3.41.275  Scanner Operations on SCRIPS (Cont. 1)

3.41.275.3 
Scanner Operations

3.41.275.3.10 
Adjusting the Scanner

3.41.275.3.10.1 
Adjusting the Feeder

3.41.275.3.10.1.3  (01-01-2014)
Adjusting the Serializer

  1. The Serializer adjusts to form type automatically.

3.41.275.3.10.2  (01-01-2014)
Check the Universal Stacker

  1. Check the Universal Stacker to ensure that there are not any documents left from a previous job in either of the Stacker Bins or in the Reject Bins

    Note:

    After removing documents, ensure stackers have returned to the full UP position. Press Stacker Flush button.

    Figure 3.41.275-5
    This image is too large to be displayed in the current screen. Please click the link to view the image.

    Stacker Controls

3.41.275.3.10.3  (01-01-2014)
Checking the Printer

  1. Ensure that the printer is on-line.

  2. Ensure that there is a sufficient supply of paper in the printer.

3.41.275.3.11  (01-01-2014)
Perfecting the Documents

  1. Retrieve the documents to be scanned. The documents will be in the staging area for your Submission Processing Site.

  2. Make sure the documents are perfected before placing them in the feeder to ensure the system runs smoothly.

  3. Remove the IRP documents, Schedule K-1s, Form 940, or Form 941s that are in boxes or on trucks.

  4. Check the documents for the following:

    • Staples

    • Folded edges

    • Perforated side edges that have not been detached

    • Continuous sheets that have not been separated

    • Holes and/or tears

    • Attachments (bank tapes, correspondence, scotch tape, envelopes, etc.)

    • Upside down or backward documents

  5. Use the jogger to straighten edges and reduce static.

    1. Place the documents in the jogger.

    2. Rotate the documents 90 degrees at a time until the edges are straight.

    3. Remove the documents from the jogger.

3.41.275.3.12  (01-01-2014)
Loading Documents in the Feeder Tray

  1. The documents will be placed in the feeder face up with the bottom of the form closest to you.

  2. Ensure that all of the documents in the feeder are straight.

  3. The feeder draws from the top document when scanning. Documents added to the feeder should be placed under the stack currently loaded.

3.41.275.3.13  (01-01-2014)
Scanning the Documents

  1. You will now begin to process the documents through the scanner.

  2. Periodically during scanning, monitor the IC to ensure the counters are advancing and all indicator area boxes are green.

  3. Also, while running a job, periodically monitor image quality of the documents being scanned by looking at the "BancTec IntelliScan XDS job window which is continually" displayed on the Operator Console.

3.41.275.3.13.1  (01-01-2014)
Add Documents After IRP

  1. When scanning IRP, follow the procedures listed below.

  2. There are four menu options for IRP, select one of the following:

    1. IRP—Regular—Use this option for scannable submissions of Form 1096 with their associated Form 1097 series, Form 1098 series, Form 1099 series, and Form 5498. This option will accept nonconforming forms, including photocopies and homemade forms, as long as the form is scannable (i.e., the form is 8″ or 8 1/2″ x 11″ and is not torn or otherwise mutilated). These constitute the bulk of IRP processing.

    2. IRP—Original Entry—Use this option to force all of the documents to OE Image at the workstations.

    3. IRP—1096 Image Only—Use this option for any Form 1096 that are input on ISRP as well as Form 1096 scanned on SCRIPS, but that need to be re-imaged. They will be scanned only for purposes of capturing an image for archive.

    4. IRP—Manual Feed (Key DocId) Use this option for nonconforming forms/submissions that were rejected under the "IRP–Regular" option. These may include photocopies, homemade forms, and forms without a document code at the top of the page, etc. With changes made to the "IRP–Regular" process, this option is no longer necessary. However, it may still be used in some circumstances.

