- 7.13.8 EDS Unpostables
- 22.214.171.124 Overview
- 126.96.36.199 EDS Daily Batch Run Overview
- 188.8.131.52.1 Reports Overview
- 184.108.40.206 Correcting EDS Daily Batch Run Unpostables
- 220.127.116.11.1 Exceptions
- 18.104.22.168 Master File Codes
- 22.214.171.124 EACS Run Unpostables
- 126.96.36.199 Run Control Comparisons
- 188.8.131.52 Correcting EACS Unpostables
- 184.108.40.206 EACS Most Common Errors
- Exhibit 7.13.8-1 EDS Batch Run Error Codes
- Exhibit 7.13.8-2 Definitions
- Exhibit 7.13.8-3 Commonly Used Acronyms
Part 7. Rulings and Agreements
Chapter 13. Employee Plans Automated Processing Procedures
Section 8. EDS Unpostables
September 04, 2015
(1) This transmits revised IRM 7.13.8, Employee Plans Automated Processing Procedures, EDS Unpostables.
(1) This IRM is updated to meet the requirements of P.L. 111-274 (H.R. 946), the Plain Writing Act of 2010. The Act provides that writing must be clear, concise, well-organized, and follow other best practices appropriate to the subject or field and intended audience.
(2) This IRM is updated to remove all references to the Master File Pipeline Subsystem (MPS) and replace with EP/EO Applications Control System (EACS). The following IRM sections were renamed to show that EACS has replaced MPS:
IRM 220.127.116.11, EDS Daily Batch Run and MPS Run Overview, is renamed EDS Daily Batch Run Overview.
IRM 18.104.22.168, MPS (Service Center) Run Unpostables, is renamed EACS Run Unpostables.
IRM 22.214.171.124.2, Message Lines on MPS Run Report, is renamed Message Lines on EACS Run Report .
IRM 126.96.36.199, Correcting MPS Unpostables, is renamed Correcting EACS Unpostables.
IRM 188.8.131.52, MPS Most Common Errors, is renamed EACS Most Common Errors.
Robert S. Choi
Director, Employee Plans
Tax Exempt and Government Entities
This IRM provides instructions to correct unpostable transactions on the Employee Plans/Exempt Organizations Determination System (EDS). Employee Plan (EP)/Exempt Organizations (EO) Determinations Processing Unit employees are generally responsible for correcting unpostable transactions.
EDS unpostables occur when a case is established or closed but the information does not transmit correctly to the Employee Plans/Exempt Organizations Applications Control System (EACS). EACS serves as a conduit to Master File (MF). EACS transmits to MF on a weekly posting cycle.
EP Determinations employees may also encounter unpostable issues when processing determination cases. Employees email open case unpostable issues to *TE/GE-EP/EO Unpostables.
Processing employees generally resolve open case unpostable issues within 48 hours of receiving the email notification and emails the employee who submitted the issue that it was resolved.
All required actions in this IRM occur in EDS.
EDS openings (establishments) and closings post to EACS through a daily batch run. After cases are entered and closings approved, the system automatically updates the EDS MF status to mark the completed records "ready" for the batch run.
The marked records are processed through the EDS daily batch run by checking the application's opening and closing data using specific validity and consistency checks. The checks used are the same as those described for each screen item in IRM 7.14.2, Employee Plans EDS User Manual, Data Entry. If all of the validity checks for the EDS daily batch run pass, the system generates and writes transaction or case records to a separate file.
Unpostables can occur in either the EDS daily batch run (EDS unpostables) or in the EACS run (EACS unpostables). The EDS daily batch run should identify all record errors before the file is transmitted to EACS.
The EDS batch runs Monday through Friday. It does not run on weekends and holidays since EACS is not available to process the information. EDS generates the EACS file around midnight. If EDS Unpostables are found, the results are returned immediately to each case. EACS processes the file the next day around 5 PM. EDS processes the results from EACS before the midnight batch run. Each case is updated during this process. Weekend and holiday updates are processed with the next regularly scheduled batch run.
