- 7.14.4.1 Overview
- 7.14.4.2 Selecting the Letter Generation System (LGS) Menu
- 7.14.4.3 Creating or Updating Entity Information
- 7.14.4.4 Creating Letters
- 7.14.4.5 Output of the Letter Generation System
- Exhibit 7.14.4-1 Letter Generation System (LGS) — Inventory Control System Main Menu (ICS)
- Exhibit 7.14.4-2 Letter Generation Menu
- Exhibit 7.14.4-3 Create or Update Entity Information
- Exhibit 7.14.4-4 Creating and Updating Letters
- Exhibit 7.14.4-5 Printing Letters
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The letter generation process allows the specialists, reviewers, managers and other authorized users to create and update letters by selecting certain paragraphs and adding customized paragraphs.
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Specifically, the user of the Letter Generation Subsystem (LGS) may:
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Create an entity if the letter being created is not in case inventory.
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Update entity information which was previously entered EDS.
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Generate development and closing letters.
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Update previously created development and closing letters.
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Reprint the last letter created for a particular case.
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Inventory Control System (ICS) Main Menu, Exhibit 7.14.4–1. This Screen may be accessed from any of the following screens.
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Letter Generation Menu — Exhibit 7.14.4–2
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Create or Update Entity Information — Exhibit 7.14.4–3
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Create or Update Letter, Exhibit 7.14.4–4
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Letter Format, Exhibit 7.14.4–5
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All characters entered on any of the letter generation screens are converted to upper case letters when they are saved in the system. When creating letter text, such as customizing paragraphs or completing variable information in existing paragraphs, the characters will print in upper case or lower case.
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The LGS Menu is a submenu of the Inventory Control System (ICS) Main Menu. Once the ICS Main Menu is displayed, select option 4 to display the LGS Menu.
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In a typical session, the System displays a screen.
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The user enters the responses to the screen prompts in the input fields:
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The arrow and other keys can be used to skip over fields.
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Use the same keys when an input field is not completely filled, so that the cursor is positioned in the next input field.
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The F1 key (or other key if so indicated) is depressed when all desired fields have been entered.
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The system will display "WAIT" at the bottom right corner of the screen to indicate that it is processing the data entered and that no key should be hit until the "WAIT" sign is turned off.
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The system performs edit and consistency checks to ensure that the data entered is correct.
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If an error is detected, the terminal will beep, a blinking error message is displayed on the last line of the screen, and the cursor is positioned at the field in error. Enter the correct data and depress the F1 key to accept.
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Repeat the above error correction procedure until all errors have been corrected. The next screen, if any, is then displayed.
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To create a letter in LGS, the entity must exist on the system. The entity information entered in Data Transcription Subsystem (DTS) is automatically transferred to the LGS system and is accessed by the DLN (or Case Number if no DLN exists).
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An entity may be entered or updated without creating a letter. To do this, select Option 3 (Create or Update Entity) on the Letter Generation Menu.
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To create a letter for an entity being entered or updated, select Option 1 (Create or Update Letter) which will display the Create or Update Entity Information Screen.
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After an Entity is entered for the first time, whether it is through option 1 or 3, a message is displayed to "Note Case Number assigned" in the Case No. item field on the screen. This number should be written down for future reference when creating or updating the letter in LGS.
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The Create Letter Screen is displayed after the Create or Update Entity Information Screen (Option 1) is selected from the Letter Generation Menu. Specific instructions for creating letters are contained in Exhibit 7.14.4–4, Create or Update Letter screen.
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The two major parts of the letter creation process are the selection of the addressee(s) and letter text.
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The selection of the addressee is easily accomplished by placing an "X" before the Taxpayer, POA 1 and/or POA 2 boxes. The POA name(s) must be displayed on the screen for the system to allow an "X" by the POA 1 or POA 2.
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The letter text has four types of paragraphs: automatic, required, selective, and customized.
