Instructions are provided on correcting unpostable under the Employee Plans/Exempt Organizations Determination System (EDS).

EDS unpostables occur when applications are entered or closed and could not post to the Master File Pipeline Subsystem (MPS) of EDS, located in the CSPC.

These procedures are for DPO Unpostable Clerks.

EDS openings (establishments) and closings get to MPS EACS by the daily batch run. As cases are entered and the closings approved, the MF status is automatically updated to mark the records for the batch run. The changing of the MF status is explained in more detail below.

When the marked records are processed through the daily batch run, application opening and closing data are checked using specific validity and consistency checks. If all checks are passed, the transaction records or case records are generated and written to a file.

The validity and consistency checks used in the batch are the same as those described for each screen item in the EDS User Guide.

A case can be opened and closed in the same day. The MF status will instruct the batch to create both an opening transaction and a closing transaction in the same file. (See MF status 4, below.)

The file described in (3) above is uploaded to the NILE in the CSPC for a tape to be made for MPS which is on the CSPC mainframe computer. An additional validity and consistency check is made on the application opening and closing data for name control and zip code, when the transaction records are added to MPS.

Unpostables can occur in either the EDS daily batch run (EDS unpostables) or in the MPS run (EACS unpostables). The EDS daily batch run should find all the errors in the records before the file is transmitted to MPS.

There are two checks the daily batch run can not catch:

Unpostables should be resolved by the Adjustments Unit who will research for the correct data, update the corresponding items on EDS. (The Adjustments Unit must be in the Employee Master file to access ICS).

Each unpostable from the daily batch run will be listed on the batch run report with the unpostable code(s) or reason the case did not post (see Exhibit 8–1 for the list of unpostable codes).

A report may be generated in the Management Information System to print outstanding EDS unpostable cases. See Chapter 9 for instructions in running this report.

Find correct entry for each error/unpostable by looking in the case file. If the correct entry cannot be found, ask the specialist who closed the case to determine the correct entry.

Make correction(s) in the Query/Update Master File Screens. These screens may be found in Option 1 of the ICS Main Menu of the EDS system. All corrections will be made by the Determinations Primary Office.

Opening Record — The opening or establishment record is sent to MPS after an application is entered in DTS. An opening record is sent to allow Cincinnati Submission Processing Center (CSPC) personnel research capability with the command codes PLINQ and PLINF. Opening data is also sent to Detroit Computing Center to be counted in the MIR tables as a receipt. These records are sometimes referred to as PAO records.

Closing Record — The closing record is sent to MPS after the case is closed and approved through the Case Approval Screen. This record closes off the opening record at the CSPC. The closing data is also sent to Detroit Computing Center to be counted in the MIR tables as a closing. These records are sometimes referred to as PCO records.

Update Record — Option 5 in the Query/Update Master File screen allows MIR items to be updated. An update record can be sent to MPS after the record has been closed and MIR items have been updated. MPS sends the update record to the Detroit Computing Center. These records are sometimes referred to as PUO records.

EC and IC Records — A "case" is stored in a number of tables in the database of EDS. For a case to be brought up in the Update Master File screen it must have a record (with the same case number) in each of the EC and IC tables. The record contains entity information, such as name, address, form number, etc. The EC records contains case information, such as, benefit type, subsection, status, etc. The IC record contains the MF indicator and the date.

PCCF — Plan Case Control File, the name of the database used for MPS system. The PCCF is the holding area until transactions can be sent to master file.

Master File (MF) Codes describe where the EDS record is in relation to MPS. Below is a list of MF Codes and their meanings:

MF Unpostables Codes are 4 digits. The first digit is the following:

The last three digits are the unpostable code.
For example:

The unpostable codes are listed in Exhibit 8–1.

To change the unpostable code to a code to send the record to MPS, a "Y" must be entered in the MF field. A "Y" will change the unpostable to the following:

The batch run will update a

All errors may be corrected through the Query/Update Master File Screen except the errors listed below. These cases must be corrected by your EDS Unpostable Clerk.

If the error listed is "File Folder Number is invalid" (001), the File Folder Number (FFN) may be updated unless the error is in the first two digits (D.O. Code portion of the FFN). If the error is the first two digits, the case must be corrected by your EDS Unpostable Clerk.

EDS transaction records are processed through programs at the CSPC. The programs that produce MPS unpostables are labeled EDS0101 and EDS0102.

If the records pass through two of the programs, they will be marked to update the EO/BMF based on the weekly posting cycles (usually Fridays).

The data used for management information reports will be spun off to the Detroit Computing Center to be included in the MIR tables based on the monthly 4/4/5 posting cycles.

After the nightly batch run has processed the records from the CSPC Run Report, a report is generated listing the unpostables in a more readable format and run controls of the updates to the EDS database. See Exhibit 8.2 for a sample of this report.

The heading of the report lists the following:

Compare dates to ensure the CSPC has processed every transaction file the district has sent. EDS batches are run daily. There should be report listing dates of transaction files for every day of the week. If this does not happen, contact your Unpostable Clerk. The Unpostable Clerk will coordinate with ISD to determine why there are dates missing. The sooner problems are identified, the easier it will be for ISD to remedy the situation.

The Unpostable section and OLE section will print on separate pages to facilitate the ease in assigning these errors to correct.

The Totals section of this report is used to monitor the updates to the EDS database. The following lines can help in the following ways:

To compare whether all records were processed from each transaction file, use the following lines from the reports:

The remaining items in the TOTALS section are informational items. The total of these four lines in each of the IC and AH columns should equal the Total Records Input.

MPS Unpostables will also be resolved by the Adjustments Unit who will —

The correct entry for each unpostable should be found by looking in the case file. If the correct entry cannot be found, the case should be taken to the specialist who closed the case to determine the correct entry.

The correction(s) will be made in the Query/Update Master File Screen. These screens may be found in Option 1 of the ICS Main Menu of the EDS system.

If the nightly batch run could not update the MF could with the unpostable code, the MF Code will still be a 1, 3 or 13.

When entering a "Y" or "B" a message will be displayed to verify if the record should be sent to MPS. Depress the function key that says "yes, send" . The MF code will be updated to resend the record.

After the nightly batch run, the MF code will be updated to a code showing the record was sent.

There may be times when an opening and/or closing record is sent a second time for which there is no corrective action needed. The error messages from MPS will be the following:

If a closing record is sent before an opening unpostable is corrected, error code 994 is generated. These records should be corrected by entering a "B" in the MF code.

If a closing unpostable has not been corrected and sent before the Update record is sent the following message will be displayed. These records should be corrected by entering a "Y" in the MF code.

Zip code and OLE errors will display the following error messages. These errors should be corrected by updating the zip code and putting a bracket in the correct position to generate the correct name control. A "Y" should be entered in the MF code to resend the record.