  3. The first document imaged must be a drop-out ink Form 1096.

  4. TAB to the "OK" button and hit <ENTER> or click on the "OK" button. The Serializer automatically moves to "Page Location." Verify that the serializer is in the correct position (See IRM 3.41.275.3.13.1(4). Press the Auto Feed button or spacebar key to continue.

  5. If you selected "IRP-Regular" , "IRP-Original Entry" , or "IRP-1096 Image Only" in (2) above, the feeder will then begin sending the documents through the transport.

  6. If you selected "IRP-Manual Feed (Key DocId)" in (2) above, you will be required to enter a document code for each manual entry.

    1. Click on the correct Form Type from the drop down window click on the four character 1099,1098 or 5498 Document Code for the submission you are scanning from the table below:

      Form Document Code
      1099–A 8080
      1099–B 7979
      1099–Q 3131
      1099–S 7575
      5498 2828
      1099-H 7171

    2. Then feed the Form 1096 and associated forms from that submission through the Scanner

  7. The serializer will print a 14 digit DLN on the Form 1096, 16 digit DLN on IRP forms that are 2 to a page, or 18 digit DLN on IRP forms that are 3 to a page. A six digit number will be assigned, if the form type code was not recognized and the document will go to Forms Identification (FI).

    Note:

    Make sure that each document is numbered with a legible DLN or IRP SN.

  8. Continue putting the documents into the feeder until you have completed a box or tub, except when scanning "IRP-Manual Feed (Key DocId)" .

  9. If you selected "IRP-Regular" , "IRP-Original Entry" , or "IRP-1096 Image Only" in (2) above, press the <F3> key when you have completed scanning. The End of Batch menu will be displayed. You have an option to start a new batch or quit scanning.

  10. If you selected "IRP-Manual Feed (Key DocId)" in (2) above, press the <F3> key to get the message "Enter Next Form Type to Process: nn or Q to Quit" , then press "Q" to quit, and <Enter> when you have completed scanning.

  11. The IRP Assigned DLN Report and the Scanner Statistics Report will then be generated but not automatically printed. They will be available on demand.

  12. Per local procedures, indicate the Julian date and the starting/ending block numbers of each tub or box scanned.

3.41.275.3.13.1.1  (01-01-2014)
IRP 1096 Image Only

  1. Select IRP from the Job Selection Menu.

    Note:

    Do not use the re-image selection for IRP.

  2. The IRP Category Selection Menu will appear.

  3. Select "IRP– 1096 Image Only" from the IRP Category Selection Menu.

  4. The message "Receiving DLN Confirmation" will appear.

  5. Load the feeder with the IRP Form 1096s that need to be re-imaged.

  6. Press the "Auto Feed Button or spacebar " key to feed the Form 1096s through the transport. Once the scanner has finished loading the information, it will automatically start feeding documents and scanning. Be sure documents are in the feeder by this time.

    Note:

    The re-imaged documents will not appear on the IC monitor.

  7. The re-imaged Forms 1096 will be sent to the Workstation Operators. The Workstation Operator will enter the DLN from the imaged Forms 1096s.

  8. After all the Form 1096s are re-imaged for the day, press the <F3> key to end the job.

3.41.275.3.13.2  (01-01-2014)
Scanning Schedule K-1

  1. When scanning Schedule K-1, follow the procedures listed below:

  2. Select the appropriate form type from the Schedule K-1 category Selection Menu. There are three options:

    1. Form 1041 K-1 (44386)

    2. Form 1065 K-1 (44387)

    3. Form 1120S K-1 (44388)

    1. End Batch

    2. Close this batch

    3. Start a new batch

    4. Quit scanning - close out the run

  3. Tab to the cycle and enter the 2 digit CYCLE in the Cycle Number and confirm Cycle Number fields. These require two matching fields.

  4. Tab to the Batch Number and enter the 4 digit Batch Number and confirm Batch Number fields. cycle This requires two consecutive matching entries.

    Note:

    The Batch Number is located in the top right corner of the Batch Transmittal Form 9382.