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The automatic paragraphs will be displayed at the bottom of the screen and require no extra input. They will be printed in the body of the letter.
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The required paragraphs will be displayed at the bottom of the screen also and require that "variable" information be entered. These paragraphs will be printed in the body of the letter.
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The selective paragraphs are not displayed on the screen. They may or may not be selected. Some may require variable information to be entered. Some may print in the body of the letter, on an enclosure or on the addendum. IRM 7.13.5,Letter Generation Subsystem should be used when a selective paragraph is needed in a letter. Guidance is provided on whether a variable is needed and where the paragraph will print in the letter. Each Area has the option of entering their own selective paragraphs. See your EDS Functional Coordinator for instructions on the use of locally developed paragraphs.
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The customized paragraphs are paragraphs entered (typed in) by the user. These paragraphs will always print on the addendum of the letter.
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Required paragraph codes must be entered in the Para/Variable section of the screen. A variable must be entered in the field next to the paragraph code. The variable may be from 1 to 20 characters (using upper and lower case letters). The literal [nnV] may be found in the exhibits of the letters in IRM 7.13.5,Letter Generation to indicate the number of characters allowed in each required paragraph.
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Selective paragraph codes must be entered in the field next to the paragraph code to be included in the body of the letter.
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Customized paragraphs are included in the letter by entering paragraph codes 9000–9999. For each 9000 paragraph entered, a separate screen (Create Letter Screen) is displayed. The text must be entered using upper and lower case letters and punctuation where appropriate. A blank line should be left at the top for a paragraph break. A paragraph longer than ten lines may be continued using a second paragraph number.
Example:
If Paragraph Number 9000 is used and additional space is needed to complete the paragraph, you may continue by using paragraph number 9001).
Note:
To prevent a space in the continuation of the paragraph do not leave the top line blank.
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All paragraph codes may be entered in any sequence on the screen. If paragraphs are a part of the body of the letter, the system will rearrange them in the correct order for printing. Any paragraph that is to be printed on the enclosure will be left in the same order as entered on the screen (paragraph codes 100–2999, 7000–7999, and all 9000’s).
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After the Create/Update Letter Screen is completed and the F5 key is depressed, the Letter Format Screen will display the Employee Number in the left margin, the print mode (See Exhibit 7.14.4–5) and the printer number.
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EDS LGS generates two types of output:
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Development/Inquiry letters
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Determination letters
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Letter request records are generated after the completion of the Create Letter screen described above. If a paragraph needs to be added or deleted, the letter records may be updated. The letters may be printed immediately on "text" or "slaved" printers. See the specific instructions for the limitations on the option.
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Letter records are stored on EDS until an archiving program is run by the EDS System Administrator. The purpose of removing these records are:
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To free space on the system for new letter requests.
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Once the EDS Letter Text file is updated with new language, the stored letter paragraph may be different.
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Caveat paragraph numbers could change language from one update to another.
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The program only archives Development Letters if a closing letter has been created for the same case number. Headquarters will develop a means to archive all letter records in the future when space on the system becomes a problem.
(1) The following menu is displayed when the users select option 3 on the EDS Main Menu. Select option 4 for the Letter Generation System (LGS).
EDS-ICS-40 EP/EO DETERMINATION SYSTEM (EDS)
INVENTORY CONTROL SYSTEM MENU (ICS)(01) Query/Update Master Record and Status (02) Query Incomplete Applications (03) Multiple Case Assignment (04) Letter Generation System (05) Reprint Transmittal Sheets (06) Print Labels (07) Print Closing Forms (08) Approval of Closed Cases (09) Query/Generate File Folder Numbers (10) Multiple Status 51 Updates (11) Re-Open To Review (00) EXIT ***Select one of the above:__ Hit F1:Execute F10:Exit
(2) Depress the F1 key.
Validity Checks ITEM PROMPT DESCRIPTION 1 Select one of the above Must be one of the valid option numbers (00, 01 – 11).
