7.14.4  Letter Generation

Manual Transmittal

June 07, 2012

Purpose

(1) This transmits revised text for IRM 7.14.4, Employee Plans EDS User Manual, Letter Generation.

Material Changes

(1) Minor editorial changes have been made throughout the text to improve grammar and clarity.

(2) IRM 7.14.4.3, Creating or Updating Entity Information was updated to reflect that Option 03 should not be used to update entity information for TEDS cases and should never be used to create a new entity in EDS in any instance.

(3) Exhibit 7.14.4-1, Letter Generation System (LGS) - Inventory Control System Main Menu (ICS) was updated to reflect that the ICS menu no longer contained options for "Query Incomplete Application" or "Query/Generate File Folder Numbers." "Multiple Merit Closure Assignment" was also added as an option.

(4) Exhibits 7.14.4-2, Letter Generation Menu and 7.14.4-3, Create or Update Entity Information were updated to reflect that Option 03 should not be used to update entity information for TEDS cases and should never be used to create a new entity in EDS in any instance.

(5) Exhibits 7.14.4-2, Letter Generation Menu and 7.14.4-4, Creating and Updating Letters were updated to reflect that the EDS case number and TEDS case number are now valid options to use when selecting applications.

(6) Exhibit 7.14.4-3, Create or Update Entity Information was updated to reflect that an "In Care of" line was added to the Entity Information screen.

Effect on Other Documents

IRM 7.14.4 dated January 31, 2006 is superseded.

Audience

Tax Exempt and Government Entities (TE/GE) Employee Plans Personnel

Effective Date

(06-07-2012)

Robert Choi
Director, Employee Plans
Tax Exempt and Government Entities

7.14.4.1  (06-07-2012)
Overview

  1. This IRM provides procedures on the Letter Generation Subsystem (LGS) of Employee Plans/Exempt Organization Determination System (EDS) to EP specialists, reviewers, managers and other authorized users of EDS. The LGS allows users to create and update letters by selecting certain paragraphs and adding customized paragraphs.

  2. Although, The Tax Exempt Determination System (TEDS) is now the main system used to process determination applications, all determination letters will continue to be generated through the legacy system, EDS using LGS.

    Note:

    See IRM 7.15.1, Tax Exempt Determinations System (TEDS) Employee Plans User Manual Introduction for more information on TEDS.

  3. Specifically, the user of the LGS may:

    1. Update entity information which was previously entered in EDS.

    2. Generate development and closing letters.

    3. Update previously created development and closing letters.

    4. Reprint the last letter created for a particular case.

    Caution:

    Do not update entity information in EDS on any case being worked in TEDS. All entity information should be created/updated on TEDS or an EDS block will be created.

7.14.4.1.1  (06-07-2012)
Letter Generation Screens

  1. The LGS Main Menu, (See Exhibit 7.14.4-2) allows users to access the following screens:

    • Create or Update Entity Information - See Exhibit 7.14.4-3

    • Create or Update Letter, See Exhibit 7.14.4-4

    • Letter Format, See Exhibit 7.14.4-5

  2. 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. Also, if creating a customized paragraph, the paragraph will not be automatically indented.

7.14.4.2  (04-15-2003)
Selecting the Letter Generation System (LGS) Menu

  1. 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 LG Menu. See Exhibit 7.14.4-1.

7.14.4.2.1  (04-15-2003)
Screen Operation

  1. In a typical session, the System displays a screen.

  2. The user enters the responses to the screen prompts in the input fields:

    1. The arrow and tab keys can be used to skip over fields.

    2. The arrow and tab keys can also be used when an input field is not completely filled, so that the cursor is positioned in the next input field.

    3. The F1 key (or other key if so indicated) is pressed when all desired fields have been entered.

    4. 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.

  3. The system performs edit and consistency checks to ensure that the data entered is correct.

  4. 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 press the F1 key to accept.

  5. Repeat the above error correction procedure until all errors have been corrected. The next screen, if any, is then displayed.

7.14.4.3  (06-07-2012)
Creating or Updating Entity Information

  1. To create a letter in LGS, the entity must exist on the system. The entity information entered in Data Transcription Subsystem (DTS) or TEDS is automatically transferred to the LGS system and is accessed using the Document Locator Number (DLN), EDS case number, or TEDS case number.

  2. An entity may be updated without creating a letter. To do this, select Option 03 (Create or Update Entity) on the Letter Generation Menu.

    Note:

    NEVER update an entity on EDS unless case is being worked only on EDS. If this is done for TEDS cases, it will create an EDS block. Also, NEVER use option 03 to create an entity. It will create an application in status 90 which cannot be worked.

  3. To create a letter for an entity being updated, select Option 01 (Create or Update Letter) which will display the Create or Update Entity Information Screen.

7.14.4.4  (06-07-2012)
Creating Letters

  1. The Create Letter Screen is displayed after the Create or Update Letter (Option 01) 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.

  2. The two major parts of the letter creation process are the selection of the addressee(s) and letter text.

  3. 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.

7.14.4.4.1  (04-15-2003)
Letter Text

  1. The letter text has four types of paragraphs: automatic, required, selective, and customized.

    1. 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.

