRX5821 file and output the updated records on file CRX5921.

    7. Program CRX56 — will update the CNLF, which is maintained at each center and contains all current OMB clearance information for Federal Tax Forms, preaddressee addresses, return addresses, signature titles, and special inserts. The OMB-CLEARANCE UPDATE-FILE (CRX5512) from TCC and the NON-LETTER-UPDATE-FILE (CRX6920) may both be input to Program CRX56. A list of all OMB clearance information, preaddressee addresses, return addresses, signature titles, and special inserts that were updated is output by this program. Invalid update records are also printed.

    8. Program CRX68 uses file CRX5921 (see above) to produce the CLVF, which is used to validate real-time input.

    9. Program CRX66S — this is run as the last program in the monthly update cycle to initialize the CARF, CQRF, and the CX-CNLF-UPDT files. After Program CRX66S is run, all prior updates are erased from the files and a new series of updates may be input.

2.11.1.6.13  (01-01-2000)
Daily Service Center Programs

  1. Correspondex Command Codes are used to initiate the daily computer generation of letters. See IRM 2.11.1.2.1.for a list of all Correspondex Command Codes.

  2. Program CRX[slash0]1 — This batch program will sort and delete daily letter requests. It produces a file of letters to be printed (CRX[slash0]12[slash0] ) and a list of those letter requests which were deleted from the LETTER-REQUEST-FILE (via CC LPAGD).

  3. Program CRX[slash0]3 — This batch program merges the FORM-LETTER on the SEQUENCED-MASTER-LETTER-DISC with the data on the LETTER-REQUEST-FILE to produce TAXPAYER-LETTERs. For each letter request, if there is a matching SELECTED-LETTER-REQUEST, the selected letter date (usually the current date plus 1 work day) is printed on the TAXPAYER-LETTER. For each letter request where there is no matching SELECTED-LETTER-REQUEST, the current date plus 3, 4, or 5 work days is the date printed on the TAXPAYER-LETTER. Program CRX[slash0]3 also updates the CRRSPNDX-LETTER-USE-FILE and produces the DAILY-LETTER-USE-REPORT, the LETTER-ERROR-LIST and the SELECTED-LETTER-ERROR-LIST. The DAILY-LETTER-USE-REPORT contains counts of FORM-LETTER use for that day and accumulated quarter counts for the current quarter. The LETTER-ERROR-LIST is a list of letter requests which could not be formatted for print. The SELECTED-LETTER-ERROR-LIST is a list of erroneous FORM-LETTER-NUMs on the SELECTED-LETTER-REQUEST file. Schedule Run CRX[slash0]3Q on the first day of each calendar quarter to produce a disc copy of file CRX[slash0] 312. This disc should be FTP'ed to TCC within two weeks for use as input to Run CRX7[slash0]. See IRM 2.11.1.5.7.

2.11.1.6.14  (01-01-2000)
Service Center Utility Programs

  1. Program CRX6[slash0] — will print a FORM-LETTER-EXHIBIT-TCC for every FORM-LETTER on the MSC-MASTER-LETTER-DISC. Each exhibit includes letter header data at the top of each page and the text of the letter.

  2. Program CRX61 — performs the same function as Program CRX6[slash0] for the SC-MASTER-LETTER-DISC.

  3. Program CRX62 — is a utility that produces the SPECIAL-LETTER-USE-REPORT, and may be run on an as-needed basis. The Service Center Letter Technician must provide the REPORT-REQUEST-PARAMETERs to the scheduler. See IRM 2.11.1.6.11. for an explanation of these parameters. See IRM 2.11.1.2.3. for explanations of the different REPORT-TYPEs that Program CRX62 produces.

  4. Program CRX65 — will initialize (or rebuild) the SMLF from the SC-MASTER-LETTER-DISC. Run Controls and a list of all FORM-LETTERS which could not be added to the SMLF will be printed at the end of the job.

2.11.1.7  (01-01-2008)
Creating the SERP copy Introduction (formerly IDRS Correspondex Document 6548)

  1. Under the old system, on a monthly basis the TCC Letter Technicians would enter changes, updates, and additions to the National Master Letter Disc (file CRX5411) on the Unisys UTS-20 terminal, using a series of runs including programs CRX50, CRX51, CRX52, CRX53, and CRX54. There will be no change to this procedure. The Letter Technicians also typed all revisions and new letters into the Wang to produce a "camera copy" to be sent to the printer to produce the monthly Correspondex Document 6548. The new programs will eliminate the need to enter the letter text twice.

  2. The Streamline CRX system begins with a one-time run, CRX07A, necessary to initialize the MSAM (Multi-Indexed Sequential Access Method) file, CRX07A20. This run can be maintained in the run library to use in case file CRX07A20 is ever wiped out, but otherwise, never needs to be scheduled again. CRX07A20 is the MASTER-COMMENT-FILE, which is accessed using the form letter number as a key. The MASTER-COMMENT-FILE consists of everything that goes into the SERP copy which is not part of a C letter, and therefore has no business on the MASTER-LETTER-TAPE. This includes heading information, such as transmittal number, title, originating office, etc. It also includes Notes, which generally appear at the bottom of the document.

  3. Once file CRX07A20 exists, the Letter technician, working at a Unisys UTS-20, will first @ADD one of two files — CRX-ASG1 or CRX-ASG2. These files contain the ECL required to run programs CRX07 and CRX08. If only 1 Letter Technician is logged on, then he/she may choose either file. If two Letter Technicians want to work on the streamline system at the same time, then one must @ADD CRX-ASG1, and the other must @ADD CRX-ASG2.

  4. After @ADDing the proper file, execute CRX07 to fetch an already existing comment record off the MASTER-COMMENT-FILE and put into a workfile for editing. If this is a new record, execute CRX07 to format a blank workfile with prompts and aids to create a new record.

  5. At this point the user must go into CTS or IPF to enter the comments. The comments will be stored in the file named WKFILE (CRX0720 if using CRX-ASG1 or CRX0721 if using CRX-ASG2). When all comments have been entered, execute CRX08, the interactive demand program that will validate and update the comment record to the MASTER-COMMENT-FILE. Any errors encountered when using CRX08 may be viewed on the screen or will exist in the file ERR-FILE (CRX0820 if using CRX-ASG1 or CRX0821 if using CRX-ASG2). To look at this file on the screen, use CTS or IPF. The Letter Technician may use CTS/IPF to go back and forth between WKFILE and ERR-FILE until all mistakes are corrected.

  6. The Letter Technicians must also create a small file, CRX0901, consisting of the form letter numbers that they want printed. This can be done in CTS/IPF, and can be done once after all the monthly updates of the letters have been done, or can be amended after each form letter is worked on. It is not necessary to input the form letter numbers in numerical order as the Run ECL for CRX09N/CRX09S will sort them.

  7. CRX09S can be run one or more times per month. CRX09S is scheduled when a local letter has been changed. It will take in the file CRX0901, and for each form letter number, get the comments off the MASTER-COMMENT-FILE and the letter text from the SC-MASTER-LETTER-DISC. It will merge the two and write a record to disk file CRX0920. CRX09S will also produce two printed reports, CRX0941, a listing of errors, if any, and CRX0943, run controls. Disk file CRX0920 contains the actual letters and can be downloaded to a PC to make changes to the text if necessary. Tape file CRX0910 also contains the actual letters and can be sent to directly to the laser printer.

  8. CRX09N is run only in TCC. It is the same as CRX09S above except it uses the MSC-MASTER-LETTER-DISC (CRX5411) as input. The MASTER-COMMENT-FILE is CRX07N20 and the little file used for requests is CRX0902.

2.11.1.7.1  (01-01-2008)
Files used to create the SERP copy

  1. MSC-MASTER-LETTER-DISC (CRX5411) — Contains all the text in the ‘C’ letters. This tape is output from Run CRX54E and will be the input to Run CRX09N.

    Note:

    The system file name for this file is TCC*CRX5411.

  2. SC-MASTER-LETTER-DISC (CRX5711) — Contains all the text in the Service Center letters and local letters. This tape is output from Run CRX57 and will be input to CRX09S.

  3. MASTER-COMMENT-FILE (CRX07A20) — Disk file containing everything that goes in the SERP copy but is not part of a C letter. This file will be input to Run CRX09S.

    Note:

    For CRX09N, the system file name for this file is CRX07N20.

  4. CRX-ASG1 — This file allows the Letter Technicians to run programs CRX07 and CRX08. It must be @ADDed at the beginning of the terminal session. The ECL statements within the file will map the programs and assign the files needed. For instructions on maintaining this file see the CRX CPB.

  5. CRX-ASG2 — This file has the same functions as CRX-ASG1. CRX-ASG2 was added to this system to allow two Letter Technicians to work with programs CRX07 and CRX08 at the same time. The only difference between the two files is the system file names for WKFILE and ERR-FILE. For instructions on maintaining this file see the CRX CPB.

  6. WKFILE — This is the file that the Letter Technician will use CTS or IPF to edit or create a comment record. This file is produced after executing CRX07 on the demand terminal. After the editing is completed this file will be input for the demand run CRX08.

