After you have logged on successfully, the BBTS Main Menu appears. See Figure 3.10.5-3

Figure 3.10.5-3

The BBTS Main Menu has the following menu choices:

The Menu bar is located at the top of the screen and lists the following choices:

Click on "Navigate" in the Menu bar to select a BBTS Screen or Report. Select "Navigate" if you want to move from one screen to another screen. See Figure 3.10.5-4

The arrow (>) to the right of the menu items indicates that there is a sub-menu.

The Processing Menu has the following 2 sub-menu choices, (with their own sub-menus):

Processing Menu

The Maintenance Menu has the following sub-menu choices:

The Adjustments Menu has the following choices:

The Pipeline Inventory Monitoring System (PIMS) Menu has the following choices:

PIMS is a program within BBTS used by Managers and Production Monitors for monitoring receipt patterns, volumes received and processed by the pipeline, and for scheduling purposes.

The Reports Menu has the following choices: See Figure 3.10.5-5

Figure 3.10.5-5

The Batch Creation Screen is used to create batch numbers. BBTS systemically creates and assigns new batch numbers by "Program Number" , ranging from 0001 to 9999. Once BBTS reaches Batch Number 9999 for a Program Number, the next batch number for that same Program Number will be 0001.

BBTS will create "re-circulating" batch numbers by Program Number and may create two Batch Numbers on the same day that are the same (but for different Program Numbers).

To create a batch number, "navigate" to the Batch Creation Screen and enter the following. See Figure 3.10.5-6

Figure 3.10.5-6

This screen is used primarily for batches of standard, un-numbered work (returns that are not yet identified with DLNs). "Navigate" to Batch Creation Screen. See Figure 3.10.5-7

The following information must be entered to establish non-remit batches of work:

A pop-up window opens with the following message: "Batch created successfully." Press the <ENTER> key.

When the Batch has been entered and created, a Form 9382 is generated and the Batch automatically moves to the next function assigned within the Routing path.

To print the Form 9382 use the following procedures: See Figure 3.10.5-8

Figure 3.10.5-8

Figure 3.10.5-10

This screen allows the Batching Function to select and release blocks of returns from the Manual Deposit Function and establishes With-remit batches of work into the pipeline process. See Figure 3.10.5-11

Figure 3.10.5-11

"Navigate" to the Batch Creation screen. Use the Arrow key to select Manual Deposit Final Batch

Batch Type- Use the Arrow key to select Manual Deposit Final Batch. Press the <ENTER> key.

Program Code- Enter the 5-digit Program Code assigned to the Batch. The cursor automatically moves to the Batch ID field.

Batch ID- Enter the Batch ID information or leave blank. Press the <ENTER> key.

DLN Reference Number- Click on Tools in the Menu Bar. Select " List of Values" . Choose DLN Reference Number. Press the <ENTER> key. See Figure 3.10.5-12

Received Date- The "Received Date" is automatically generated in Julian Date/Year format (DDDYYYY). Press the <ENTER> key.

Alternate Cycle Start Date- Automatically generated according to the Received date. User can override. Press the <ENTER> key.

Days in Cycle- Enter the "Days in Cycle" . Press the <ENTER> key.

Release Date- Automatically generated. Press the <ENTER> key.

Release Cycle- Automatically generated. Press the <ENTER> key.

Route- Enter the number that corresponds to the Routing Path or click on Tools, then List of Values. Press the <ENTER> key. See Figure 3.10.5-13

Figure 3.10.5-13

A pop-up window appears with message. Select "OK" . The cursor is located on the FLC field. See Figure 3.10.5-14

Figure 3.10.5-14

Click on Tools, then List of Values. Use the down arrow to select the appropriate block. Press "OK" .

A pop-up window appears, showing the DLN selected. Arrow down to the next line for the selection of the next block. Repeat Step 14. The volume increases as additional blocks are selected. See Figure 3.10.5-15

Click on "Batch" , then "Save" . You are now ready to print the transmittal(s). Click on Print, select Form 9382. A pop up window appears with the following message: "Did the Form 9382 report(s) print correctly?" The System will generate a Form 9382. Select "Print" and then select "OK" . Select either "Yes" , " No" (Print Again), or "Cancel" (Print Later).

For Reprocessables, Re-inputs and Odd Batches, use the Non-Remit Input Screen.

All information entered on the Non-Remit Input Screen is taken from the Block Transmittal Form 813 (Accounting/Rejects), Form 3893 (Reprocessables/Re-inputs), and Form 1332 (Rejects).