(1) The following screen will be displayed when Option 4 is selected on the Inventory Control System (ICS) Main Menu.
EDS-LGS-3 LETTER GENERATION MENU LETTERS ENTITIES (01) Create/Update Letter (03) Create/Update Entity (02) Reprint a Letter MISCELLANEOUS (00) Exit ***SELECT ONE OF THE ABOVE:__ DLN: ______ Letter Number: __ (if you have no DLN, try EDS Case Number) Hit F1: Execute F10:Exit
(2) Enter the option number desired and the Document Locator Number and Letter Number if appropriate. See (4), below.
(3) Depress the F1 key.
(4) If Option 1 is selected, the Letter Number must be entered. If the Document Locator Number (DLN) is blank, the system will display a blank entity screen. The Entity information may be entered on this screen. If the DLN is entered, the system will display the entity found. Verify that the correct entity is displayed. If a typographical error occurs, it may be updated.
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If there are no input errors, the Create/Update Entity Information — Employee Plans Screen (Exhibit 7.14.4–4) will be displayed.
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If there is an input error, the error message will be displayed and the cursor positioned on the field in error.
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Correct the input error.
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Continue at (3), above.
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(5) If Option 2 is selected, you must enter the DLN and letter number. The system will print the letter created previously.
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If there are no input errors, the Print Format/Selection screen (Exhibit 7.14.4–5) is displayed.
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If there is an input error, the error message will be displayed and the cursor positioned on the field in error.
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Correct the input error.
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Depress the F1 key.
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(6) If Option 3 is selected and the DLN is blank, the system will display a blank entity screen to enter entity information. If the DLN is entered, the system will display the entity information found. Verify that the correct entity is displayed. If a typographical error occurs, it may be updated.
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If there are no input errors, the Create/Update Entity Information — Employee Plan screen (Exhibit 7.14.4–4) will be displayed.
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If there is an input error, the error message will be displayed and the cursor positioned on the field. Correct the input error and continue at (3) above.
| Validity Checks | ||
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| ITEM | PROMPT | DESCRIPTION |
| 1 | Select one of the above | Must be one of the valid option numbers (00, 01, 02, or 03) |
| 2 | Document Locator Number | Must be entered for Options 01 or 02. May be for Option 03. When entered, must be numeric. |
| 3 | Letter Number | The number of letter being created or reprinted. Must be entered for Options 01 and 02 and must be numeric. The letter number must exist in the EDS letter text. See IRM 7.13.5, Letter Generation for letters available on EDS. |
(1) The following screen is displayed when Option 1 or 3 is selected from the Letter Generation Menu. This screen is used to verify the entity information before creating letters, add a new entity or update the entity information.
EDS-LGS-4 CREATE OR UPDATE ENTITY INFORMATION — EP EIN:_–____ PLAN: __FFN: _____DLN: _____ Plan Sponsor Name: ____________________ ____________________ ____________________ ____________________ Address: ____________________ City: ___________ State: _Zip: ___– __
Name of Plan: ___________________ ___________________ Power of Attorney (1) Name: ____________________ ____________________ Address: ____________________ City: ___________ State: _Zip: ___– __ Power of Attorney (2) Name: ____________________ ____________________ Address: ____________________ City: ___________ State: _Zip: ___– __ Hit F1:Execute F10:Exit
(2) Entity information will be displayed if the DLN exists on EDS. If the DLN was not entered in the Letter Generation Menu screen or the entity does not exist, a blank screen is displayed. The Entity information may be entered on this screen. Review the entity information for accuracy.
(3) Enter a new entity or update entity displayed according to the validity checks below.
(4) Depress the F1 key.
(5) When there are no input errors and Option 1 or 3 was selected in the previous screen and;
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a new entity has been entered, the message "Note Case Number Assigned" will be displayed at the bottom of the screen. The Case Number field will contain the case number generated. This number should be written down for future reference when creating or updating letters in LGS for this case. Depress the F1 key. The Letter Generation Menu screen (Exhibit 7.14.4–3) will be displayed.