  7. ERR-FILE — This file is created by program CRX08 and contains the error messages that must be corrected in WKFILE before CRX08 will update the MASTER-COMMENT-FILE.

  8. CRX0901 — This file is used by the Letter Technician to tell Run CRX09S which records to print out in the SERP format. Use CTS or IPF to enter only the form letter number.

    Note:

    For CRX09N, the system file name for this file is CRX0902.

  9. CRX0941 — This is the error listing produced by Run CRX09N/CRX09S.

  10. CRX0943 — Run controls for Run CRX09N/CRX09S.

  11. CRX0910 — Tape file from Run CRX09N/CRX09S. Contains the SERP letters. This tape may be sent to the laser printer instead of downloading CRX0920 to the PC. This is probably faster than using file CRX0920 but you don't have the advantage of spell checking or correcting any errors in the letter.

  12. CRX0920 - Disk file from Run CRX09N/CRX09S. Contains the SERP letters. This file can be downloaded to a PC.

2.11.1.7.2  (01-01-2000)
Creating or Updating Records on the MASTER-COMMENT-FILE

  1. Programs CRX07 and CRX08 are required programs for updating the MASTER-COMMENT-FILE. In order to make these programs work the Letter Technician must enter @ADD CRX-ASG1. at the terminal. If two Letter Technicians want to work on this system at the same time; one should enter @ADD CRX-ASG1. at his/her terminal and the other should enter @ADD CRX-ASG2. at his/her terminal. After completing this you are ready to run CRX07.

  2. CRX07 — At the terminal enter @XQT C.CRX07 and transmit. The whole purpose of this program is to allow a Letter Technician to change an existing record on the MASTER-COMMENT-FILE or create a new record to go on the MASTER-COMMENT-FILE or delete a record off the MASTER-COMMENT-FILE that may be obsolete. Answer the prompts on the screen. Use "A" or "a" if this is a new record not already on the MASTER-COMMENT-FILE. Use "R" or "r" to retrieve an already existing record. Use "D" or "d" for delete.

  3. Editing WKFILE — After program CRX07 has completed you are ready to edit WKFILE. At the terminal enter:

    @CTS


    OLD WKFILE.


    P +nn (nn represents the number of lines to print)


    See Exhibit 2.11.1-20. for an example of WKFILE with no data or notes in it. To enter comments, be sure your terminal is set for upper and lower case. To do this, press "CONTROL PAGE" , tab to the last two fields, and enter "UC/NO" , then press "CONTROL PAGE" again. It is important to remember that WKFILE is a data file and not a command code. The literals and prompts in the file are not protected nor are there tab stops. Do not write over or move the prompts or literals. Run CRX08 will give an error message and not allow an update. If you accidently move a prompt or literal, move it back to where it was. Remember you can always run CRX07 again to bring in a fresh copy of the file if a literal or prompt was accidently moved or deleted and you can't figure out where it belongs. Do not add or delete lines prior to line #49. Use the arrow keys to move from fill-in to fill-in. Enter the data to the right of the ">" . If using CTS remember to enter line by line to save your changes. IPF (full screen) may fill in the whole screen before transmitting. Lines 1 through 4 and lines 37 through 44 are informational instructions. The line numbers on the left are created by CTS and NOT part of the workfile. They will always be numbered starting with 1 and incremented by 1 after you run CRX07.

  4. Fields to be filled in on the WKFILE:

    1. FORM-LETTER-NUMBER — This is usually already there; use leading zeroes. EX: 0000C 0012C 0384C

    2. TRANSMITTAL NUMBER — Must be numeric, 99–99.

    3. ORIGINATING OFFICE — Must enter at least one character. Maximum allowed characters is 12. EX: R:R:T

    4. DATE OF ISSUE — Must be entered in MM-DD-CCYY format. Valid month range: 1–12, valid day range 1–31, valid year range 60–99 or 00–29, century should be 19 or 20.

    5. TITLE — Must enter at least 1 character on the first title line. There are two lines of 67 characters each. The second title line may be left empty if not needed.

    6. NUMBER OF COPIES — Must enter at least 1 character up to a maximum of 22 characters.

    7. DISTRIBUTION TO — Must enter at least 1 character up to a maximum of 21 characters.

    8. FORMER LETTER — This may be left blank, otherwise enter up to 18 characters.

    9. IMF/BMF — Must enter at least 1 character up to a maximum of 20 characters.

    10. LETTERS CONSIDERED IN REVISION — This may be left blank. There are two lines of 30 characters each. If your statement is less than 30 characters the second line may be left blank.

    11. NATURE OF CHANGES — At least 1 character must be entered. May fill in up to two lines of 40 characters. This comment appears at the beginning of the SERP copies.

    12. REVISION DATA — The first 4 characters must be letter number, use leading zeroes. The next two are for the alpha part; "C" or service center alpha. CRX09 will automatically generate the "Letter" in front of this form letter number on the hardcopy. Example: 00Z1C (Rev. 12–90).

  5. ENTERING NOTES: See Exhibit 2.11.1-21. is an example of possible notes. A total of 70 lines are allowed for notes. "[ ]" should be on the very last line of the workfile. If there are no notes for this record, then the ending brackets should be on line #49. It is not necessary to enter asterisks or dotted lines between notes as program CRX09 will provide them.

    Begin the first line of each note — "NOTE:" in columns 1 through 7. Enter text in columns 8 through 64. If text is entered past column 64, program CRX08 will give you an error message. If a note is longer than 1 line continue on the next line. Leave columns 1–7 blank and continue text in columns 8–64. Blank lines are allowed within notes but not between two notes. When you are through with a note enter the end bracket "]" on the next line column 1. Begin the next note on the following line. If this is the very last note in the workfile, do not enter "]" on the following line, instead, enter the ending brackets "[ ]" in columns 1 & 2. If you want to add more notes to a record that already has notes, such as in the example See Exhibit 2.11.1-21., change the ending brackets on line 60 to "]" and start your new notes on line #61.

  6. The RESEQUENCE command in CTS may be used to change the CTS line numbers. This may come in handy if you are inserting a note between two already existing notes. However, it is important to remember that program CRX08 will give error messages as if the WKFILE is numbered beginning with 1 and incremented by 1. Example: "LINE # 63 NOTE TEXT TOO LONG" . This means that the 63rd line from the top of the file is a note line and text was entered past column 64. If the RESEQUENCE command was used to change the line order while editing the file, example: RES 10,10 (renumber the file beginning with the first line and increment by ten), the CTS line number for the 63rd line would probably be 630. This could become confusing when trying to find errors. It is recommended to use RES 1,1 after all changes have been made and just before REP. This will put the line order back to the way it was after run CRX07.

  7. CRX08 — Once all changes have been made in WKFILE:

    -->RES 1,1


    -->REP


    -->XCTS


    >@XQT C.CRX08


    Program CRX08 is an interactive program that will validate the contents of WKFILE and, if there are no errors, write the record to the MASTER-COMMENT-FILE. There are prompts at the beginning of the run. The program does not ask for the form letter number because this will already be in the workfile. The program asks whether this is an (A)DD or (R)eplace. Choose "A" or "a" if this record is new to the MASTER-COMMENT-FILE. Choose "R" or "r" if replacing an already existing record on the MASTER-COMMENT-FILE.

  8. When program CRX08 encounters errors it will either display a message on the screen or write the message to a file called ERR-FILE. and display "WKFILE CONTAINS ERRORS, SEE ERR-FILE. At this point CTS may be used to view the file.
     Ex:

         


    OLD ERR-FILE.


    P! (print all)


    IMF/BMF FILL-IN IS SPACES


    OLD WKFILE. (go directly in to WKFILE. to correct the IMF/BMF error)


    P 23,25 (This is where the IMF/BMF fill-in and prompt are located)


    (make changes)


    REP


    XCTS


    @XQT C.CRX08


    You may switch back and forth between ERR-FILE. and WKFILE. while in CTS or IPF until all errors have been corrected.

  9. After CRX08 updates the MASTER-COMMENT-FILE the following displays will be on the screen:
      

    0012C WAS ADDED (OR 0012C WAS REPLACED)


      

    @SYM,U WKFILE.,,PR FOR PRINTOUT


      

    END PROGRAM CRX08


    If you want a copy for your records, move the cursor to the right of the "PR" and transmit. This will give one copy with no line numbers. If more than 1 copy is desired, enter the number between the two commas. To make a copy with CTS line numbers on the left, the SITE command may be used while in CTS. See Exhibit 2.11.1-18. for an example of the SITE command.

2.11.1.7.3  (01-01-2000)
RUN CRX09S (At TCC this run is CRX09N)

  1. Building the CHANGED-LETTER-REQUEST-FILE (CRX0901) — In order for Run CRX09S to know what records to print-out, a small file — CRX0901 must be created using CTS or IPF:
      

    @CTS


      

    OLD CRX0901 (This file is CRX0902 at TCC)


      

    >100 0012C


      

    >200 0238C


      

    >300 8001C


      

    REP


      

    XCTS


    The values on the left (100,200,300) are CTS line numbers. You may number any way you wish — (1,2,3,etc. or 10,20,30,etc). Leave one space after the CTS line number. The numbers to the right are the form letter numbers. USE LEADING ZEROS. The form letter numbers do not have to be in numeric order as a sort in Run CRX09S will place them in numeric order. Remember to enter for each line if using CTS. Do not leave any lines blank. When all form letters numbers have been entered save (REP) and exit (XCTS).