All information should be entered from the document itself, not the attachments (which may increase the risk of errors).

This screen allows the user to release batches of work that have been previously established to the next function in its specified route. This screen is used by Batching, Code and Edit, Data Conversion, and Entity functions.

"Navigate" to the Batch Release Screen for final release batches.

Select the Function Code from the drop down list. See Figure 3.10.5-18

.

Program Code- Enter the 5-digit program from the Form 9382, Batch Transmittal. The cursor automatically moves to the "Batch Number" field.

Enter the "Batch Number" from the Form 9382, Batch Transmittal.

If any of the Batches are not in the Function, a message appears. See Figure 3.10.5-19

Click the "OK" button to show the Batch was not released.

Check your transmittal for clarification.

The DLN Generation Screen is used to establish a block of With-Remit (W/R) returns processed by the Manual Deposit function. This application allows the BBTS user to input specific information used to generate with-remit (W/R) Block DLNs and Alpha Block Control (ABC) Codes. The DLN and the ABC for each block is established within the batch of work.

"Navigate" to the "DLN Generation Screen" .

With-Remit automatically appears in the first field.

Enter the 5-digit Program Code.

The File Location Code (FLC) automatically generates. User may override. Press the <ENTER> key.

Enter the appropriate Reference Number. Press the <ENTER> key. Refer to your local Reference file.

Enter the number of DLNs needed. Press the <ENTER> key.

Press "Continue."

Click on "DLNs" on the Menu Toolbar.

Select "Print" and "Manual Deposit DLNs" .

To Print:

Figure 3.10.5-20

Figure 3.10.5-21

This process establishes the DLN and the ABC for each block within the batch of work. After the DLNs are generated for the Batch, a print of Form 9382 is needed.

"Navigate" to the "DLN Generation Screen" . See Figure 3.10.5-22

Figure 3.10.5-22

Non-remit is highlighted. Press the <ENTER> key.

Enter the 5-digit "Program Code" from the Batch Transmittal Form 9382. Cursor automatically moves to the next field.

Enter the Batch number from the Form 9382, Batch Transmittal. If the Batch number is less than 4-digit, press the <ENTER> key. If the Batch number is 4-digit, the cursor will advance to the next field.

Enter a 3-digit number in the "Docs per Block" field to indicate the block size (number of documents in the block). Press the <ENTER> key.

The "File Location Code (FLC)" is systemically generated for regular pipeline systems. For some Non-Master File (NMF) and Information Returns Processing (IRP) batches, the cursor stops momentarily to allow the BBTS user to manually change the field. If no changes are needed, press the <ENTER> key.

The cursor moves to the "DLNs Needed" field.

Is the number of DLNs correct? If "yes" , press the <ENTER> key. If "no" , click on the DLNs Needed field to override the number generated.

BBTS assigns the number of DLNs requested. Use the scroll bar at the right of the screen to review the DLNs assigned.

Click on "Continue" and repeat instructions in (1) through (11) above to assign DLNs to numerous batches at one time.

After completing the instructions in IRM 3.10.5.9 , click on " DLNs" located on the Menu Toolbar.

Select "Print" select Form 9382. See Figure 3.10.5-23

A pop-up window appears with the following message: "Did the Form 9382 (report) print correctly?"

System generates Form 9382(s).

Select "Print" and then select "OK " .

Select the number of pages to print.

Click "OK." See Figure 3.10.5-24

A pop-up window appears with the following message, "Did the Form 9382 report(s) print correctly?" See Figure 3.10.5-25

Figure 3.10.5-25

Select either "Yes" , "No" (Print Again), or "Cancel" (Print Later).

Form 9382 prints.

Click on "DLNs" located in the Menu Toolbar.

Click on "Print Preview" to ensure Form 1332 prints correctly. See Figure 3.10.5-26

Figure 3.10.5-26

Select "Print" and then select "OK " .

Select the number of pages to print. See Figure 3.10.5-27

Click on "OK" .

A pop-up window appears with the following message: " Did the Form 1332 report(s) print correctly?"

Select either "Yes" , "No" (Print Again) or "Cancel" (Print Later). If "Yes " is selected, Form 1332 will print. See Figures 3.10.5-28 and 3.10-5-29

"Navigate" to the "Batch/Block Volume Change Screen" in the Toolbar. See Figure 3.10.5-30

Figure 3.10.5-30

Enter the 5-digit "Program Code" from the Form 9382, Batch Transmittal. The cursor will move to the "Batch Number " field.