    2. 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.

    3. 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.

    4. The customized paragraphs are paragraphs entered (typed in) by the user. These paragraphs will always print on the addendum of the letter. The paragraph must be manually indented.

  2. 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 Subsystem to indicate the number of characters allowed in each required paragraph.

  3. Selective paragraph codes must be entered in the field next to the paragraph code to be included in the body of the letter.

  4. Customized paragraphs are included in the letter by entering paragraph codes 9001-9999. For each 9001 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 9001 is used and additional space is needed to complete the paragraph, you may continue by using paragraph number 9002).

    Note:

    To prevent a space in the continuation of the paragraph do not leave the top line blank.

  5. 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, 7001-7999, and all 9001’s).

  6. After the Create/Update Letter Screen is completed and the F5 key is pressed, the Letter Format Screen will display the Employee Number in the left margin, the print mode (See Exhibit 7.14.4-5, Printing Letters) and the printer number.

7.14.4.5  (04-15-2003)
Output of the Letter Generation System

  1. EDS LGS generates two types of output:

    1. Development/Inquiry letters.

    2. Determination letters.

  2. Letter request records are generated after the completion of the Create/Update 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.

7.14.4.5.1  (04-15-2003)
Archiving Letter Records

  1. Letter records are stored on EDS until an archiving program is run by the EDS System Administrator. The purpose of removing these records are:

    1. To free space on the system for new letter requests.

    2. Once the EDS Letter Text file is updated with new language, the stored letter paragraph may be different.

    3. Caveat paragraph numbers could change language from one update to another.

  2. 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.

Exhibit 7.14.4-1 
Letter Generation System (LGS) - Inventory Control System Main Menu (ICS)

(1) The following menu is displayed when users select option 3 on the EDS Main Menu. Select option 4 from the Letter Generation System (LGS) menu.



EDS-ICS-40ep  EP DETERMINATION SYSTEM (EDS)
INVENTORY CONTROL SYSTEM MENU (ICS)
  (01) Query/Update Master Record and Status
  (02) Reserved
  (03) Multiple Case Assignment
  (04) Letter Generation System
  (05) Reprint Transmittal Sheets
  (06) Reserved
  (07) Print Closing Forms
  (08) Approval of Closed Cases
  (09) Reserved
  (10) Multiple Status 51/58/60/75 Updates
  (11) Re-Open To Review
  (12) Multiple Merit Closure Assignment
   
  (00) EXIT
   
  ***Select one of the above:__
Hit F1:Execute   F10:Exit




(2) Press the F1 key.

Validity Checks
ITEM PROMPT DESCRIPTION
1 Select one of the above Must be one of the valid option numbers (00, 01 - 12).

Exhibit 7.14.4-2 
Letter Generation Menu

(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: __
EDS Case No: ___TEDS Case No: ______
   
Hit F1: Execute  F10:Exit  
NOTE: The DLN search will NOT find cases that are older than 9 years.


(2) Enter the option number desired (1, 2, or 3), the DLN, EDS case number, or TEDS case number, and letter number. If the DLN, EDS case number, or TEDS case number is entered incorrectly, not entered, or the entity does not exist, an error message is displayed.

Note:

NEVER use option 3 to create an entity. Using this feature to create an entity will create an application in status 90 which cannot be worked. However, option 3 may still be used to update an existing entity.



(3) Press the F1 key.

(4) If Option 1 is selected and there are no input errors, the Create/Update Entity Information - Employee Plans Screen (Exhibit 7.14.4-3) will be displayed. If there is an input error, correct the search information and press the F1 key.

(5) If Option 2 is selected and there are no input errors, the Print Format/Selection screen (Exhibit 7.14.4-5) is displayed. If there is an input error, correct the search information and press the F1 key.

(6) If Option 3 is selected to update an existing entity, complete the DLN, EDS case number, or TEDS case number . If there are no input errors, the Create/Update Entity Information - Employee Plan screen (Exhibit 7.14.4-4) will be displayed with the entity information.

Caution:

Only update an existing application if it is not being worked in TEDS. Otherwise, an EDS block is created.

Validity Checks
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 (DLN) Used with Options 01, 02, or 03. If not used, EDS Case Number or TEDS Case Number must be entered. When entered, must be numeric.
3 Letter Number The letter number 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.
4 EDS Case Number Used with Options 01, 02, or 03. If not used, DLN or TEDS Case Number must be entered. When entered, must be numeric.
5 TEDS Case Number Used with Options 01, 02, or 03. If not used, DLN or EDS Case Number must be entered. When entered, must be alpha-numeric.

Exhibit 7.14.4-3 
Create or Update Entity Information

(1) The following screen is displayed when option 01 or 03 is selected from the Letter Generation Menu. This screen is used to verify the entity information before creating letters or to update the entity information.

Note:

As mentioned in Exhibit 7.14.4-2, NEVER update an entity on EDS unless case is being worked only on EDS. If this is done for TEDS cases, it will create an EDS block. Also, NEVER use option 03 to create an entity using this feature. It will create an application in status 90 which cannot be worked.