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the entity information was accurate or it has been updated, the Letter Generation Menu screen will be displayed.
(6) When there is an input error, the error message will be displayed and the cursor positioned on the field in error.
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Correct the input error.
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Continue at (4), above.
Validity Checks ITEM PROMPT DESCRIPTION 1 EIN Employer Identification Number. Must be a valid EIN. The first two digits must be in the valid range as follows: 01–06, 11, 13–16, 21–25, 31, 33–39, 41–48, 51–59, 61–64, 66–68, 71–77, 81–88, 91–99. 2 PLAN NUMBER Plan number. If entered, must be numeric. 3 FFN File Folder Number. If entered, must be numeric. First two digits must match the first two digits of the Case Number. 4 Case Number Display only. If adding this entity, the first two digits of the FFN will determine the Case Number to generate. If adding this entity and the FFN is blank, the Case Number will be generated with the key District Office code. 5 Plan Sponsor Name (Line 1) Must be entered. If the Plan Sponsor Name is more than 35 characters long, continue on line 2; do not break a word after 35 characters. Carry the full word or grouping to line 2. All 35 positions of line 1 do not have to be filled to continue on line 2. Valid characters are any key on the keyboard, however, the first position must be alphabetic or numeric. No characters may follow two consecutive blanks, except blanks. 6 Plan Sponsor Name (Line 2) If entered, Plan Sponsor Name (Line 1) must be entered. See Plan Sponsor Name (Line 1). 7 Plan Sponsor Name (Line 3) If entered, Plan Sponsor Name (Line 2) must be entered See Plan Sponsor Name (Line 1). 8 Plan Sponsor Name (Line 4) If entered, Plan Sponsor Name (Lines 2 and 3) must be entered. See Plan Sponsor Name (Line 1). Note:
If State is (. ), this line should contain the foreign street address. Lines 2 and 3 may then be left blank.
9 Address May or may not be entered. If entered, the valid characters are any key on the keyboard. If any data is entered, the first position must be alphabetic or numeric. Note:
If this is a foreign address, enter the street address on the Sponsor Name (Line 4). Enter the foreign City on this line.
10 City Must be entered. The valid characters are any key on the keyboard, however the first character must be alphabetic or numeric. No characters may follow two consecutive blanks except blanks. Note: If this is a foreign address, enter the City on the Address Line. Enter the foreign Country on this line. If this is a MILITARY address, FPO or APO must be entered on this line if State is "AA" , "AE" or "AP" . 11 State Must be entered. Must be a valid state abbreviation or for foreign addresses, a period followed by a blank (. ). If this is a MILITARY address, enter the following: State Code Geographic Region AA No & So America AE Europe AP Pacific 12 Zip Must be entered and numeric. The number making up the first 5 positions must be greater than 00600. If this is a MILITARY address, the zip code must be in the following ranges: State Code Zip Code Range AA 34001–34099 AE 09001–09899 AP 96201–96699 A validity check is executed on EDS to verify the state and zip code. If an invalid zip code is entered, the system message will ask you to verify the current zip code or correct. 13 Power of Attorney (1). May or may not be entered. If POA Name is more than 35 characters long, continue on Line 2. Do not break a word after exactly 35 characters, carry the full word or grouping to Line 2. All 35 positions of Line 1 do not have to be filled to continue on Line 2. Valid characters are any key on the keyboard, however the first position must be alphabetic or numeric. 14 POA (1) (Line2) May or may not be entered. If entered "POA (1) (Line 1)" must be entered. Valid characters are any key on the keyboard, however if any data is entered, the first position must be alphabetic or numeric. No characters may follow two consecutive blanks except blanks. 15 Address May or may not be entered. If entered, the first position must be alphabetic or numeric. The valid characters are any key on the keyboard. 