Reports are generated both from the EDS daily batch run and EACS when unpostables occur.
When EDS unpostables are found during the EDS daily batch run, the case's MF status field is updated with the applicable unpostable error code (see IRM 184.108.40.206, Master File Codes) and the record is NOT sent to EACS. At the end of the day, a daily batch report is created which lists all affected cases and the unpostable error(s) found.
When EDS daily batch run unpostables are found, the:
EDS daily batch report lists the affected cases and the error(s).
System updates the MF status field with the unpostable code.
Unpostables require an EDS correction.
EACS updates are run daily, excluding weekends and holidays. The run generates a report that lists run controls and any errors.
When the EACS report is available, a program is run against the report to update the MF status with unpostable codes and closings. History records are created for these updates.
To resolve EDS unpostables, review the EDS daily batch run report for a list of unpostable transactions. The report lists the last unpostable code for a case (see Exhibit 7.13.8-1, EDS Batch Run Error Codes). The case history is the only area that lists all the reasons a case did not post.
Print a report of the outstanding EDS unpostables from the Management Information System (MIS). See IRM 7.14.6, Management Information System (MIS), for instructions.
Find the correct entry for each unpostable error in the case file or on Tax Exempt Determination System (TEDS). You may call the specialist who closed the case if you’re unable to determine the correct entry from the case file or TEDS.
Make correction(s) in the Query/Update Master File Screens (Option 1 of the ICS Main Menu).
For open cases, correct all items using any update option.
For closed cases, correct all items (except status and hours) using any update option. Use Option 5 to correct status and hours.
After making corrections for both open and closed cases, enter a "Y," "B," or "D," in the MF code to resend the record to EACS.
Correct all unpostable errors through the Query/Update Master File Screen except these unpostable errors:
Case Number is invalid (000)
Control Date is invalid (010)
Area Office or Post of Duty Code is invalid (005)
Type Request is invalid (013)
No matching KD record (999)
No matching EC record (998)
Inconsistent Closing Cd and Proposed Closing Cd (055)
Invalid Case Number (Julian Date) (006)
Invalid Form Number (011)
Invalid Form Version Code (012)
Invalid Subsection (017)
Inappropriate Update to Control Date Attempted (023)
Invalid Closing Code (052)
Case Not Approved (053)
Missing Specialist Number (056)
Inconsistent Closing Code and Type Request (166)
Closing Record Missing on PCCF for this Update (986)
Inconsistent KDO Code in FFN, Case Number and District Office Code (992)
No matching EM record (997)
If the error listed is "File Folder Number is invalid" (001), correct the unpostable if the error is in the last digit. If the error is the first two digits, contact TOPS.
Master File (MF) codes describe where the EDS record is in relation to EACS. The following is a list of the MF codes and their meanings:
One and two digit MF codes indicate that files were sent without incident (no unpostable error occurred). All four digit MF codes indicate that an unpostable error occurred.
MF Code Meaning 0000 Opening record waiting to be sent 0001 Opening record sent 0002 Closing record waiting to be sent 0003 Closing record sent 0004 Both opening and closing records waiting to be sent 0010 Not sent (Forms 4461-B, 5310-A and 9999) 0011 Letter generation record - not sent 0012 Update MIR data after closing waiting to be sent 0013 Update MIR data after closing sent 0014 Closing record bypass EIN check 0030 Closing record posted to EACS 2000-2999 EACS unpostable (when both opening and closing records were sent) 3000-3999 EACS update MIR closing data unpostable 4000-4999 EACS closing unpostable 5000-5999 EACS opening unpostable 6001-6999 EDS unpostables codes for Update MIR data after closing, not sent to EACS 7001-7999 EDS unpostable codes for Opening records when both opening and closing records were sent, not sent to EACS 8001-7999 EDS unpostable codes for closing records, not sent to EACS 9001-9999 EDS unpostable codes for opening records, not sent to EACS
If the validity checks on the EDS Daily Batch Run find an error, a four digit MF Unpostables code appears. The first digit means one of the following:
First digit of MF Unpostable Code Represents 2 EACS unpostable when Opening and Closing records were sent simultaneously (or together in the same file) 3 EACS update MIR data after Closing Record Unpostable 4 EACS Closing Record Unpostable 5 EACS Opening Record Unpostable 6 EDS update MIR data after Closing Record Unpostable 7 EDS unpostable when Opening and Closing records were sent simultaneously (or together in the same file) 8 EDS Closing Record Unpostable 9 EDS Opening Record Unpostable
The last three digits are the unpostable code (see Exhibit 7.13.8-1, EDS Batch Run Error Codes).
