7.22.1  Introduction

7.22.1.1  (01-01-2003)
Overview

  1. This manual contains procedures for employees in the Exempt Organizations (EO) function to process the determination application on the Exempt Organizations Determination System (EDS) from establishment to closing. The Cincinnati Submission Processing Center (CSPC) and the Determinations Primary Office (DPO) are jointly involved in the EO determination letter request centralization process.

    1. CSPC performs the initial processing of the determination letter request submitted by the taxpayer.

    2. The Processing Division, Receipt and Control Branch performs the initial stages of processing and perfecting the applications.

    3. The cases files are shipped to the DPO to process the determination letter application.

  2. These procedures apply to all EDS users. These procedures also provide information on options available and validity checks on the system.

  3. EDS is divided into seven subsystems:

    1. Data Transcription System (DTS) — EO Appplications are manually entered. Acknowledgment letters, transmittal sheets, mailing labels and file labels may be generated from the system.

    2. Letter Generation System (LGS) — Additional information letters may be generated from LGS. Final determination letters must be generated from this system. Letters can also be reprinted.

    3. Inventory Control System (ICS) — Case assignment, status update, closing applications, resend EDS and MPS unpostables, and research capabilities are available from this option on EDS.

    4. Management Information System (MIS) — Inventory and employee reports are available.

    5. File Maintenance System (FMS) — Control files are updated for operating EDS. These control files, for example, are the Exempt Organizations Business Master File and System Parameter files for DTS and LGS.

    6. Master File Pipeline System (MPS) — Receives and validates the EDS data in the service center before it transfers the data to the EO/BMF and Detroit Computing Center. (See IRM 7.21.6 and 7.21.8 for a complete description of MPS and correcting unpostables.)

  4. EDS is a menu-driven system. Functions can be chosen from list of available options. The selection of a valid option will result in the display of an input screen or another submenu. At the completion of an option, the higher level menu is displayed to select another option or to exit EDS.

7.22.1.1.1  (01-01-2003)
Description of Application Process

  1. When a request for a determination letter is submitted by an organization, it is processed in the following manner:

    1. The applications are received by the Receipt and Control Branch, Extraction Unit.

    2. Applications are forwarded to Manual Deposit Unit to process user fees into the Letter Information Network Users System (LINUS). The DLN, Postmark Date, Name, Address, City, State, Zip Code, Form Number, and the User Fee amount are entered on the LINUS system.

    3. Acknowledgment letters are generated from LINUS. LINUS also generates the input sheet that is attached to the file for the Code and Edit Tax Examining Clerk.

    4. The EO Deposit Unit sends the application to control on the CSPC Batch/Block Tracking System (BBTS).

    5. BBTS forwards the applications to the Code and Edit Unit.

    6. The Code and Edit Tax Examining Unit prescreens the application and put the information on a code and edit sheet and assembles the application in a folder.

    7. The transcriber enters the remaining application information from the Code and Edit Sheet on the EO Determination System (EDS). Corrections may also be made to information uploaded from the LINUS System.

    8. Once the case is established on EDS, the applications are forwarded to the DPO to complete the processing of the determination.

7.22.1.1.2  (01-01-2003)
Definitions

  1. The following definitions are needed for proper understanding of the screen functions.

    1. Cursor — A special symbol (usually a square block or blinking underline) displayed on the screen to indicate where the next character will appear when entering data.

    2. Field/Item — A group of continuous characters on the screen.

    3. Input Field — A field in which data can be entered. Sometimes called an UNPROTECTED field.

    4. Display Field — A field in which data cannot be entered, but is displayed for information. Also called a PROTECTED field.

    5. Menu — A screen from which several options can be selected.

    6. Transaction — In DTS, the related data entered for one application form.

7.22.1.2  (01-01-2003)
Screen Fields

  1. EDS screen contains four types of input fields:

    1. Alphanumeric — Allows entry of all characters on the keyboard. Lowercase characters (a-z) when entered on a screen, are added to the database in uppercase except where noted.

    2. Numeric — Allows entry of only digits 0 through 9. Leading zeros can normally be omitted except where noted.

    3. Alphabetic — Allows entry of only letters A - Z and blank.

    4. Decimal — Allows entry of only digits 0 through 9. Leading zeros and zeros trailing a decimal point can be omitted.

7.22.1.3  (01-01-2003)
Keyboard Functions

  1. The following describes the effect of pressing various keys in EDS.

    Note:

    The effects are not necessarily the same when using different software.

    1. Left Arrow — Moves the cursor to the beginning of the current field. If the cursor is already at the beginning, the cursor is moved to the beginning of the preceding field.

    2. Right Arrow — Moves the cursor one position to the right. If the cursor is already at the last position of the current field, the cursor is moved to the beginning of the next field.

    3. Up Arrow — Moves the cursor to the first input field of the line immediately above.

    4. Down Arrow — Positions the cursor at the first input field following the current line.

    5. Backspace — Moves the cursor one position to the left.

    6. Home — Positions the cursor at the first input field on the screen.

    7. Tab — Moves the cursor to the next field.

    8. Return/Enter — Same as Tab, above.

    9. Del/Delete — Erases all characters on the current field from the cursor to the end of the field and replaces them with underlines.

    10. Esc/Escape — Turns off the insert mode of the F9 key. See F9, below.

    11. Fl — Execute key. Indicates completion of input for the current screen.

    12. F2 through F6 — Function varies depending on the EDS option in use. Use will be indicated by the system itself. Most common uses are:

    13. F7 — Redraw key. Redraws the current screen on the terminal to clear system messages, mail messages, or transmission problems displayed in the middle of a screen.

    14. F8 — Delete key. Deletes a character at the current cursor position.

    15. F9 — Insert key. This key may only be used on alpha or alphanumeric fields. Subsequent characters entered will be inserted before the cursor. To turn off the insert mode, press the ESC key. The insert mode is automatically turned off at the end of a field.

    16. F10 — Cancel/Exit key. In DTS the FIO key will cause all data entered for the current transaction to be deleted. All other times the F 10 key exits a screen and returns to the previous menu.

    17. F11 — Print key. Prints the information displayed on the screen. The system will prompt for the printer number/method (1–9, s, t or n) to print the screen image.

    F2–Next Page
    F3–Previous Page
    F6–Help

7.22.1.4  (01-01-2003)
Screen Operation

  1. In a typical session, the following steps occur:

    1. The System displays a screen.

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

    3. The arrow and other keys can be used to skip over fields.

    4. The same keys should be used when an input field is not completely filled, so that the cursor is positioned in the next input field.

    5. The Fl key (or other key if so indicated) is depressed when all required data fields have been entered.

    6. 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.

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

    8. If an error is detected, the terminal will beep, an error message is displayed (some messages may be in reverse video) on the last line of the screen, and the cursor is positioned at the field in error. Enter the correct data and depress the Fl key.

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


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