16 City Must be entered if "POA (1) (Line 1)" is entered. The valid characters are any key on the keyboard, however the first position must not be blank. No consecutive characters may follow two blanks except blanks. If this is a MILITARY address, FPO or APO must be entered on this line if State is "AA" , "AE" or "AP" . 17 State Must be entered if "POA (1) (Line 1)" is entered. Must be a valid state abbreviation or, for foreign addresses, a period followed by a blank (.). If this is a MILITARY address, enter the following: State Code Geographic Region AA No & So America AE Europe AP Pacific 17 Zip Must be entered if "POA (1) (Line 1)" is entered. Must be numeric. The number making up the first 5 positions must be greater than 00600. If this is a MILITARY address, the zip code must be in the following ranges: State Code Zip Code Range AA 34001–34099 AE 09001–09899 AP 96201–96699 A validity check is executed on EDS to verify the state and zip code. If an invalid zip code is entered the system message will ask you to verify the current zip code or correct. 18 Power of Attorney (2) See Power of Attorney (1), item 12, above. 19 Power of Attorney (2) (Line 2) See Power of Attorney (1) item 13, above. 20 Address See Address, item 14, above. 21 City See City, item 15, above. 22 State See State, item 16, above. 23 Zip Code See Zip Code, item 16, above.
(1) The following screen is displayed when Option 1 is selected on the Letter Generation Menu and F1 depressed in the Create or Update Entity Information screen. This screen allows you to create, update and review a letter.
EDS-LGS-5 CREATE/UPDATE LETTER EIN: ____FORM/PLAN: __FFN: ___LETTER CODE:_ Addressee (Place x before) _ TAXPAYER: ___________________ _ POA1 : ___________________ _ POA2 : ___________________
Para Variable Para Variable Para Variable __ ______ ___ _______ ___ _____________ __ ______ ___ _______ ___ _____________ __ ______ ___ _______ ___ _____________ __ ______ ___ _______ ___ _____________ __ ______ ___ _______ ___ _____________ __ ______ ___ _______ ___ _____________ __ ______ ___ _______ ___ _____________
Required Paragraph w/ Variable — Enter Paragraph Number
______________________________
Automatic Paragraph w/o Variable — Do Not Enter Paragraph Number
______________________________
(Use 9001 and above for Custom Paragraphs)
Hit F1–Execute, F4–Delete, F10–Exit
(2) Letter information will be displayed if a letter was previously created for the Document Locator Number. Otherwise the screen will be blank except information entered on the previous screen.
(3) Enter the fields according to the validity checks below. Use the letter exhibits in IRM 7.13.5,Letter Generation, to create or update the letters with the paragraphs available on EDS. Instructions for the use of any 7000 series paragraphs will be supplied by the district. Use 9001–9999 to add customized paragraphs to the letter.
(4) Depress the F1 key.
(5) When there are no input errors and;
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customized paragraph numbers were entered, the Create/Update Letter (Continued) screen will be displayed.
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no customized paragraphs numbers were entered, a message to depress the F5 key will be displayed. If any changes are made to the data on the screen and the F5 key is displayed, the F1 key should be depressed again to add the new data to the letter. Once the letter is complete, depress the F5 key to store the letter for printing. The Print Format/Selection screen (Exhibit 7.14.4–5) will be displayed.
(6) When there is an input error, the error message will be displayed and the cursor positioned on the field in error.
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Correct the input error.
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Continue at (4), above.
(7) To delete a letter from the system, depress the F4 key.
(8) To exit the screen, depress the F10 key. If you exit while creating a new letter, the information entered will be lost and must be re-entered. If you exit while updating or reviewing a letter already created, the information on the screen will be retained.