  5. Tab to the TAX YEAR and enter the 4 digit Tax Year.

  6. TAB to the "OK" button and hit <ENTER> or click the "OK" button. The Serializer automatically moves to the K-1 Location. Verify that the serializer and stacker are in the correct position.

  7. Place documents into the feeder. The first document scanned must be a Form 1332-SC. Press the Auto Feed Button or spacebar to continue. The feeder will begin sending the documents through the transport.

  8. The serializer will print a 14 digit DLN on each page 1 document. A six digit number will be assigned if the form type code was not recognized, and the document will go to Form Identification (FI).

  9. Continue putting the documents into the feeder tray.

  10. Monitor the stacker bins. When they are full, remove documents.

  11. When you have completed scanning the Batch, or if you are ready to stop scanning, and you have an empty feeder, press <F3> to end the job.

  12. You will be prompted with the End Batch menu,

  13. At this time, a K-1 Assigned DLN Report with additional Summary Page and Scanner Statistics Report will be generated and sent to the printer.

3.41.275.3.13.2.1  (01-01-2014)
Re-Imaging Schedule K-1

  1. To re-image documents, perform the following procedures.

    Note:

    The data entry operator suspends <F9> the block for "poor quality image" and works the document from the pulled paper document.

  2. Select the Re-image application from the Job Selection Menu. It will take a few minutes for the application software to load.

  3. The system will display the DLNs to be re-imaged.

  4. Click on the DLN for the document to be re-imaged.

  5. The system will display a prompt telling you to feed the document with the DLN that you just entered.

  6. Visually verify that the document and the SN are correct prior to feeding the document.

  7. Documents are hand dropped.

  8. The system will return to re-image list.

  9. If there are no more Schedule K-1 to be re-imaged, press <F3> and answer prompt yes or no.

    Note:

    A screen report will not be generated.

  10. If there are additional documents to re-image, remain at the scanner and repeat steps 5 through 9 until there are no more re-imaging documents to be scanned.

3.41.275.3.13.3  (01-01-2014)
Scanning Form 941

  1. When scanning Form 941, follow the procedures listed below.

    Note:

    If for any reason a return has to be re-scanned, the original sprayed DLN MUST be lined through prior to sending the return through the scanner the second time.

  2. Select the appropriate form type from the 941 category Selection Menu Window. There are six options:

    Batch Type Description Program Number
    941 Perfects Refunds 11206
    941 Perfects With Remit 11208
    941 Perfects Non-Refund/Others 11205
    941 Imperfects Refunds 11206
    941 Imperfects With Remit 11208
    941 Imperfects Non-Refund/Other 11205

  3. Tab to the Cycle Number and enter the 2 digit Cycle in the Cycle Number and Confirm Cycle fields. This requires two consecutive matching entries.

    Note:

    The Cycle is located in the top right corner of the Batch Transmittal Form 9382, below the Batch Number and release date.

  4. Use the criteria in the table below to determine when the cycle needs to be entered.

    IF THEN
    The Batch ID (located on the left side of the Form 9382, Batch Transmittal, below the File indicator) is notated "Program Completion Date (PCD)" or "Timely (T)" Press <ACTION/Enter> to leave the cycle blank
    The Batch ID (located on the left side of the Form 9382, Batch Transmittal, below the File indicator) is notated other than"PCD" or "Timely (T)" Input the last two digits of the cycle located on the right side of Form 9382, Batch Transmittal, below the Batch No and Rel. Date.

  5. Tab to the Batch Number and enter the 4 digit Batch Number in the Batch Number and Confirm Batch Number fields. This requires two consecutive matching entries.

  6. TAB to the "OK" button and hit <ENTER> or click the "OK" button. The Serializer automatically moves "to the 941 Location." Verify that the serializer and stacker are in the correct position.

  7. Place documents into the feeder. The first document scanned must be a Form 941 Page 1 (Perfects) or a Form 1332-SC (Imperfects). Press the Auto Feed Button or spacebar to continue. The feeder will begin sending the documents through the transport.