  2. Once the CHANGED-LETTER-REQUEST-FILE (CRX0901) has been created and the corresponding COMMENT-RECORDS have been updated, Run CRX09S may be scheduled. Run CRX09S will use CRX0901 to decide which records to print out in the SERP format. At the normal completion of this run, 3 disk files will be printed.

  3. CRX0943 contains the run controls for Run CRX09N/CRX09S. TOTAL REQUESTS READ should equal TOTAL LETTERS PRINTED + TOTAL ERROR REQUESTS.
    CRX0941 is the error listing for Run CRX09N/CRX09S. The following are examples of error messages:

    1. NO REQUEST TO PROCESS — CRX0901 contains no records.

    2. INVALID LETTER ENTRY ** REQUEST OMITTED — Invalid form letter number on CRX0901

    3. NO SUCH LETTER ON MASTER LETTER TAPE FILE — Can not find the record on the CRX5411 (CRX5711 if in the service center).

    4. MSAM RECORD NOT FOUND — Can not find the record on the MASTER COMMENT FILE CRX07A20 (CRX07N20 at TCC).

    5. LETTER REQUEST ABORTED IN PROCESSING — Contact National Office programmers.

    6. CRX0920 is the disk version of the SERP copy. It can be downloaded to a PC.

2.11.1.8  (07-01-2004)
Creating Knowledge Base groups and rules

  1. The knowledge base (KB) contains a list of commands which will assist the user by grouping opening, closing and mutually exclusive paragraphs and by using rules to indicate the need for selecting certain paragraphs and enclosures.

  2. Below is an example of how a KB could be set up in the text of the letter. The KB area(s) are directly below the letter header and before the body of the letter. Line numbers are required. The KB stuff is entered in the same area as the letter text columns 11-80.

    Each group and rule must be followed (delimited) by a semi-colon ;

    L3 1 0086C S 082003 341 014 260 249 20 000
    001   *group code
    002   s1 CDEFGHI; m1 JKL; m2 MN; m3 OPQRS; m4 UVW; e1 cdefg;
    003   *end
    004   *rule
    005   if /PR then /lmn; if Q then /STXY026;
    006   if /PR then /STUVW0123456789;
    007   if h then /ijk; if /ijk then h; if a then *b; if j then ?;
    008   *end
    009 A Taxpayer Identification Number: ============
    009F 1 A 01M46L012T

  3. There is a limit of 20 lines for all the Knowledge Base. Blank lines are not allowed. If a letter doesn’t have groups or rules then begin the body of the text as you always have in the past.
    A letter may have both groups and rules, or just group codes without rules, or just rules without group codes.

2.11.1.8.1  (07-01-2004)
Group code breakdown

  1. The group codes are as follows:

    *group code - This is how you begin the group code area, nothing else on the line except LETTER-LINE-NUM. Begins in column 11.
    s1 - - indicates to the program that one of these paragraphs must be used as an OPENING paragraph. These selective paragraphs are also mutually exclusive of each other.
    m1 - - indicates to the program that these selective paragraphs are not to be used together within the letter. Any subsequent groups of mutually exclusive paragraphs can be numbered m2, m3, etc. If you need more than 9 groups, re-use the numbers; m1, m2, m3.
    e1 - - Indicates to the program that one of these paragraphs must be used as a CLOSING paragraph. These selective paragraphs are also mutually exclusive of each other.
    *end - This is how you end a group, nothing else on the line except LETTER-LINE-NUM. Begins in column 11.

    Note:

    In group codes, the limit for the number of selectives that you can put in one contiguous string is 20.


2.11.1.8.2  (07-01-2004)
Rules breakdown

  1. rules should be set up as follows:

    *rule This is how you begin the rule area. *rule begins in column 11. Nothing else on the line except LETTER-LINE-NUM
    if...then...; rules consist of an "if" (or If), some type of statement followed by a "then" and another statement and ending with a ";"


    Example: if A then J; This is the simplest rule – Paragraph A requires paragraph J and conversely paragraph J requires paragraph A.

2.11.1.8.3  (07-01-2004)
rule symbols are:

  1. /   if a '/' is preceding a group of paragraphs, it indicates to the program that AT LEAST ONE of these paragraphs must be selected.

    Note:

    '/' should never be used as a selective paragraph. Any case where a rule would require the '/' as a selective paragraph, then the whole rule must not be used.

    Examples:   if A then /EF; (if A is chosen then E or F must be chosen)
        if /AB then F; (if A or B is chosen then F must be chosen)
        if /AB then /EF; (if A or B is chosen then E or F must be chosen)
         
    &   if a & is preceding a group of paragraphs , it indicates to the program that ALL the paragraphs must be selected.

    Note:

    ‘&’ should never be used as a selective paragraph. Any case where a rule would require the ‘&’ as a selective paragraph, then the whole rule must not be used.

    Examples:   if A then &BC; (if A is used then both B and C are required)
        if /ab then &BC; ( if either a or b are used then both B and C are required).
        The ampersand is always on the right side of ‘then’ and has two or more selectives following. If you have more than 1 selectives following the ‘&’ do not use the ‘/’.
         
    *   This is the NOT statement. Indicates that the selective(s) following ‘*’ are not to be used.
    Examples:   if A then *B; ( if A then not B)
        if A then */BC; ( if A then not B or C)
        If you have more than 1 selectives following the ‘*’, use the ‘/’.
         
    ?   - Indicates to the program that the user should place a ‘Y’ in the enclosure indicator ENC> of the LPAGE screen. This is for the blank fill-ins within the enclosure area that are used to tell correspondence/machine services that there is a personal attachment to be sent back. Chances are if people are calling in complaining that they want the fill-in but don’t have a personal attachment then they are not using the fill-in for what it was meant for, or the enclosure area is not set up proper, or maybe they are using the wrong letter. The work around is to put a ‘Y’ in ENC> and ignore the 5703 screen
    Examples:   if z then ?; ( paragraph z requires a ‘Y’ in the ENC> prompt of LPAGE screen)
        if /xyz then ?; (if paragraph x or y or z are used then put a ‘Y’ after ENC>.)
        The question mark always follows the ‘then’ with nothing else but the semi-colon.
         
    *end   This is how you end the rules area, nothing else on the line except LETTER-LINE-NUM. *end begins in column 11.
         
        In rules the limit for the number of selectives (on the right side of ‘then’) that you can string together is 25.
         
         

2.11.1.8.4  (01-01-2005)
KNOWLEDGE BASE ERROR MESSAGES

  1. It helps if you understand how the program (CRX51 or 5B) works with a rule: All spaces are eliminated and the data is moved into a field until it finds a semi-colon. If you forget a semi-colon the program gets confused and you can have unpredictable results. ‘if /AB then C;’ becomes ‘if/ABthenC;’ becomes ‘if/AB@@@@C;’ ‘then’ is overwritten with ‘@@@@’ so that it won’t be confused with a selective paragraph. Position 3 begins the selective paragraph area and position 8 is the first selective after the ‘then’. Any references to RIGHT or LEFT are in relation to ‘then’.

    NO KB IN LETTER – Not really an error message; just a reminder. Ignore if you don’t have a KB in your letter. This displays on the screen after running CRX51/CRX5B if a letter has no KB areas.
       
      1st STAGE VALIDATION BEFORE THE PROGRAM KNOWS WHETHER IT IS WORKING WITH A RULE OR GROUP:
       
    KB HEADER OR *end STARTING IN COL 10 - The KB areas must begin in column 11. Two other messages check for columns 12 and 13.
    TOO MANY *ends  
    GROUP OR RULE WITHOUT *end  
    *end FOUND ON 1ST LINE  
    KB STUFF FOUND BUT NOT ON 1ST LINE  
    TOO MANY GROUP OR RULE HEADERS  
    BLANK LINE FOUND IN KB SET  
    RULE OR GROUP NOT IN PROPER ORDER  
    EMPTY GROUP OR RULE  
    SELECTIVES NOT ALLOWED IN KB AREA – Found a selective paragraph (column 9) on a line that has KB code.
    FILL-IN-LINE-IND NOT ALLOWED IN KB AREA – Found something in column 3 on a line that has KB code
    SEMI-COLINS MISSING  
    MISSING SEMI-COLIN AT END  
    SELECTIVE n MISSING IN LETTER - Where ‘n’ is a selective paragraph in a group or rule that does not exist in the letter.
      ERROR MESSAGES FROM GROUP VALIDATION:
       
    GROUP CODE WITH NO s1 OR m? OR e1  
    EMPTY GROUP  
    MORE THAN 20 SELECTIVES IN GROUP  
    m? WITH ONLY 1 SELECTIVE  
       
    ERROR MESSAGES FROM RULE VALIDATION:  
       