To resend the record to EACS, update the MF code to "Y" . The unpostable will:
Update from MF code To MF code 2XXX 4 3XXX 12 4XXX 2 5XXX 0 (zero) 6XXX 12 7XXX 4 8XXX 2 9XXX 0 (zero)
After the batch run is complete the MF Code reflects that the record has been sent:
0 (zero) is updated to 1 after the batch run
2 is updated to 3 after the batch run
4 is updated to 3 after the batch run
12 is updated to 13 after the batch run
EDS transaction records are processed through two programs named EDS01 and EDS03:
EDS01 screens the records to see if they were sent to the correct place and determine if there are duplicate case numbers.
EDS03 performs the validity and consistency checks for EP records.
Records that successfully process through the programs are marked to update to EP/BMF based on the weekly posting cycles (usually Fridays).
The EACS run report is generated daily, Monday through Friday. The report lists run controls (total number of records) for number of records:
Sent to EACS
Added (established), closed and updated (MIR data updated)
The run report prints out each case number accepted by EACS. Accepted cases plus unpostable cases should equal the total records sent.
Run reports include message lines with invalid or inconsistent items. The nightly batch run reads the message lines to update the MF status with the unpostable code.
UNP and OLE lines print in the nightly batch run report in the following formats.
If the nightly batch can't update an EDS record, the batch report prints a message line. Contact TOPS to resolve the record problem. After they fix the record, you can resolve the unpostable.
Unpostable codes 990 and 993 will not update the MF Code. The quantities of these unpostables are indicated on the nightly batch report.
After the nightly batch run has been processed, it generates a report listing the unpostables in a more readable format and run control information of the EDS database updates.
The report heading lists:
The run report date
The run report file name
The transaction file processing date
The transaction file creation date
Compare dates to ensure the service center has processed every transaction file the EP-DCSC has sent. EDS batches are run daily. There should be report listing dates of the transaction files for every day of the week. If this doesn’t happen, contact TOPS at:http://erc.web.irs.gov/default.asp?SEID=tabsr. The sooner we identify problems, the easier it is for ISD to fix them.
The unpostable section and OLE section of the run reports print on separate pages.
Use the report’s Totals section to monitor updates to the EDS database:
Total Openings or Closings sent twice: A high number could indicate records are being resent to EACS; contact TOPS for assistance.
Records Not Updated Due to IC Status 30: If < 0, generally indicates the run report was put through the program more than once; contact TOPS for assistance.
Compare whether all records were processed from each transaction file. The following items should equal the total on the report:
EP and EO Nightly Batch Run: Total Transactions Generated
CSPC Run Report: Individual File Number Totals - Number EO Records Read and Number EP Records Read
EP and EO EACS Run Report: Total Records Input
If they do not match, review the run report for unpostables that are not in the UNP format and add to the Total Records Input. If still unequal, contact TOPS.
The remaining items in the TOTALS section are informational. The total of these four lines in each of the IC and AH columns should equal the Total Records Input.