Enter the "Batch Number" from the Form 9382. Press the <ENTER> key.

All assigned DLNs for the Batch appear.

Click in the "Actual Volume" column next to the DLN for volume to be corrected. See Figure 3.10.5-31

Figure 3.10.5-31

Make the change. Press <ENTER> and record will be highlighted and the partial release indicator will be checked.

When finished with all volume changes, press the "Release Entire Batch" button for final release or use the procedures below for releasing a Partial Batch:

If this block is to be deleted, follow the instructions in (9) below. See Figure 3.10.5-32

To Delete a Block Record:

Repeat instructions in (1) through (7) above to continue releasing batches of work.

This screen is used to return a batch of work to a prior function as long as the release to that function occurred within the same BBTS day. For example, function 190 releases an incorrect batch of work to function 230. Function 190 can return the batch to their function as long as BBTS is still in the same day that the batch was originally released.

"Navigate" to "Batch Rollback" .

Enter the "Program Code" and "Batch Number" to be rolled back from the Form 9382. Press the <ENTER> key.

The current and prior function will appear on the screen. Press the <ENTER> key.

Click on "Move Back" .

A Batch Rollback confirmation message appears with, " Batch has been returned to Function 230." See Figure 3.10.5-34

Click on the "OK" button.

Corrections can be made to this batch.

The Block to Cart Assignment (Automated Roadmap) Screen allows the Error Correction/Data Control functions to keep track of batches of work on BBTS by cart number, slot number, and day of the week. By keeping track of the batches, Error Correction/Data Control can determine when each batch must be moved to the next function.

"Navigate" to "Automated Roadmap" . See Figure 3.10.5-35

Enter the "Program Code" .

Enter the "Batch Number" .

After entering the "Program Code" and " Batch Number" all the information for that Batch will appear.

Enter the "Cart Number" . Press the <ENTER> key.

Enter the "Slot Number" . Use the arrow key if more than one DLN.

"Navigate" to the Toolbar, select " Roadmap" . Select "Save" . See Figure 3.10.5-36

Figure 3.10.5-36

The generated Batch Transmittal Form 6695, is routed to Data Control for retention and balancing. See IRM 3.17.30.2.4, SC Data Controls, for MCR (Master Control Record) Balancing Procedures.

Forms 6695 are returned from Data Conversion after the MCRs have been established on SCCF. The form is used for count verification of generated non-remittance MCRs. Its purpose is to assign and keep track of ABC's, track RPSIDs and print Form 1332 for each RPSID generated.

The ISRP (Integrated Submission and Remittance Processing System) RPSID Screen allows the user to assign a RPSID number to all with-remit returns processed through Deposit and to delete an RPSID number that was erroneously assigned.

"Navigate" to the "ISRP RPSID Generation Screen" .See Figures 3.10.5-38 and 3.10.5-39

Figure 3.10.5-38

To create RPSIDs follow the instructions in (4) through (13) below.

Figure 3.10.5-39

Enter the beginning RPSID number. Press the <TAB> key.

Enter the Program number. Press the <TAB> key.

Enter MFT. Press the <TAB> key.

Enter the Transaction Code. Press the <TAB> key.

Enter the Tax Year (YYYY). Press the <TAB> key.

Enter the Tax Period (MM). Press the <TAB> key.

Enter the Received Date (MMDDYYYY). Press the <TAB> key.

Enter the number of RPSIDs. Press the <TAB> key.

Select the "Generate RPSIDs" button.

Screen displays list of generated RPSIDs.

To print transmittals, select BBTS, print, transmittal. See Figure 3.10.5-40

The Form 9382, Batch Transmittal(s) generates as an Adobe Acrobat pdf file. When the file has been generated print the transmittal(s). See Figure 3.10.5-41

Figure 3.10.5-41

After printing the generated Form 9382, Batch Transmittal(s), close Adobe Acrobat and return to BBTS. A message window appears with the following Pop-up message: "Did the Form 9382 report(s) print correctly?" Select either "Yes" , "No (Print Again)" , or "Cancel (Print Later)" . See Figure 3.10.5-42

The Form 1332, Block Header(s), generates as an Adobe Acrobat pdf file. When the file has been generated print the transmittal(s). See Figure 3.10.5-43

Figure 3.10.5-43

After printing Form 1332, Block Header(s), close Adobe Acrobat and return to BBTS. A pop-up message appears with the following message: "Did the Form 1332 report(s) print correctly?" . Select either "Yes" , "No (Print Again)" , or "Cancel (Print Later)" . See Figure 3.10.5-44