    TOO MANY / OR &  
    TOO MANY * OR ?  
    NO IF  
    MORE THAN 1 if STATEMENT IN RULE  
    MORE THAN 1 then STATEMENT IN RULE  
    MISSING THEN  
    INVALID RULE – The program knows that there is something wrong but can’t be more specific.
      ERRORS FOUND WHEN ONLY ONE SLASH ‘/’ IS FOUND:
       
    SINGLE SLASH NOT FOUND IN POSITIONS 3 OR 8  
    LEFT SLASH WITH NO SELECTIVES  
    LEFT SLASH WITH ONLY 1 SELECTIVE  
    LEFT SLASH FOUND WITH NOTHING ON THE RIGHT OF then  
    LEFT SLASH FOUND WITH EXTRA CHARS ON THE RIGHT OF then  
    FOUND RIGHT SLASH; INVALID CHAR ON LEFT  
    FOUND RIGHT SLASH; EITHER 1 OR NONE SELECTIVES TO THE RIGHT  
    FOUND RIGHT SLASH; POSITION 4 SHOULD BE @ - Position 4 should be the ‘t’ in ‘then’.
    MORE THAN 25 SELECTIVES FOLLOWING then – The string of selectives on the right hand side of ‘then’ can not be greater than 25.
    ERROR MESSAGES WHEN TWO SLASHES HAVE BEEN FOUND:  
       
    FOUND 2 SLASHES; 1ST IN WRONG PLACE  
    FOUND 1ST SLASH WITH 1 OR NONE SELECTIVES FOLLOWING  
    2ND SLASH DOES NOT FOLLOW then  
    2ND SLASH WITH NO SELECTIVE FOLLOWING  
    2ND SLASH WITH ONLY ONE SELECTIVE FOLLOWING  
       
    ERROR MESSAGES WHEN AN AMPERSAND WAS FOUND:  
       
    & IN WRONG PLACE  
    NOTHING AFTER &  
    / IN WRONG POSITION – Testing a rule that contains a ‘&’. A slash ‘/’ has been found on the right hand side of ‘then’
    NOT ENOUGH SELS AFTER &  
    TOO MANY SLASHES WITH &  
    * OR ? NOT ALLOWED WITH &  
    NOTHING FOLLOWING /  
    ONLY 1 SEL AFTER /  
    NOTHING BETWEEN if/then  
    ERROR MESSAGES WHEN A QUESTION MARK IS FOUND:  
       
    ; REQUIRED AFTER ?  
    ? DOES NOT FOLLOW then  
    TOO MANY SLASHES WITH ?  
    & OR * NOT ALLOWED WITH ?  
    NO SELECTIVES BETWEEN if/then  
    MULTIPLE SELECTIVES WITH NO SLASH  
    LEFT SLASH WITH NO SELECTIVES  
    LEFT SLASH WITH ONLY 1 SELECTIVE  
    LEFT SLASH IN WRONG POSITION  
       
    ERROR MESSAGES WHEN AN ASTERISK IS FOUND:  
       
    * IN WRONG PLACE  
    NOTHING AFTER *  
    & OR ? NOT ALLOWED WITH *  
    INVALID ASTERISK RULE  
    SINGLE SLASH NOT FOUND IN POSITIONS 3 OR 9  
    LEFT SLASH WITH NO SELECTIVES  
    LEFT SLASH WITH ONLY 1 SELECTIVE  
    LEFT SLASH FOUND WITH NOTHING ON THE RIGHT OF then  
    LEFT SLASH FOUND WITH EXTRA CHARS ON THE RIGHT OF then  
    FOUND RIGHT SLASH; INVALID CHAR ON LEFT  
    FOUND RIGHT SLASH; EITHER 1 OR NONE SELECTIVES TO THE RIGHT  
    FOUND 2 SLASHES; 1ST IN WRONG PLACE  
    FOUND 1ST SLASH WITH 1 OR NONE SELECTIVES FOLLOWING  
    2ND SLASH DOES NOT FOLLOW *  
    2ND SLASH WITH NO SELECTIVE FOLLOWING  
    2ND SLASH WITH ONLY ONE SELECTIVE FOLLOWING  
       

Exhibit 2.11.1-1 
Character Reduction for Narrative Fill-ins

If MAX-FILL-IN-LENTH is: THEN
    Subtract this amount from the Fill-IN-LENTH in the IDRS Correspondex
Greater Than BUT Less Than (SERP copy)
37 71 0
65 136 7
135 206 14
205 276 21
275 346 28
345 420 35

Exhibit 2.11.1-2 
Chart for Fill-in Coding.

Character Position     Character Position    
28 Additional Tax: 10$/12$ 19 Net Operating Loss Year: 32V
35 Address: 32V 29 Payment Dated: 13D
27 Amount of Check: 10$/12$ 35 Penalty: 12$
26 Amount of Refund: 10$/12$ 36 Period: 13P
22 Amount of Remittance: 10$/12$ 35 Person to Contact: 20V/32V
25 Amount of Payment: 10$/12$ 29 Period Ending: 13P
28 Balance of Tax: 12$ 29 Quarter Ended: 13P
31 Check Dated: 13D 28 Quarter Ending: 13P
18 Contact Telephone Number: 12V/20V 29 Refund Claimed: 10$/12$
27 Date of Payment: 13D 20 Reject Sequence Number 12V
29 Date Received: 13D 27 Schedule Number: 14V
28 Date of Refund: 13D 20 Social Security No.: 12T
34 Decedent: 32V 37 State: 15V
19 Document Locator Number: 17V 34 Tax Form: 10V
28 Effective Date: 13D/P 32 Tax Period: 13P
12 Employer Identification No: 10T 24 Tax Period Covered 13P
  (to carry File Source)        
34 FICA Tax: 10$/12$ 22 Tax Period Beginning: 13D
25 Fiscal Year Ended: 13P 26 Tax Period Ended: 13P
38 Form: 10V 27 Taxpayer's Name: 32V
37 Forms: 20V 32 Tax Return: 7V
31 Form Number: 7V 34 Tax Year: 4Y
39 FTD: 23V 28 Tax Year Ended: 13P
26 Interest Accrued: 10$/12$ 28 Taxable Period: 13P
30 Interest Date: 10$ 30 Taxable Year: 4Y
26 IRS Batch Number: 8V 24 Tax Year beginning: 13D
31 Kind of Tax: 32V 12 Taxpayer Identification No.: 12T/12V
38 Name 35V 31 Type of Tax: 32V
38 Street Address 35V 38 Wages Reported: 10$/12$
38 City, State, and Zip 35V 28 Year: 4Y
21 Net Capital Loss Year 32V 25 Your Letter Dated: 13D
Note 1: Text Editor Users — Character Position at TCC and the Service Centers will be relative to the Start-of-entry (SOE) symbol when in input mode or to the last character of the Text Editor command if in edit mode.
Note 2: The figures above are guidelines and should be referenced as such. Exceptions are allowed.

Exhibit 2.11.1-3 
Codes Indicating Letter Origin

National Letters. FORM-LETTER-TCC-CODE.
   
Code Meaning
   
C National "C" Letter
CT National Training Letter
   
Service Center Letters. SERVICE-CENTER-CD-ALPHA.
   
Code Meaning
   
AN Andover Service Center
AT Atlanta Service Center
AU Austin Service Center
B [slashb] Brookhaven Service Center
CS Cincinnati Service Center
F[slashb] Fresno Service Center
KC Kansas City Service Center
M[slashb] Memphis Service Center
O[slashb] Ogden Service Center
P[slashb] Philadelphia Service Center
   
Local Letters. LOCAL-LETTER-CODE.
   
Code Meaning
   
LN Andover Service Center
LT Atlanta Service Center
LU Austin Service Center
LB Brookhaven Service Center
LC Cincinnati Service Center
LF Fresno Service Center
LK Kansas City Service Center
LM Memphis Service Center
LO Ogden Service Center
LP Philadelphia Service Center

Exhibit 2.11.1-4 
Error Messages.