EDS-LGS-4 CREATE OR UPDATE ENTITY INFORMATION - EP
EIN:_-____ PLAN: __FFN: _____DLN: ______
Plan Sponsor Name: ____________________
  ____________________
  ____________________
  ____________________
In Care Of: ____________________
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) When there are no input errors and Option 03 was selected in the previous screen, entity information will be displayed. If a blank screen is displayed, the entity does not exist. Please remember that Option 03 should NEVER be used to update a TEDS case or create an entity. Press the F10 key to return to the Letter Generation Menu, (Exhibit 7.14.4-2. If updating information in a non-TEDS case, complete the update and press the F1 key.

(3) When Option 01 was selected on the previous screen, entity information will be displayed. Review the entity information for accuracy and correct any errors (not applicable for TEDS cases). If there are no accuracy errors, press F1 to move onto the Create or Update Letter screen (Exhibit 7.14.4-4). If EDS does not pass the Validity Checks (below), an error message will be displayed and the cursor positioned on the field. Correct the input error (if case is not being worked on TEDS) and press the F1 key.

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.
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 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.

Exhibit 7.14.4-4 
Creating and Updating Letters

(1) The following screen is displayed when Option 1 is selected on the Letter Generation Menu and F1 pressed 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
_ POA 1 _POA 2

Para Variable Para Variable Para Variable
__ ______ ___ _______ ___ _____________
__ ______ ___ _______ ___ _____________
__ ______ ___ _______ ___ _____________
__ ______ ___ _______ ___ _____________
__ ______ ___ _______ ___ _____________
__ ______ ___ _______ ___ _____________
__ ______ ___ _______ ___ _____________


Required Paragraph w/ Variable - Enter Paragraph Number
______________________________

  Hit F1-Execute, F4-Delete, F10-Exit


(2) Letter information will be displayed if a letter was previously created for the Document Locator Number, TEDS case number, or EDS case 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 area. Use 9001-9999 to add customized paragraphs to the letter.

(4) Press the F1 key.

(5) When there are no input errors and:

  1. Customized paragraph numbers were entered, the Create/Update Letter (Continued) screen will be displayed.

  2. No customized paragraph numbers were entered, a message to press 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 pressed again to add the new data to the letter. Once the letter is complete, press 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.

  1. Correct the input error.

  2. Continue at (4), above.


(7) To delete a letter from the system, press the F4 key.

(8) To exit the screen, press 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.



(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: __ORG 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. Always skip the first line on the screen and manually indent paragraphs five spaces. Be sure to use the validity checks below before typing text for special instructions.

(12) Press the F1 key. One of the following will be displayed:

  1. Another customized paragraph if more than one 9000 series paragraph number was previously entered.

  2. Another blank paragraph screen if more than one 9000 series paragraph number was entered on the Create/Update Letter screen.

  3. The Create/Update Letter screen if no 9000 series paragraph number were entered. The message to press the F5 key will be displayed.


(13) To delete a 9000 paragraph from a letter, press the F4 key while in this screen.

(14) To exit this screen, press the F10 key. If you exit before pressing 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 pressing the F5 key. If changes are made, the F1 key must be pressed for the changes to be added to the letter. The message to press the F5 key will reappear each time the F1 key is pressed.

(16) If no changes are made, press 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.

Exhibit 7.14.4-5 
Printing Letters

(1) The following screen is displayed after pressing the F5 key in the Create/Update Letter screens in 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.

EDS-LGS-10  LETTER FORMAT SCREEN
   
  * Employee Number ___
  * Left Margin __
  * Print Mode _
  * Device Number __
  * Address Paragraph for Form 9098 ___
   
   
Hit F1:Execute



(2) A letter print request must be made for all letters created or updated. See your System Administrator/Functional Coordinator for the print mode and left margin used in your Area.

(3) The last screen line "Address Paragraph for Form 9098" is displayed if paragraph 6 is selected when generating Letter 1132 (DO/CG) in the EP system. The Form 9098 is generated with the Letter 1132 (DO/CG) by use of caveat of 8503.

(4) Enter the fields according to the validity checks below.

(5) Press the F1 key. You can not exit from this screen by using F10.

(6) When there are no input errors the Letter Generation Menu (Exhibit 7.14.4-3) will be displayed. Another letter may be created or you may exit at this point.

(7) When there is an input error, the error message will be displayed and the cursor will be positioned on the field in error.

  1. Correct the input error.

  2. Continue at (5), above.

Validity Checks
ITEM PROMPT DESCRIPTION
1 Employee Number Must be numeric. Enter the five digit EDS Employee/Specialist number.
2 Left Margin Must be numeric. The left margin entered must suit the printer that will print the letter. Maximum margin is 19 spaces.
3 Print Mode Valid entries are B, N, S, T, V, 1 - 9 or blank. Blank will default to "B." See your Functional Coordinator for the mode to use in your Area.
    T - send to a text or lpr printer
S - sent to a slaved printer
B - set up letter for batch print
N - save letter but not print it
V - view a letter just created
1 - 9 - locally defined print modes
4 Device Number If "T" entered in the print mode, must be a printer number. Must be numeric.


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