  8. The serializer will print a 14 digit DLN on each document. A six digit number will be assigned if the form type code was not recognized, and the document will go to FI forms identification.

  9. Continue putting the documents into the feeder tray.

  10. Monitor the stacker pockets. When they are full, remove documents.

  11. Documents sent to the "Reject Bin" should be placed in a colored folder in the first with Batch Transmittal in the slot that begins each batch or in each stat box for each batch.

  12. When you have completed scanning the Batch, or if you are ready to stop scanning, press the <F3> key to initiate End of Job.

  13. The End Batch menu will be displayed.

    1. End Batch

    2. Close this batch and then......

    3. Start a new batch

    4. Quit scanning - Close out the run

  14. When selecting "Quit" , a 941 Assigned DLN Report and additional Summary Page will be sent to the printer and a Scanner Statistics Report will be generated, but not printed. It will be available on demand.

3.41.275.3.13.4  (01-01-2014)
Scanning Form 940

  1. When scanning Form 940, follow the procedures listed below.

    Note:

    If for any reason a return has to be re-scanned, the original sprayed DLN MUST be lined through prior to sending the return through the scanner the second time.

  2. Select the appropriate form type from the 940 category Selection Menu Window. There are six options:

    Batch Type Description Program Number
    940 Perfect All Others 11140
    940 Perfect Refund 11141
    940 Perfect With-Remit 11142
    940 Imperfect All others 11145
    940 Imperfect Refund 11146
    940 Imperfect With-Remit 11147

    Note:

    Program number will be located on the Form 9382, Batch Transmittal, in the top middle margin.

  3. Tab to the Cycle Number and enter the 2 digit Cycle in the Cycle Number and Confirm Cycle fields. This requires two consecutive matching entries. The cycle is located in the top right corner of the Batch Transmittal Form 9382, below the Batch Number and release date.

  4. Use the criteria in the table below to determine when the cycle needs to be entered.

    IF THEN
    The Batch ID (located on the left side of the Form 9382, Batch Transmittal, below the File indicator) is notated "Program Completion Date (PCD)" or "Timely (T)" Press <ACTION/Enter> to leave the cycle blank
    The Batch ID (located on the left side of the Form 9382, Batch Transmittal, below the File indicator) is notated other than"PCD" or "Timely (T)" Input the last two digits of the cycle located on the right side of Form 9382, Batch Transmittal, below the Batch No and Rel. Date.

  5. Tab to the Batch Number and enter the 4 digit Batch Number in the Batch Number and Confirm Batch Number fields. This requires two consecutive matching entries.

  6. TAB to the "OK" button and hit <ENTER> or click the "OK" button. The serializer will automatically move "to the 940 location." Verify that the serializer and stacker are in the correct position.

  7. Place documents into the feeder. The first document scanned must be Form 940 Page 1 (Perfects) or a Form 1332-SC (Imperfects). Press <Auto Feed Button or spacebar> to continue. The feeder will begin sending the documents through the transport.

  8. The serializer will print a 14 digit DLN on each page 1 document. A six digit Forms Identification (FI) number will be assigned if the form type code was not recognized. The document will go to FI processing.

  9. Continue putting the documents into the feeder tray.

  10. Monitor the stacker bins. When they are full, remove the documents. Place documents back into their boxes or gusset folders.

  11. Documents sent to the "Run out bin" should be placed in a colored folder in the first slot on the batch cart or the first stat box for each batch.

  12. When you have completed scanning the Batch, or if you are ready to stop scanning, press the <F3> key to initiate End of Job.

  13. The End Batch menu will be displayed as shown below.

    1. End Batch

    2. Close this batch

    3. Start a new batch

    4. Quit scanning - close out the run

  14. When selecting "Quit" , a Form 940 Assigned DLN Report and additional Summary Page will be sent to the printer and a Scanner Statistics Report will be generated, but not printed. It will be available on demand.