ERROR-TYPEERROR MESSAGE TEXT
(Common and I/O)  
01 INVALID INPUT SYNTAX, REENTER
02 FILE I/O ERROR, REENTER
03 FILE NOT AVAILABLE
04 RECORD WAS NOT FOUND ON FILE
05 DUPLICATE RECORD ON FILE
06 RECORD WAS RETRIEVED FROM FILE
07 RECORD WAS ADDED TO FILE
08 RECORD WAS REPLACED ON FILE
09 RECORD WAS DELETED ON FILE
AA FORM LETTER IS NOT NUMERIC
AB FORM-LET NOT MCC OR SC LETTER
AC FORM LETTER NOT LOCAL LETTER
AD INVALID LETTER CODE
AE CRRSPNDX-FILE-CODE NOT N,S,Q
AF CRRSPNDX-FILE-CODE NOT M OR Q
AG FORM-LETTER-CODE NOT C OR CT
AH MCC FORM-LTR-NUM NOT 9 [slash0][slash0]1
AI ACTION-CD NOT A, D, OR R
(Validate)  
10 NO HEADER -LINE PRESENT
11 NUM-OF-COPIES NOT 1, 2, or 3
12 FORM-LETTER-NUM INVALID
13 PREADDRESEE-IND NOT P, BLANK
14 SP-IND NOTS OR BLANK
15 SALUTATION-LINE-NUM NOT 1–[slash0]15
16 SALUTATION-LINE-NUM NOT = [slash0][slash0] [slash0]
17 FILL-IN LINE MISSING F IN COL. 4
18 SIG-TITLE- LINE NOT PRESENT
19 FILL-IN LINE NUM NOT = PREVIOUS LINE NUM
   
20 CLSNG-PAR -LINE NOT PRESENT
21 NUM-CLSNG -LINES NOT NUMERIC
22 NUM-CLSNG -LINES INCONSISTENT
23 EJECT-LINE -NUM NOT [slash0][slash0] [slash0] , [slash0]16 –950
24 EJECT-LINE NOT PRESENT
25 EJECT-LINE NOT AFTER CLOSURE
26 OMB-IND NOT BLANK, [slash0], OR 1
27 OMB-CLEARANCE-NUM NOT BLANK
28 OMB-EXPIRATION-DT NOT BLANK
29 LETTER-REVISION-DT IS INVALID
   
30 LINE-NUM NOT BLANK OR [slash0][slash0] [slash0]– 950
31 LINE-NUM NOT GREATER OR EQUAL
32 FILL-IN-LINE-IND NOT F, BLANK
33 NO NARRATIVE-LINE FOR FILL-IN
34 SELECTIVE-PARA AND SP-IND OFF
35 NO SELECTIVE-PARA, SP-IND ON
36  
37 FILL-IN-LINE NOT IN SAME SP
38 SP-CD NOT IN A–Z, [slash0]– 9 SEQUENCE
39 SIG-TITLE- LINE NOT BLANK
   
40 MORE THAN 5 FILL-INS PRESENT
41 RA AND OTHER FILL-IN ON LINE
42 CLSING-PARA-LINE IS SELECTIVE
43 RA-FILL-IN LENGTH ERROR
44 NARRATIVE-FILL-IN LENGTH ERROR
45 FILL-IN-START-POSITION OVERLAP
46 FILL-IN IS TOO LONG FOR LINE
47 NARRATIVE-FILL-IN NOT LAST
48 = CHARS DO NOT MATCH FILL-IN
49 EJECT-LINE IN SELECTIVE-PARA
   
50 FILL-IN-NUM NOT NUMERIC
51 FILL-IN-NUM NOT ASCENDING
52 FILL-IN-START-POSITION INVALID
53 FILL-IN-LENGTH NOT [slash0][slash0]1– [slash0][slash0]1 –420
54 FILL-IN-LENGTH INCONSISTENT
55 FILL-IN-REQUIRED-IND NOT M, E
56 PRINT-JUSTIFICATION-CD INVALID
57 FILL-IN-VALIDATION-CD INVALID
58 RA FILL-IN CODES INCONSISTENT
59 FI-VALIDATION-CD INCONSISTENT
   
60 OM-LITERAL INVALID
61 OMB-CD NOT AA–ZZ OR [slash0]1– 99
62 FED-TAX-FORM-NUM NOT PRESENT
63 OMB-CLEARANCE-NUM NOT NUMERIC
64 OMB-EXPIRATION-DT INVALID
65 ACTION-CD NOT A, D, OR R
66 RA-CD NOT AA–ZZ OR [slash0]1– 99
67 SI-CD NOT AA–ZZ
68 ST-CD NOT AA–ZZ OR 00–99
69 FILL-IN-DELIMITER MISSING
   
70 UPDATE-ID LITERAL INVALID
71 PREADDRESSEE-CD NOT A–Z
72 PA-SEQUENCE-NUM NOT 1, 2, OR 3
73 PA-NAME-LINE-1 IS BLANK
74 PA-NAME-LINE-3, LINE-2 BLANK
75 PA-NAME-LINE-4, LINE-3 BLANK
76 PA-CITY IS INVALID OR BLANK
77 PA-STATE- CD IS INVALID
78 PA-ZIP-CD ID NOT NUMERIC
79 PA-RECORD IS INCOMPLETE
   
80 PA-SEQ-NUM 2 or 3 and ACTION D
81 RA-CITY IS INVALID OR BLANK
82 RA-STATE-CD IS INVALID
83 RA-ZIP-CD NOT NUMERIC
84 NO COMMA BETWEEN CITY, ST-CD
85 NO BLANK BETWEEN ST-CD ZIP-CD
86 ST-CD [slash0][slash0]–9 FIELD 2 NOT BLANK
87 ST-CD NOT 00, FIELD 2 IS BLANK
88 ST-CD [slash0][slash0], FIELD 1 NOT BLANK
89 ST-CD NOT [slash0][slash0] AND FIELD 1 BLANK
   
90 DUPLICATE NON-LETTER-UPDATE-ID
91 OMB UPDATE AND ACTION-CD NOT R
92 FORM-LETTER-MCC, ACTION NOT R
93 LINE IS NOT PRESENT ON LETTER
94 DUPLICATE LINE NUM ON LETTER
95 NEW-PARA-LINE-SEQ-NUM INVALID
96 BAD CHAR IN PA, RA, SI, or ST
97 LOCAL LETTER NUMBER NOT 9[slash0][slash0] [slash0]
98 LASER-SIG-CD NOT [slash0][slash0] [slash0]1-[slash0][slash0]99
99 LASER-SIG-CD SHOULD BE BLANKS
   
100 SALUTATION-LINE-NUM NOT BLANK
101 SALUTATION-LINE-NUM NEEDED
102 PRECEDING SAL-LINE NOT BLANK
103 FOLLOWING SAL-LINE NOT BLANK
104 CLSNG-PARA-NUM INCONSISTENT
105 NUM-OF-CLSNG-LINES NOT [slash0][slash0] –35
106 SIGNATURE-FILL-IN-VAL-CD NOT "S"
107 MCC OR SCF-LTR-NUM NOT 9[slash0][slash0] 1
108 LETTER CODE INVALID
109 NUM OF BLANK LINES IN SIG-AREA NOT 3–5
   
110 LITERAL "SINCERELY YOURS" NOT FOUND
111 SIG-TITLE-FI-LINE(S) MISSING
112 LINE BELOW SIG-TITLE-LINE NOT BLANK
113  
114 MCC-LETTER-CODE NOT "C" OR "CT"
115 "S" FI-CD NOT ALLOWED IN THIS AREA
116 EN-CD NOT [slash0][slash0] [slash0]–999
117 EN-SIG-TITLE-CD NOT [slash0]1–99 OR AA –ZZ
118 EN-SIG-CD, ST-CD MISMATCHED
119 = CHARS DO NOT HAVE FILL-INS
   
120 SIG-TITLE-LINE-NUM NOT NUMERIC
121 SIG-TITLE-LINE-NUM NOT [slash0]16–950
122 CLSING-PAR-LINE-NUM NOT [slash0][slash0] [slash0], [slash0]16 –950
123 EJECT-LINE-NUM NOT [slash0][slash0] [slash0], [slash0]16 –950
124 EJECT-LINE-NUM NOT NUMERIC
125 MORE THAN 73 SELECTIVE-PARA-CDs
126 EPMF-LETTER-CD NOT "C" OR "CT"
127  
128 ACTION-CD FOR OLD EN REC NOT D (DELETE)
129 CES-MSG CHARACTER NOT a, c, g OR m
130 CES-MSG NUMBER NOT NUMERIC (00–99)
131 CITY/STATE/ZIP INVALID
132 CITY/STATE/ZIP INCONSISTENT
 SP-CD NOT A–Z, 0–9, a–z, BLANK, ’+’, OR ’-’ OR !#$%&/:;<>\///
 SP-CD NOT IN A–Z, 0–9, a–z OR !#$%&/::<>\/// SEQUENCE

Exhibit 2.11.1-5 
Example of a letter in SERP format

This image is too large to be displayed in the current screen. Please click the link to view the image.

Exhibit 2.11.1-6 
Input Format. FILL-IN-LINE.

    FOR SERVICE CENTER USE ONLY (TCC See Exhibit 2.11.1-25.)
Name Start Pos Length Remarks
LETTER-LINE-NUM 1 3 Key in all 3 numerics, or allow program CRX5B to number the lines for you automatically.
FILL-IN-LINE-IND 4 1 F
FILLER 5 1 Blank
NUM-OF-FILL-IN-CD-SECTIONS 6 1 Numeric
FILLER 7 1 Blank
SELECTIVE-PARA-CD 8 1 Blank or selective paragraph code
FILLER 9 1 Blank
FILL-IN-CD-SECTION     There will be 1 to 5 per line with a space in between each
FILL-IN-NUM 10 2 Both numerics must be keyed in
FILL-IN-REQUIRED-IND 12 1 E or M
FILL-IN-START-POS 13 2 Must be 11–80 or spaces
PRINT-JUSTIFICATION-CD 15 1 A, J, L, N, or R
MAX-FILL-IN-LENGTH 16 3 Must be 001–420
FILL-IN-VALIDATION-CD 19 1 1, $, A, S, N, P, T, D, Y, or V
FILLER 20 1 Blank
FILLER 65 15 Blanks

Exhibit 2.11.1-7 
Input Format. LETTER-HEADER-LINE.