Report Item Description Records Unmatched Total records where the program could not find the case number in the database. These cases are listed in the EACS-EDS Errors Section. Records Not Updated Total number of records that were on the report where no update was done to the database. These are generally records openings and update after closings. These records do not update the MF status (IC table). If the same file was run more than once through the programming this number would also include the total records found where the MF status was already a 30. Records Updated/Added Total records where the MF status (IC table) is updated because of a closing or an unpostable or when an action history (AH table) record is added. Action history records are added when the MF status is changed and for all openings and update after closings. Database Failures Total number of records where the database could not be updated because a record is being used by another login. This would not generally happen since the batches are run when no one else is on the system.
To resolve EACS unpostables:
Research INOLES, TEDS and/or the case file for correct data.
Update the information on EDS.
Resend the record to EACS, see 3 below.
You can find the correct entry for each unpostable error in INOLES, the case file or on TEDS. If you still can't determine the correct entry, ask the specialist who closed the case.
Use Option 1 of the ICS Main Menu on the EDS system to make correction(s) in the Query/Update Master Record and Status screen. See IRM 7.14.5, Inventory Control Subsystem, Exhibit 7.14.5-3 for more information.
Correct all errors, then enter a "Y" , "B" , or "D" in the MF item to re-send the record to EACS.
Enter a "B" when both the opening and closing record should be sent to EACS.
Enter a "D" when the unpostable is N985.
When entering a "Y" or "B" , or "D" use the appropriate function key ("Yes, Send" ) to verify the record should be sent to EACS. MF codes will update as:
MF 5XXX and 9XXX update to 0 (zero).
MF 4XXX and 8XXX update to 2.
MF 2XXX and 7XXX update to 4.
MF 3XXX and 6XXXX update to 12.
After the nightly batch run, the MF code will update to show the record was sent.
Error code 014 is the most common error for invalid benefit type. Correct the record by the correcting the benefit type in EDS.
Error code 994 indicates a closing record is sent before an opening unpostable is corrected. Correct the record by entering a "B" in the MF code.
Error code 100 and OLE error 996 indicate zip code and OLE errors. Correct the record by the correcting the zip code or name control brackets. Enter a "Y" in the MF code to resend the record.
See Exhibit 7.13.8-1, EDS Batch Run Error Codes, for a listing of error code descriptions.
This exhibit list the last three digits of the error codes. See IRM 220.127.116.11 paragraph (2) for an explanation of the first digit of the error codes.
|000||Invalid Case Number|
|001||Invalid File Folder Number|
|003||Invalid Plan Number|
|004||Invalid Name Control|
|005||Invalid District Code|
|006||Invalid Case Number (Julian Date)|
|007||Invalid Case Number|
|008||Too many AH Event 10 Records|
|010||Invalid Control Date|
|011||Invalid Form Number|
|012||Invalid Form Version Code|
|013||Invalid Type of Determination Request|
|014||Invalid Benefit Type|
|015||Invalid Total Participants|
|016||Invalid Plan Year Ends|
|019||Invalid District of Location Code|
|021||This Form not sent to Master File|
|023||Inappropriate Update to Control Date Attempted|
|040||Correction Disposal Record, contact TOPS by submitting a Help Desk ticket.|
|050||Invalid Employee Grade|
|051||Missing Employee Grade|
|052||Invalid Closing Code|
|053||Case Not Approved|
|054||Missing Specialist Hours|
|055||Inconsistent Closing Cd and Proposed Closing Cd|
|056||Missing Specialist Number|
|057||Invalid Case Grade|
|058||Missing Case Grade|
|059||Missing Plan Number|
|060||Invalid Law Indicator|
|061||Missing Law Indicator|
|062||Invalid Plan Effective Date|
|063||Invalid Plan Vesting|
|064||Missing Plan Vesting|
|065||Inconsistent Plan Vesting and Form Number|
|066||Missing Plan Participants|
|067||Inconsistent Form Number and Plan Participants|