3.41.275.3.13.5  (01-01-2014)
Interrupting/Resuming a Job

  1. On occasion while scanning you may need to temporarily pause the feeding of documents. To do this hit the <Spacebar>, the orange FEEDSTOP/FLUSH button or either of the FEEDSTOP/START buttons at the stackers. The feeder will stop and the transport will clear.

  2. To resume scanning, press the <Spacebar>, either AUTOFEED START button, or FEEDSTOP START button at the stackers (this is helpful when you are emptying the stacker bins, you can restart the feeder from here instead of having to walk back to the front of the scanner).

3.41.275.3.14  (01-01-2014)
Recovering from Scanner Failure

  1. After a scanner failure, the SA will notify you when you may continue scanning. Follow procedures to Logon (See IRM 3.41.275.3.8) and start a Job (See 3.41.275.3.9.2).

  2. If the scanner was in the middle of scanning a block/Unit -of- Work (UW) when it failed, you must:

    1. Go to the stacker bin and find the last transmittal document scanned (DLN/SN present) and all the documents associated with it.

      Note:

      A transmittal document can be an IRP Form 1096, a Schedule K-1 or a Form 1332.

    2. Check the Runout bin for any documents and remove them.

    3. Always check the last block scanned from the scanner failure (freeze, crash, etc.) to see if it is on the system. If the block is not there, send the block back through for rescan. Make sure the block before that is on the system. Most of the time, failures only involve the block it crashed on, but there are occasions, if the blocks are small, it could involve more than one block.

    4. Tape over or line through the old DLN on IRP, K-1, 940 or 941 documents prior to rescanning.

    5. Rescan the block/UW.

  3. Regular scanning may be resumed with the next completely unscanned block/UW (no DLNs/SNs are on the documents).

3.41.275.3.15  (01-01-2014)
Responding to a Jam

  1. A jam condition occurs when there is an irregularity with one of the processes or when a document gets caught somewhere in the transport.

  2. When a jam occurs perform the following:

    1. Remove the documents;

    2. Utilize the Banc Tec viewer screen on the Operator Console to assist in recovering from the jam

3.41.275.3.15.1  (01-01-2014)
Removing Documents After a Jam

  1. Use the following steps to remove documents after a jam.

  2. Remove the documents from the reject pocket.

  3. Check the stacker pockets for documents that have not been numbered.

  4. Locate and remove the documents from the transport.

    1. Press the "Flush" button to clear the transport or

    2. Manually remove the documents.

      Note:

      Documents will be in reverse order. Pull out mismatched documents. Refer to the console for the last document read. Refeed any documents that are left from the jam in proper order.

3.41.275.3.16  (01-01-2014)
Peripheral Server Window

  1. The Peripheral Server software runs without operator intervention and manages the flow of data from the scanner image capture to a disk on the scanner and then over to the IC.

  2. The Peripheral Server Window, located in the bottom left corner on the Operator Console should always display the status, "Waiting for Data from the Scanner" . If it does not, contact the SA.

3.41.275.3.17  (01-01-2014)
Removing the Documents from the Stacker Bins

  1. Periodically removing the documents from the stacker bins will prevent the scanner from stopping because the pockets are full.

    1. Remove the documents by pulling them straight towards you.

    2. Ensure that the documents stay in the order they were scanned.

    3. Straighten the documents.

    4. Fan the documents to ensure all of the documents have a legible DLN/SN.

  2. Place the documents as follows:

    1. IRP in boxes.

    2. Schedules K-1 in boxes or on batch carts.

    3. Forms 941 in boxes or on batch carts.

    4. Forms 940 in boxes or on batch carts.

  3. Return the scanned documents to the area where your Submission Processing Site stores completed work.

3.41.275.3.18  (01-01-2014)
Ending a Job

  1. You end your job when:

    1. You complete a batch of (K-1/940/941) or box or tub of IRP.

    2. You want to scan a different type of document.

    3. You want to scan a different category of documents.

    4. You need to leave the scanner for an extended time (lunch, meeting, etc.).

    5. You need to generate a report.

    6. Your shift has ended.

  2. You end your job by doing the following:

    1. Ensure that the feeder is empty.

    2. Press the <F3> key. The End Batch menu will be displayed.

    3. If you answer "Quit" the DLN/SN Assigned report, the Job Statistics report, and the Scanner Jam report will generate.

      Form Type Printed Reports
      IRP IRP Scanner Statistics Report

      Note:

      The IRP Assigned DLN Report is generated and available to print on demand from back-end menus.