Name Start Pos Length Remarks
OUTPUT-CD 1 2 L3
FILLER 3 6 Blanks
NUM-OF-COPIES 9 1 1, 2, or 3
FILLER 10 2 Blanks
FORM-LETTER-NUM      
FORM-NUMERIC-ID 12 4 All 4 numerics must be keyed in
SERVICE-CENTER-CD-ALPHA
or
16 2 See Exhibit 2.11.1-3.
LOCAL-LETTER-CODE
or
16 2 See Exhibit 2.11.1-3.
FORM-LETTER-MCC-CODE 16 2 C or CT
FILLER 18 4 Blanks
PREADDRESSEE-IND 22 1 P or Blank
FILLER 23 1 Blank
SELECTIVE-PARA-IND 24 1 S or Blank
FILLER 25 1 Blank
LETTER-REVISION-DT      
REVISION-DT-MONTH 26 2 MM
REVISION-DT-CENTURY 28 2 CC
REVISION-DT-YEAR 30 2 YY
FILLER 32 1 Blank
TOTAL-LETTER-LINES 33 3 Blanks
FILLER 36 1 Blank
SALUTATION-LINE-NUM 37 3 000–015
FILLER 40 1 Blank
SIGNATURE-TITLE-LINE-NUM 41 3 016–950
FILLER 44 1 Blank
CLSNG-PARA-LINE-NUM 45 3 000 or 016–950
FILLER 48 1 Blank
NUM-OF-CLSNG-LINES 49 2 00–35
FILLER 51 1 Blank
EJECT-LINE-NUM 52 3 000 or 016–950
FILLER 55 1 Blank
OMB-IND 56 1 Blank, [slash0], or 1
FILLER 57 1 Blank
OMB-CLEARANCE-NUM 58 8 Blanks unless OMB-IND is [slash0]
FILLER 66 1 Blank
OMB-EXPIRATION-DT      
OMB-EXPIRATION-DT-MONTH 67 2 MM
OMB-EXPIRATION-DT-DAY 69 2 DD
OMB-EXPIRATION-DT-CC 71 2 CC
OMB-EXPIRATION-DT-YEAR 73 2 YY
FILLER 75 5 Blanks

Exhibit 2.11.1-8 
Input Format. NARRATIVE-LINE

    FOR SERVICE CENTER USE ONLY (TCC See Exhibit 2.11.1-26.)
Name Start Pos Length Remarks
LETTER-LINE-NUM 1 3 Key in all 3 numerics, or allow program CRX5B to number the lines for you automatically.
FILLER 4 4 Blanks
SELECTIVE-PARA-CD 8 1 Blank or selective paragraph code
FILLER 9 1 Blank
NARRATIVE-TEXT 10 70 Character data — letter text

Exhibit 2.11.1-9 
Input Format. OMB-CLEARANCE-UPDATE-RECORD.

Name Start Pos Length Remarks
CRRSPNDX-UPDATE-ID      
OM-LITERAL 1 2 OM
OMB-CD 3 2 AA–ZZ (upper or lower) or 01–99
FILLER 5 2 Blanks
MCC-IND 7 1 Must be "C" at TCC
Must be blank at Service Centers.
FILLER 8 1 Blank
ACTION-CD 9 1 A, D, or R
FEDERAL-TAX-FORM-NUMBER 10 8  
OMB-CLEARANCE-NUM 18 8  
OMB-EXPIRATION-DT 26 6 MMDDCCYY
Example:      
OMJD[slashb][slashb]C[slashb]R1040[slashb][slashb][slashb][slashb]1545098703311989

Exhibit 2.11.1-10 
Input Format. PREADDRESSEE-UPDATE-RECORD-1.

Name Start Pos Length Remarks
CRRSPNDX-UPDATE-ID      
PA-LITERAL 1 2 PA
PREADDRESSEE-CD 3 1 A–Z
PA-SEQUENCE-NUM 4 1 "1"
FILLER 5 4 Blanks
ACTION-CD 9 1 A, D, or R
NAME-LINE-1 10 35  
NAME-LINE-2 45 35  
Note: This is the first of two or three records required to insert a preaddressee's full address into the data base.
To add this Address: Director
  Regional Disbursing Center
  Division of Disbursement
  P.O. Box 7838
  Philadelphia, PA 19101
Requires this input for the first record:  
PAX1[slashb][slashb][slashb][slashb]ADIRECTOR REGIONAL DISBURSING CENTER

Exhibit 2.11.1-11 
Input Format. PREADDRESSEE-UPDATE-RECORD-2.

Name Start Pos Length Remarks
CRRSPNDX-UPDATE-ID      
PA-LITERAL 1 2 PA
PREADDRESSEE-CD 3 1 A–Z
PA-SEQUENCE-NUM 4 1 "2"
FILLER 5 4 Blanks
ACTION-CD 9 1 A or R
NAME-LINE-3 10 35  
NAME-LINE-4 45 35  
Note: This is the second of two or three records required to insert a preaddressee's full address into the data base. This record is required only if Name Line 3 and/or Name Line 4 are present.
To add this Address: Director
  Regional Disbursing Center
  Division of Disbursement
  P.O. Box 7838
  Philadelphia, PA 19101
Requires this input for the second record:  
PAX2[slashb][slashb][slashb][slashb]A DIVISION OF DISBURSEMENT  

Exhibit 2.11.1-12 
Input Format. PREADDRESSEE-UPDATE-RECORD-3.

Name Start Pos Length Remarks
CRRSPNDX-UPDATE-ID      
PA-LITERAL 1 2 PA
PREADDRESSEE-CD 3 1 A–Z
PA-SEQUENCE-NUM 4 1 "3"
FILLER 5 4 Blanks
ACTION-CD 9 1 A or R
STREET-ADDR 10 35  
CITY-STATE-ZIP 45 35  
Note: This is the last of the two or three records required to insert a preaddressee's full address into the data base.
To add this Address: Director
  Regional Disbursing Center
  Division of Disbursement
  P.O. Box 7838
  Philadelphia, PA 19101
Requires this input for the last record:  
PAX3[slashb][slashb][slashb][slashb]AP.O. BOX 7838 PHILADELPHIA,PA 19101

Exhibit 2.11.1-13 
Input Format.RETURN-ADDRESS-UPDATE-RECORD.

Name Start Pos Length Remarks
CRRSPNDX-UPDATE-ID      
RA-LITERAL 1 2 RA
RETURN-ADDRESS-CD 3 2 01–99 or AA–ZZ
FILLER 5 4 Blanks
ACTION-CD 9 1 A, D, or R
STREET-ADDR 10 35  
CITY-STATE-ZIP 45 35  
Example:      
RA99[slashb][slashb][slashb][slashb]RP.O.BOX NASHVILLE,TN 372029876

Exhibit 2.11.1-14 
Input Format. SIGNATURE-TITLE-UPDATE-RECORD.

Name Start Pos Length Remarks
CRRSPNDX-UPDATE-ID      
ST-LITERAL 1 2 ST
SIGNATURE-TITLE-CD 3 2 [slash0][slash0]–99, AA–ZZ
LASER-SIGNATURE-CD 5 4 [slash0][slash0][slash0]1– [slash0][slash0]99 or blanks
ACTION-CD 9 1 A, D, or R
SIGNATURE-FIELD-1 10 35 SIGNATURE-NAME or SIGNATURE-TITLE. 2.11.6.9
SIGNATURE-FIELD-2 45 35 SIGNATURE-TITLE or blank
2.11.6.9
Example:      
STAA0007RMARY R. MAXWELL CRIMINAL INVESTIGATION OFFICER

Exhibit 2.11.1-15 
Input Format. SPECIAL-INSERT-UPDATE-RECORD.

Name Start Pos Length Remarks
CRRSPNDX-UPDATE-ID      
SI-LITERAL 1 2 SI
SPECIAL-INSERT-CD 3 2 AA–ZZ
FILLER 5 4 Blanks
ACTION-CD 9 1 A, D, or R
SPECIAL-INSERT 10 35  
FILLER 45 35 Blanks
Example:      
SIAZ[slashb][slashb][slashb][slashb]A(901) 555-1212 X301]

Exhibit 2.11.1-16 
Input Format. EMPLOYEE-NUM-SIG-UPDATE-REC.