|068||Missing Plan Effective Date|
|069||Inconsistent Form Number and Plan Effective Date|
|070||Missing Plan Year Ends|
|071||Inconsistent Form Number and Plan Year Ends|
|072||Invalid Case Grade Source|
|080||Invalid 1st line of Name of Plan Sponsor|
|081||Invalid 2nd line of Name of Plan Sponsor|
|085||Invalid In Care of Name|
|087||Invalid 1st line of Plan Name|
|088||Invalid 2nd line of Plan Name|
|089||Inconsistent Zip Code and State Code|
|092||Invalid State Code|
|093||Invalid Zip Code|
|094||Invalid Foreign Address|
|095||Invalid Foreign City|
|096||Invalid Foreign Country|
|100||Zip Code not Valid for this State Code|
|128||Invalid Affiliation Code|
|161||Inconsistent District of Location and State Code|
|162||Dummy EIN Must be Updated|
|163||Missing Reviewer Number|
|164||Missing Reviewer Hours|
|166||Inconsistent Closing Code and Type Request|
|179||Determination Code must be Blank|
|190||Missing Reviewer Number and Reviewer Total Hours|
|984||Record Error with Foreign Address, contact TOPS by submitting a Help Desk ticket.|
|985||EIN Not in Service Center’s Valid Range - Verify (If Correct, enter "D" in the MF Code.)|
|986||Closing Record Missing on PCCF for this Update|
|987||Update After Closing Error, contact TOPS by submitting a Help Desk ticket.|
|988||Inconsistent Form No and Form 5309 Ind or 40K Ind|
|990||Closing Record sent a second time (no action necessary if closing code matches the service center, check PLINF)|
|991||Tape Error, contact TOPS by submitting a Help Desk ticket.|
|992||Inconsistent Key District Office Code in FFN, Case Number and District Office Code|
|993||Opening Record sent a Second Time (no action necessary)|
|994||Opening Record missing (Enter a "B" to send both an opening and a closing record)|
|995||Record Error with MF Code, Submit Help Desk ticket|
|996||Mismatch on Name Control and EIN (OLE)|
|997||No matching EM record|
|998||No matching EC record|
|999||No matching KD record|
|Opening Record||The opening or establishment record is transmitted to EACS after an application is entered in Data Transcription Subsystem (DTS) or created in TEDS. Transmitting an opening record allows service center personnel research capability with the command codes PLINQ and PLINF. These records are sometimes referred to as PAO records in the run reports.|
|Closing Record||The closing record transmits to EACS after a case is closed and approved through the EDS Case Approval Screen. This record closes off the opening record. These records are sometimes referred to as PCO records in the run reports.|
|Update MIR Record||Option 5 in the Query/Update Master File screen allows MIR items to be updated. An update record can be sent to EACS after the record has been closed and MIR items have been updated. These records are sometimes referred to as PUO records in the run reports.|
|EC and IC Records||A "case" is stored in a number of tables in the EDS database. For a case to be viewed in the Update Master File screen it must have a record (with the same case number) in each of the EC (EACS/MF data) and IC (Inventory Control) tables. The record contains entity information, such as name, address, form number, etc. The EC record contains case information, such as subsection, status, etc. The IC record contains the MF indicator and the date.|
|PCCF||The Plan Case Control File (PCCF) is the name of the database used for EACS system. The PCCF is the holding area until transactions can be sent to Master File.|
|Acronyms||Definition of Terms|
|EC tables||EACS/MF data tables|
|EDS||Employee Plans/Exempt Organizations Determination System|
|EACS||EP/EO Applications Control System|
|MIR||Management Information Reports|
|MIS||Management Information System|
|TEDS||Tax Exempt Determination System|
|IC tables||Inventory Control Tables|
|PCCF||Plan Case Control File|
|KDO||Key District Office|
|FFN||File Folder Number|
|TE/GE||Tax Exempt and Government Entities|
|UNP format||Unpostable format|
|OLE format||Online Error format|
|ICS||Inventory Control System|
|EIN||Employer Identification Number|
|EM record||Employee record|
|EC record||EACS/MF record|
|KD record||Key District record|