      K-1 K-1 Assigned DLN Report, Summary page, and
      Scanner Statistics Report
      941 941 Assigned DLN Report and Summary Page
      940 940 Assigned DLN Report and Summary Page

    4. The Scanner Jam report is also generated, however, it can only be printed from the back-end menus.

  3. If you want to logoff the scanner, do the following:

    1. You must first end your job, as described above, before you can logoff.

    2. In the Run Selection Window click on the "Close TRP" icon in the lower right corner of the screen. A Yes/No box will be displayed. Answer "Yes" to close the application and logoff.

  4. If you want to shut down the scanner, do the following:

    1. You must first end your job and log off before you can shut down the scanner.

    2. On the Operator Console, press the <CTRL>, <ALT> and the <DEL> keys all at the same time.

    3. The Windows XP Security Window is displayed. Using the Arrow keys or the <Tab> Key, highlight the "Shut Down" button and press the <Enter> key. If it is already highlighted, press the <Enter> key.

    4. The Window XP Shut Down Window is then displayed. Select Shut Down in the selection scroll window box. Highlight the OK button and press <Enter> key.

    5. Press the ON/OFF POWER button located underneath the RED STOP button. This turns off the lights and vacuum.

    6. Click once on the "Scanner Disconnect" button in the Command Area of the IC monitor screen to disconnect the Scanner from the IC.

3.41.275.3.19  (01-01-2014)
Completing Reports

  1. Reports are used to keep a record of problems and production.

  2. Fill out Unscheduled Maintenance Reports (UMRs).

  3. Get DLN/SN assigned reports from the laser printer.

  4. Fill out the customer evaluation performance sheet when requested.

  5. Distribute all the reports to the appropriate personnel.

3.41.275.3.20  (01-01-2014)
End of Shift Housekeeping Tasks

  1. You should perform the following housekeeping tasks at the end of your shift.

    1. Use the air gun to dust off the deskew rollers in the document feeder and image camera.

    2. Put the materials that you used back where they belong.

    3. Wipe down the glass of the camera with a lint free cloth.

3.41.275.3.21  (01-01-2014)
Contacting SA or SSME for Problems

  1. You must contact the SA or SSME with any scanning problems or concerns.

    1. Contact the SSME for software problems.

    2. Contact the SA for transport and hardware problems.

  2. Notify the manager that there is a problem.

  3. Record problem on an UMR.

  4. Switch to another scanner if available (check with your manager).

3.41.275.3.22  (01-01-2014)
Changing the FTD Cycle

  1. Follow local procedures to ensure the FTD (Federal Tax Deposit) Cycle Number has been changed.

  2. Changing the FTD Cycle is accomplished from a workstation terminal.

3.41.275.3.22.1  (01-01-2014)
Logging Onto a Workstation Terminal

  1. To log onto a workstation terminal, do the following:

    1. Read the warning screen and press the <ESC> key to continue.

    2. Enter your logon ID. ("S" followed by your SEID)

    3. Enter your password.

    4. Press the <ALT>–L key combination.

    5. Read the Authorization Disclaimer window and press the < ESC> key to continue.

    6. The Workstation Main Menu will appear

3.41.275.3.22.2  (01-01-2014)
Incrementing and Updating the FTD Cycle

  1. Tab down to the FTD Current Cycle selection. The current cycle and the date it was last updated will be highlighted.

  2. To change the cycle, press the <ALT> R key combination.

  3. The message Are you sure you want to roll over the current FTD processing Cycle Number Y/N will be displayed. Make sure the cycle does need to be rolled forward before you continue because it can not be rolled back.