Name Start Pos Length Remarks
CRRSPNDX-UPDATE-ID      
EN-LITERAL 1 1 E
EN-CD[slash0][slash0] [slash0]–999 2 3  
FILLER 5 4 Blanks
ACTION-CD 9 1 A, D, or R
EN-SIG-TITLE-CD
[slash0][slash0]99 or AA–ZZ
10 2  
FILLER 12 68 Blanks
Example:      
E[slash0][slash0]5[slashb][slashb][slashb][slashb]ASF

Exhibit 2.11.1-17 
LETTER-ERROR-CDs

VALUES MEANINGS
A FILL-IN-NUM in NARRATIVE-LINE is greater than FILL-IN-NUM on GENERATED-LETTER-REQUEST-REC.
B Mandatory FILL-IN not present.
C FILL-IN-DATA on GENERATED-LETTER-REQUEST-REC is in excess of NARRATIVE-FILL-IN area available.
E A FORMATTED-LETTER exceeded the four page line limit.
H FILL-IN-DATA for a NARRATIVE-FILL-IN contains more than 70 characters without an intermittent blank.
S The SIGNATURE-TITLE-CODE that was in the GEN-LTR-REQUEST-REC could not be found in the current CNLF database.
X There was no FORM-LETTER match for this GENERATED-LETTER-REQUEST-REC.
Y An attempt was made to insert the floating paragraph before the salutation of the letter.
Z An attempt was made to automatically generate a dollar sign ($) in a narrative paragraph, but no blank was input after the numerics; or some other erratic data was input for a narrative fill-in.

Exhibit 2.11.1-18 
CTS Commands

CTS commands shown below are spelled out in their entirety. All of them can be abbreviated to the first three letters. If the command can be abbreviated to one letter, the first letter is shown as underlined.

Command  
@CTS Calls the CTS processor. Takes you from demand mode to CTS mode.
XCTS Returns you to demand mode. Exits CTS.
OLD filename Brings your workfile into "little f," the workspace. Example: OLD CTWF.
REPLACE Saves a file called with OLD. Remember to REP before exiting. Example:
REP CTWF.
New filename Creates a new workfile.
SAVE Saves files created with "NEW."
CHANGE/toe/tax/ Changes "toe" to "tax" on the current line. To change every occurrence of toe in the letter, type CHANGE /toe/tax/ ALL
DELETE n, n Deletes CTS lines n through n. Example: DELETE 240,310 deletes lines 240 through 310
DITTO L i,j Causes the lines specified in L to be duplicated and placed at i, incremented by j. Example: DITTO 330,360 500,10 copies lines 330 through 360, and puts them at line 500 and numbers them by 10s (500, 510, 520, etc.)
GO n "GO" alone takes you to the top or beginning of your work area. GO 450 takes you to line 450. PRINT 450 would also take you to line 450, and display the line.
LIST n,n Prints on the screen the lines specified. Example: LIST 100,300 prints lines 100 through 300 on the screen. If you do not specify any lines, your entire file will scroll by.
LOCATE assets Will find the next occurrence of the word "assets" .
LOCATE ’your cooperation Single quotes are used to find a string of text which contains a space or spaces.
This command would locate the next occurrence of the words "your cooperation."
MOVE L i,j A destructive DITTO, moves without copying. This causes the lines specified in L to be moved to i, and incremented by j. Example: MOVE 60,110 290,5 takes lines 60 through 110 and puts them at line 290 and numbers them 290 295, 300, 305 and so on.
NUMBER n,n Causes the automatic generation of CTS line numbers. Examples: NUM gives you numbers starting at 100, incremented by 10s. NUM 440,5 would generate automatic numbers 440, 445, 450, 455 and so on until you type in the command *MAN
*MANUAL Terminates automatic numbering mode.
PRINT n,n Prints on the screen the lines specified. Examples: P 400,600 prints lines 400 through 600. Another common use is P +20 which prints the next 20 lines
PRINT n S Prints the line specified with a Scale, showing the actual columns the text is in. Example: P 520 S displays line 520 with a scale.
RESEQUENCE i,j L Renumbers the CTS edit line numbers specified in L starting with i, incremented by j. Examples: RES is the default and renumbers the whole file starting at 100 by 10s. RES 700,10 400+ would take all the lines numbered from 400 up, and renumber them by 10s starting with 700. This would allow you to insert several paragraphs before line 400.
SITE Allows you to make a paper printout of your workfile. This is a "conversational" command. It will ask you four easy questions.
HDG?> Optional. Prints at the top of each page.
RTN?> Optional. Prints on the last page. You can respond with your name and where the printout should be routed.
COPY?> Optional. You may specify 1 to 63 copies.
SITE?> This field is required. For most Service Centers the correct answer is PR. If this doesn't work for you, check with a CSA.
   
TAB ; 5, 11 Sets the semicolon as a tab character, and puts tab stops at columns 5 and 11. This could be handy for entering FILL-IN-LINEs, as you may want to enter your NUM-OF-FILL-IN-CD-SECTIONS in column 5, then your FILL-IN-NUM in column 11. Typing a ; would move you out to the next tab stop.

Exhibit 2.11.1-19 
Text Editor Commands

Command Action taken by text editor
C /xxx/yyy/ changes characters xxx to yyy on current line
CASE UPPER permits lower case type to be treated as upper case
D deletes current line
D n,n delete edit lines n through n
DITTO nnn copies line nnn and puts copy after current line
DITTO nnn,nnn copies lines nnn through nnn and puts copies after current line
EXIT terminates editor saves and applies changes
I[slashb] (followed by text) inserts new line of text after current line
IB (followed by text) inserts new line of text before current line
I+ inserts blank line after current line
L xxx locates and displays the next line containing characters xxx
LC xxx locates and displays all lines containing characters xxx
LAST locates and displays line with highest edit line number
LNP displays current line with edit line number
LNP n displays next n lines with their edit line numbers
LNP n,n displays lines n through n with their edit line numbers
LNP! displays all lines in letter with their edit line numbers
MOVE nnn,nnn moves lines nnn through nnn after current line
"n" (edit line number) displays edit line number n
N displays next line
OMIT terminates editor, destroys changes
P displays current line
P n displays next n lines
P n,n display lines n through n
P! displays all lines in letter
R[slashb] (followed by text) overlays current line with text
SCA displays a scale of numbers across the line
SET clears tabs
SET nn, nn, nn, etc. sets tabs at character columns nn, nn, nn, etc.
TAB x indicates that character x will be used as a tab
UP goes into edit update mode from review mode.
WAIT nn waits nn seconds before next input
XMIT key (no text) goes from edit mode to input mode, or input to edit mode

Exhibit 2.11.1-20 
SERP copy (formerly Document 6548)

1          DOCUMENT 6548 WORKFILE
2 ENTER THE FIELDS TO THE RIGHT OF THE ">" . THE PROMPTS ABOVE THE FIELDS
3 ARE TO SHOW FIELD LENGTH AND FORMATS. DO NOT DELETE LINES IN THIS
4 WORKFILE EXCEPT IN NOTE AREA.
5         1234CT              99–99
6 FORM LETTER NUMBER>          TRANSMITTAL NUMBER>
7
8         ************           MM-DD-CCYY
9 ORIGINATING OFFICE>           DATE-OF-ISSUE>
10
11  *******************************************************************
12TITLE>
13TITLE>
14        **********************
15NUMBERS OF COPIES>
16
17        *********************
18DISTRIBUTION TO>
19
20        9999XX************
21FORMER LETTER>
22
23    ********************
24IMF/BMF>
25
26             ******************************
27LETTERS CONSIDERED IN REVISION>
28    (continuation)   >>>
29
30         ****************************************
31NATURE OF CHANGES>
32  (continuation)   >>>
33
34        9999XX**********************
35REVISION DATA>
36
37NOTE: ********** THE NEXT SEVEN LINES ARE AN EXAMPLE **********
38    BEGIN FIRST LINE OF EACH NOTE - "NOTE: " . STAY WITHIN
39    THE ASTERISKS.
40]
41NOTE: END EACH NOTE WITH A "]" ON THE NEXT LINE COLUMN 1 EXCEPT
42    IF IT IS THE LAST NOTE (OR THERE ARE NO NOTES) THEN ENTER
43    "[ ]" IN COLUMNS 1 & 2. BEGIN THE FIRST NOTE ON LINE #49.
44 [ ]
45
46
47
48NOTE:  ** THIS IS A GUIDE LINE *** BEGIN NOTES ON NEXT LINE ****
49 [ ]

Exhibit 2.11.1-21 
Example of Notes in WKFILE

48 NOTE: ** THIS IS A GUIDE LINE *** BEGIN NOTES ON NEXT LINE ****
49 NOTE: In fill-in 07 use IRS Control number.
50 ]    
51 NOTE: In fill-in 08, use "dated" for correspondence or use "of" for telephone calls.
52    
53 ]    
54 NOTE: CASE 1 WHAT TO DO
55    
56 file missing call TCC Letter Technician
57]    
58 NOTE:
59
In fill-ins 13, 14, & 15 use "your accountant" , "your representative" , "your attorney" , or individual's name.
 
60 [ ]      

Exhibit 2.11.1-22 
Screen display terminal responses and error messages from CRX07

END PROGRAM CRX07

PLEASE ENTER FORM-LETTER-NUM (USE LEADING ZEROS) OR ENTER EXIT (E).

C-LETTERS MUST BE <9001 — The first 4 characters have a numeric value greater than 9000. This is not allowed for TCC letters.

FORM-LTR-NUM NOT NUMERIC — The first 4 characters of the form letter number are not numeric.

MCC-LETTER-CODE NOT C OR CT — The last two characters in the MCC letter code must end in either "C" or "CT" .