Validity Checks ITEM PROMPT DESCRIPTION 1 EIN Display only. Employer Identification Number. 2 FORM/PLAN Display only. Plan number for EP. 3 FFN Display only. File folder number. Will be blank if FFN was not entered in the Create/Update Entity screen. 4 LETTER CODE Display only. Letter number entered in the Letter Generation Menu screen. 5 TAXPAYER Enter an "X" if a copy of the letter is to be sent to the Plan Sponsor or Organization. 6 POA 1 Enter an "X" if a copy of the letter is being sent to the POA. If the POA Name is not displayed, an "X" may not be entered. 7 POA 2 Enter an "X" if a copy of the letters is being sent to a second POA. If the POA Name is not displayed, an "X" may not be entered. 8 Para Paragraph codes. Enter all 8000 series paragraphs displayed, any selective or customized paragraphs. 9 Variable Variable text consisting of 1 to 20 characters that is inserted in the paragraph number entered. Enter the text that should be inserted into the variable. The text is printed exactly as entered. Upper and lower case characters must be entered where desired. 10 Required Paragraph Codes Display only. Paragraph codes that must be entered in item 8 above. All "Required" paragraphs must have variable text entered. 11 Automatic Paragraph Codes Display only. Paragraph codes which are automatically printed in the letter.
(9) The following screen is displayed for each customized paragraph code entered on the Create/Update Letter screen (9000–9999).
EDS-LGS-6 CREATE/UPDATE LETTER (CONTINUED) EIN: ____FORM/PLAN: __FFN: ___LETTER CODE: __PLAN SPONSOR NAME:____________________ Customized Paragraph Code: __ Enter Text Below: _______________________________________ _______________________________________ _______________________________________ _______________________________________ _______________________________________ _______________________________________ _______________________________________ _______________________________________ _______________________________________ _______________________________________ Hit F1–Execute, F4–Delete, F10–Exit
(10) Customized paragraphs will be displayed if a letter was previously created with them. Otherwise the paragraph part of the screen will be blank.
(11) Use upper and lower case and punctuation where appropriate. Use the validity checks below before typing text for special instructions.
(12) Depress the F1 key. One of the following will be displayed:
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Another customized paragraph if more than one 9000 series paragraph number was previously entered.
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Another blank paragraph screen if more than one 9000 series paragraph number was entered on the Create/Update Letter screen.
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The Create/Update Letter screen if no 9000 series paragraph number were entered. The message to depress the F5 key will be displayed.
(13) To delete a 9000 paragraph from a letter, depress the F4 key while in this screen.
(14) To exit this screen, depress the F10 key. If you exit before depressing the F1 key, the paragraph typed will be LOST. You must re-enter the text again. If you exit while updating or reviewing a paragraph already created, the paragraph without any changes will be retained.
(15) Once the Create/Update Letter screen is displayed, changes may be made to the data entered before depressing the F5 key. If changes are made, the F1 key must be depressed for the changes to be added to the letter. The message to depress the F5 key will reappear each time the F1 key is depressed.
(16) If no changes are made, depress the F5 key. The Printer Format/Selection screen (Exhibit 7.14.4–5) will be displayed.
Validity Checks ITEM PROMPT DESCRIPTION 1 EIN Display only. Employer Identification Number. 2 FORM/PLAN Display only. Plan number for EP. 3 FFN Display only. File folder number. Will be blank unless a FFN has been entered in the Create/Update Entity screen. 4 LETTER CODE Display only. Letter number entered in the Letter Generation Menu screen. 5 ORG NAME Display only. Plan Sponsor or Organization name. 6 Customized Paragraph Code Display only. 9000 series paragraph number entered in the previous screen. 7 Enter Text Below Enter the text of the paragraph in exact format it should be printed. The text can be up to ten (10)* lines of 79 characters each. *NOTE: When beginning a paragraph, always leave the first line blank. Begin text on the second line. If the paragraph is long enough to require two screens (two 9000 series) enter a second paragraph number.
(1) The following screen is displayed after depressing the F5 key in the Create/Update Letter screens in both the EP system. This screen uses the margin and employee/specialist number to format the letter. Enter Print Mode to send the generated letter to a printer.