  4. Press Y for yes. The FTD Cycle Number will be incremented by one.

3.41.275.3.22.3  (01-01-2014)
Exiting from the Workstation Terminal

  1. To exit from the workstation terminal, use the following procedures:

    1. Press the <ALT> X key combination to go to the Additional Function Selection Menu

    2. Press the <ALT> X key combination to go to the Workstation Main Menu

    3. Press the <ALT> X key combination to exit from the Workstation Main Menu

3.41.275.4  (01-01-2014)
Scanner Error Message

  1. This section provides instructions for responding to error messages.

    Note:

    Use the <Alt> Backspace key combination to notate error messages.

3.41.275.4.1  (01-01-2014)
Feeder Error Messages

  1. Feeder Empty—If the feeder hopper is empty, place new documents in the feeder and press "<spacebar>" to continue. If there are no more documents, press <F3> to end the job.

  2. Document Late to Aligner Entrance Sensor (1.1) - A document is late arriving to the sensor after being detected at the previous sensor. Check the paper path leading to the sensor and remove any obstructions, then clean both sides of the sensor. Check the condition of the document, then correct any problems found. Check the transport for debris. Clean the transport in the area of the sensor. Hand feed remaining documents, restart the feeder.

  3. Gap too Narrow at the Aligner Entrance Sensor (2.71) - This message means the gap between the documents as they passed through the area is too small. Remove all documents from the track and flush the transport. Hand feed remaining documents, restart the feeder.

  4. Double feed detected. Documents held at the handfeed track (0.125) - The double feed sensors have detected two pieces of paper are attempting to go through the sensors at one time. Remove all paper from track and verify the documents are not stapled, paper clipped, or otherwise stuck together. Hand drop all removed documents, restart the feeder.

  5. Unexpected Item Detected at Dbl Feed exit sensor (3.2) - This jam occurs when the current sensor sees a document the previous sensor did not see. Remove all documents from the track and flush the transport. Clean both sides of the sensor before the sensor indicated in the message. Hand feed remaining documents, restart the feeder.

3.41.275.4.2  (01-01-2014)
Stacker Error Message

  1. Bin Full—Check the "Bin Full Indicator" buttons above the stacker or the graphic figure on the console to identify which stacker is full.

  2. Remove the documents from the full stacker bin(s).

  3. Press one of the FEED STOP/START buttons or the <spacebar> or AUTOFEED START button to restart the transport.

3.41.275.4.3  (01-01-2014)
Application Specific Error Messages

  1. This section covers error messages specific to each application.

3.41.275.4.3.1  (01-01-2014)
IRP Error Messages

  1. The scanner will print a one-character reject code to the left of the DLN area on any form that is rejected. The reject codes and descriptions are shown below. If more than one code is printed, you must decide whether the submission can be corrected and rescanned, or routed to the Doc Prep function. Although each truly rejected page has a reject code printed on it, not all the pages in the reject bin will have a reject code. At the time a page is rejected with a reject code, any pages within the transport mechanism may be flushed to the reject bin as well. These flushed pages will not have a reject code.

  2. The "Regular" , "OE" , and "1096 Image Only" scanner applications accept nonconforming forms. A nonconforming form is any form that the scanner cannot recognize, and therefore cannot assign a DLN. For nonconforming forms, a six-digit IRP sequence number prints in lieu of a DLN. The sequence number, like the DLN, is used by the scanner operator to identify rejected forms that need to be refed.

  3. IRP error messages are as follows:

    IRP Error Messages
    Error Message Explanation Action
    Invalid Submission—Consecutive 1096 check Reject and Accept bin. Reject Code "X" —There is a Form 1096 immediately following a Form 1096.
    1. Remove the Form 1096 from the stacker bins. Remove all documents down to the Form 1096 in the reject bin that have an "X" printed in the upper middle of the document.