RE-ENTER FORM-LETTER-NUM OR ENTER EXIT (E)

PLEASE ENTER ACTION CODE (A)DD, (R)ETRIEVE, (D)ELETE OR ENTER EXIT (E) — Use "A" if this comment record is not already on the master-comment-file. Use "R" if this record already exists on the master-comment-file. Use "D" to delete a record off the master-comment-file. May use upper or lower case letters.

ACTION CODE MUST BE A, R, OR D — Entered an invalid action code.

RE-ENTER ACTION CODE OR ENTER EXIT (E)

RECORD NOT FOUND
USE (A) FOR ACTION CODE
— Used an "R" to retrieve a record that is not on the master-comment-file.

RECORD ALREADY ON DOC–6548
USE (R)ETRIEVE FOR ACTION CODE — Used an "A" for add when a record is already on the master-comment-file.

RECORD NOT FOUND — Tried to delete a record not on the master-comment-file.

DELETE 1234C ??? ENTER Y/N — This prompt will give the operator a chance to change their mind. Enter (Y)es or (N)o.

RECORD DELETED: 1234C

RECORD WAS ADDED TO WKFILE — The record was fetched from the master-comment-file and put in WKFILE.

WKFILE IS FORMATTED — An "A" was entered as the action code and the program created an empty WKFILE with prompts and literals.

ERROR: READ ERR# nn — An MSAM error was encountered while working the master-comment-file. Write the message down and contact national office programmers.

ALPHA PART OF FORM-LTR-NUM IS INVALID — The last two digits in the form letter number are not ‘C‘ or do not fall into the proper range for a local letter or Service Center letter.

LOCAL LETTERS MUST BE>9000 — Numeric values for local letter are 9001–9999.

SERVICE CENTER LETTERS MUST BE <9001

Exhibit 2.11.1-23 
Screen display messages from CRX08

WKFILE CONTAINS ERRORS, SEE ERR-FILE. — Use CTS/IPF to view ERR-FILE, then switch to WKFILE and make changes.

1234C WAS ADDED ( OR 1234C WAS REPLACED) — The record passed the validation requirements and was added, if new, or replaced, if already on the master-comment-file.

ERROR: WRITE ERR# nn — An MSAM error was encountered while working with the master-comment-file. Write the error message down and contact National Office programmers.

END PROGRAM CRX08

PLEASE ENTER (A)DD OR (R)EPLACE DOC-6548 REC OR ENTER EXIT (E) — Use "A" if this is a new record to the master-comment-file, use "R" if replacing an already existing record. May use upper or lower case letters.

RE-ENTER ACTION CODE OR ENTER EXIT (E)

ACTION CODE MUST BE "A" OR "R" — Entered an invalid action code.

WKFILE HAS LESS THAN 48 LINES — No lines are allowed to be deleted in the WKFILE prior to line #49.

C-LETTERS MUST BE <9001 — First 4 characters of ‘C‘ letters must have a numeric value less than 9001.

FORM-LTR-NUM NOT NUMERIC

ALPHA PART OF FORM-LTR-NUM IS INVALID — The last two digits in the form letter number are not ‘C‘ or do not fall into the proper range for a local letter or Service Center letter.

RECORD ALREADY ON DOC–6548
1234C
— Used an "A" for a action code when the record is already on the master-comment-file. "DOC–6548" is an user-name (alias) for the master-comment file.

RECORD NOT FOUND — Used a "R" for an action code but the record is not already on the master-comment-file.

@SYM,U WKFILE.,,PR FOR PRINT OUT — Move the cursor to the right of the "PR" and transmit. This will give a printed copy of the record.

LOCAL LETTERS MUST BE <9000 — Numeric values for local letters are 9001–9999.

SERVICE CENTER LETTERS MUST BE <9001

Exhibit 2.11.1-24 
Error messages in file ERR-FILE from CRX08

FORM LETTER PROMPT LINE INVALID — The prompt line above the area where form letter number is filled in has been corrupted (moved or written over). This same type message can be given for other fields in WKFILE.

TRANSMITTAL NUMBER NOT NUMERIC

HYPHEN MISSING IN TRANSMITTAL NUM

ILLEGAL MONTH IN DATE OF ISSUE — Valid month range 1–12

'' DAY " '' '' '' day 1–31
'' YEAR " '' '' '' year  60–99
    OR 00–29  
  CENTURY   century  19 or 20

DAY NOT NUMERIC IN DATE OF ISSUE

MONTH '' '' ″ '' '' ''
YEAR '' '' ″ '' '' ''
  CENTURY ''″ '' '' ''

HYPHEN MISSING IN DATE OF ISSUE

ORIGINATION LITERAL INVALID — The literal for the origination field — (ORIGINATING OFFICE>) has been corrupted ( either moved or written over). This same type of message can be given for all the fields in WKFILE.

ORIGINATING OFFICE FILL-IN IS SPACES — Forgot to enter the required fill-in for ORIGINATING OFFICE. This same type message can be given for all fields in WKFILE except FORMER LETTER and LETTERS CONSIDERED IN REVISION.

LINE # nnn SHOULD BE SPACES — There is data on a line that should be blank.

ERROR MESSAGES FOR THE NOTE AREA

ENDING BRACKETS "[ ]" FOUND BEFORE END OF FILE — The ending brackets must be on the very last line of the WKFILE.

NOTE AREA> 70 LINES — A total of 70 lines are allowed for inputting notes.

FIRST NOTE LINE NOT "NOTE:" OR "[ ]" — Line #49 is required to have "NOTE:" if there are notes for this record, or, "[ ]" if there are no notes for this record.

LINE # nnn NOTE CONTINUATION LINE OUT OF PLACE — On line nnn the first 7 columns are blank and there is text in columns 8–64. This is called a note continuation line. The line itself is valid but it is not inside of a note; probably follows a line with a delimiter "]" .

LINE # nnn EXTRA BRACKET IN NOTES — Two lines are together that both begin with a delimiter "]" .

LINE # nnn LAST NOTE SHOULD END WITH "[ ]" — The second to last line has a delimiter "]" and the last line has the ending brackets "[ ]" . Delete the second to last line.

LINE # nnn BRACKET MISSING BETWEEN NOTES — Missing "]" between two notes.

LINE # nnn FIRST CHARACTER NOT "N" , SPACE, "[" , OR "]" — Column 1 of every note line must contain one of these characters.

LINE # nnn NOTE TEXT TOO LONG — Entered data past column 64.

LINE # nnn NOTE TEXT IS EMPTY — No data in columns 8 through 64.

LINE # nnn SHOULD BEGIN "NOTE:" — Column 1 has "N" but columns 2–7 are invalid.

LINE # nnn DELIMITER LINE SHOULD BE SPACES — The first character is "]" , the rest of the line should be spaces.

LINE # nnn END DELIMITER LINE CONTAINS DATA — This line has "[ ]" in columns 1 & 2, the rest of the line should be spaces.

LINE # nnn MISSING CLOSING BRACKET — Column 1 contains "[" with no closing bracket "]" in column 2.

LINE # nnn BLANK LINE NOT INSIDE A NOTE — A blank line was encountered that was between two notes.

Exhibit 2.11.1-25 
Input Format. FILL-IN-LINE.

        FOR TCC ONLY
(SERVICE CENTER See Exhibit 2.11.1-6.)
Name Start Pos Length Remarks
       
LETTER-LINE-NUM 1 3 Key in all 3 numerics, or allow program CRX51 to number lines for you automatically.
       
FILL-IN-LINE-IND 4 1 F
       
FILLER 5 1 Blank
       
NUM-OF-FILL-IN-CD-SECTIONS 6 1 Numeric
       
FILLER 7 1 Blank
       
SELECTIVE-PARA-CD 8 1 Blank or selective paragraph code
       
FILLER 9 1 Blank
       
FILL-IN-CD-SECTION     There will be 1 to 5 per line with a space between each
  FILL-IN-NUM 10 2 Both numerics must be keyed in
         
  FILL-IN-REQUIRED-IND 12 1 E or M
         
  FILL-IN-START-POS 13 2 Must be 11–80 or spaces
         
  PRINT-JUSTIFICATION-CD 15 1 A, J, L, N, or R
         
  MAX-FILL-IN-LENGTH 16 3 Must be 001–420
         
  FILL-IN-VALIDATION-CD 19 1 1, $, A, S, N, P, T, D, Y, or V
       
CES-MSG      
  CES-MSG-TYPE 20 1 BLANK, `a’, `c’, `g’ or `m’
  CES-MSG-NUM 21 2 BLANK or 00–99
FILLER 80 1 Blank

Exhibit 2.11.1-26 
Input Format. NARRATIVE-LINE.

      FOR TCC USE ONLY
(SERVICE CENTER See Exhibit 2.11.1-8.)
Name Start Pos Length Remarks
       
LETTER-LINE-NUM 1 3 Key in all 3 numerics, or allow program CRX51 to number the lines for your automatically.
       
FILLER 4 1 Blanks
       
CES-SPECIAL-CHAR 5 1 BLANK, @ or /
       
FILLER 6 2 Blanks
       
SELECTIVE-PARA-CD 8 1 Blank or selective paragraph code
       
FILLER 9 1 Blank
       
NARRATIVE-TEXT 10 70 Character data — letter text

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