To print additional sets of RPSIDs, "Navigate" to the Toolbar and click on Tools, and select Generate RPSIDs. Repeat instructions in (3) through (18) above. See Figure 3.10.5-45

Figure 3.10.5-45

To Delete RPSIDs that have been created under the incorrect Program Number, MFT, Transaction Code or a combination of items, use the following instructions: See Figures 3.10.5-46 through 3.10.5-48

Figure 3.10.5-47

Figure 3.10.5-48

This screen allows the user to list and balance the individual money amounts in a block that has been assigned a DLN through the With Remittance DLN Generation Screen. The user will also have the capability to generate and print the Forms 813 and 813A.

"Navigate" to 813 Entry/Reconciliation. See Figure 3.10.15-49

Select the DLN to be listed and balanced. The user will select the DLN previously generated through the With Remittance DLN Generation Screen:

Individual money amounts (deposit credits only) must be listed for each Manual Deposit DLN. A maximum of 100 documents (serial numbers 00-99) can be entered per block DLN. The money amounts are entered from the actual payment documents (checks, money orders, etc.).See Figure 3.10.5-50

Use the following instructions forListing Money Amounts :

Use the following procedures for Reconciliation to Balancing a DLN: See Figure 3.10.5-51

Figure 3.10.5-51

Printing Form 813

Figure 3.10.5-52

Generating and Printing Form 813-A

Figure 3.10.5-55

Replacing a DLN

Figure 3.10.5-56

Figure 3.10.5-57

Removing a DLN from Form 813-A

Figure 3.10.5-58

Figure 3.10.5-59

The Off-Line DLN Generation Screen allows the user to establish Off-Line DLN Generation for Non-Master File (NMF) payments, returns sent from the Campus area offices.

This screen is used for DLN renumbering performed in Rejects or in Accounting.

This screen is also for Employee Plan/Exempt Organization (EP/EO) user fees. All NMF documents are pre-sorted into like area offices, and Master File (MFT) codes. EP/EO user fees are pre-sorted by form number only.

The user assigns Document Locator Numbers (DLNs) to payments and returns. The payments and returns can be in the form of payment vouchers, such as Forms 2424, 3244, 2552, and 3413, and BMF and IMF returns.

Follow the instructions below to generate DLNs:

Figure 3.10.5-60

Figure 3.10.5-61

The Reports Menu allows the user to access BBTS Reports. These reports are used to track Receipts, Production, Inventory, Late Cycles, Query Batches and DLNs. With the "Reports" menu, users have the capability to reprint transmittals. See Figure 3.10.5-62

Figure 3.10.5-62

Production Report

Figure 3.10.5-63

Inventory Report

Figure 3.10.5-64

Late Cycle Report

Figure 3.10.5-65

Figure 3.10.5-66

Batch Query Report

Receipts Report

Sorted MCR Report

Files Reports

The Unit Production Log consists of Receipt and Production volumes for unique Organization, Function, Program (OFP) combinations. The log is completed by various types of work in order to maintain and update WP&C information. See Figures 3.10.5-67 and 3.10.5-68

Figure 3.10.5-67

Figure 3.10.5-68

Printing the Unit Production Report

This application allows the user to reprint Batch Transmittal(s) Form 9382, Form 1332(c), and Form 813.

"Navigate" to the "Reports Screen " .

Click on the "Re-print Transmittal" .

Enter the 5-digit "Program Code" .

Click on the "Batch Number" field.

Select either "Reprint 9382" or " Reprint 1332" as appropriate. A pop-up window indicates Form(s) 9382 successfully scheduled to printed or Form(s) 1332 successfully scheduled to be printed. Click "OK" .

"Navigate" to "Reports" on the Menu Toolbar.

Select the "Print" option. Click on the form User wants to print.

System generates forms.

Select "Print" and then select "OK " .

A pop-up window appears with the following message: " Did the Form 9382 or 1332 report(s) print correctly?" . Select either "Yes" , "No" (Print Again) or " Cancel" (Print Later).

Follow the instructions in (2) through (11) above when re-printing Remittance Processing Identification (RPSIDs) transmittal.

To Re-print a Form 813, Enter "DLN" . Select Re-print 813. A pop-up window indicates Form (s) 813 successfully scheduled to be printed. Click "OK" . Follow the instructions in (7) through (12) above.

Figure 3.10.5-69