      Note:

      All rejected documents will have an "X" with a sequence number on them. Refeed in that order. Example: X1066, X1067, X1068, X1069

    2. If a determination can be made that one of the Form 1096 belongs to the Form 1099 for the submission, route the unrelated Form 1096 to the Doc Prep function, and re-feed the related Form 1096 along with any rejected documents.

    3. If a determination cannot be made, route both Form 1096 and Form 1099 that were behind the Form 1096 in the reject bin to the Doc Prep function.

    Document (XXXX) is rejected, incorrect form type. Reject Code = "M" , the scanner will reject a document when the document type does not match selected form type. If there is a mixture of form types, route the rejected documents to the Doc Prep function.

3.41.275.4.3.2  (01-01-2014)
K-1 Error Messages

  1. K-1 error messages are listed below:

    K-1 Error Messages
    Error Message Explanation Action
    Document rejected, breaker sheet is missing. The first scanned document was not recognized as a Form 1332 Transmittal/Breaker Sheet. Remove document from Reject bin and ensure the first scanned document is a Form 1332.
    Second breaker is rejected, received two in a row There is a Form 1332 immediately following a Form 1332 Remove the document from Reject bin
    Document (XXXX) is rejected, incorrect form type Reject Code = "M" , the scanner will reject a document when the document type does not match selected form type. If there is a mixture of form types, route the rejected documents to the Doc Prep function.
    Document is rejected, UW exceeds 100 There are more than 100 documents in this block of work Remove documents from Reject bin, and Insert breaker sheet

3.41.275.4.3.3  (01-01-2014)
941 Error Messages

  1. 941 Error Messages are listed below:

    941 Error Messages
    Error Message Explanation Action
    Document is rejected. First document must be a Page 1 or Breaker. The first scanned document was not recognized as a Form 941 Page 1 or a Form 1332 Transmittal/Breaker Sheet. Remove document from Reject bin and ensure the first scanned document is a Form 941 Page 1 or a Form 1332. If necessary, insert a blank page 1.
    Document is rejected. Received consecutive Breaker sheets. There is a Form 1332 immediately following a Form 1332. Remove the document from Reject bin.
    Document is rejected, UW exceeds 80. There are more than 80 documents in this block of work. Remove documents from Reject bin, matching up all Page 1s and 2s. Insert breaker sheet.

    Note:

    If you are unable to correct the rejected condition, drop a delete sheet. During scanning, certain documents may reject because the submissions are invalid. The function will route these submissions to the Pre-Doc Prep function for disposition. The Pre-Doc Prep function is responsible for correcting the submissions and returning them for scanning. When returns are missing pages (page 1 or 2), route them to Code and Edit for correspondence.

3.41.275.4.3.4  (01-01-2014)
940 Error Messages

  1. 940 Error Messages are listed below:

    940 Error Messages
    Error Message Explanation Action
    Document is rejected. First document must be a Page 1 or Breaker. The first scanned document was not recognized as a Form 940 Page 1 of a Form 1332/Breaker Sheet. Remove document from Reject bin and ensure the first scanned document is a Form 940 Page 1 or a Form 1332/Breaker Sheet. If unable to locate page 1, insert a blank page 1.
    Document is rejected. Received consecutive Breaker sheets. There is a Form 1332 immediately following a Form 1332. Remove the document from the Reject bin.
    Document is rejected. UW exceeds 80. There are more than 80 documents in this block or work. Remove documents from Reject bin, matching up all Page 1s and 2s. Insert breaker sheet.

    Note:

    If you are unable to correct the rejected condition, drop a delete sheet. During scanning, certain documents may reject because the submissions are invalid. The function will route these submissions to the Pre-Doc Prep function for disposition. The Pre-Doc Prep function is responsible for correcting the submissions and returning them for scanning. When returns are missing pages (page 1 or 2), route them to Code and Edit for correspondence.


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