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A utomated C otton R eporting S ystem

A utomated C otton R eporting S ystem. LSA Training Washington, DC July 24 – 26, 2007. RECENT CHANGES. Field 97 – Five digit transmission number. Additional Upfront Edits Date/Time Stamp of File Loan Transfer Process CMA/LSA transmission monitor

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A utomated C otton R eporting S ystem

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  1. Automated Cotton Reporting System LSA Training Washington, DC July 24 – 26, 2007

  2. RECENT CHANGES • Field 97 – Five digit transmission number. • Additional Upfront Edits • Date/Time Stamp of File • Loan Transfer Process • CMA/LSA transmission monitor • Maximum storage credit caps implemented • Producer Collection Invoice contains compression charges. New LSA Training

  3. RECENT CHANGES • CCC-734 Policy for Processing ACRS Transmission; check status of CCC-734 • Auto release of rejected receipts – (sign up requested) • Overall tape processing significantly improved – allows for released receipts to be sent to the provider faster • Timely Error Resolution (15-day deadline) New LSA Training

  4. Password Requirements • NITC Password • COPS access • Can use to FTP ACRS files • ACRS FTP Password, if not using NITC password • PKWARE SecureZip Password New LSA Training

  5. Password Requirements NITC and ACRS Passwords - • expire after 30 calendar days • can be reset by the user in COPS • revoked after 36 calendar days • suspended after 90 calendar days • put on the delete list after 120 calendar days • deleted after 180 calendar days. New LSA Training

  6. Password Change Instructions Using FTP: New LSA Training

  7. Password Change Instructions Using Telnet: New LSA Training

  8. Password Requirements SecureZip Passwords - • reset anytime by the user • Create a file that contains the new Secure ZIP Pass Phrase. The file should contain one record 250 bytes long. The Pass Phrase can… • contain a single word, several words, a phrase, special characters, numbers. • be any length up to 250 characters. • contain fewer than 250 characters, if it contains fewer than 250 characters, it must be left justified, right filled with spaces. New LSA Training

  9. Password Requirements SecureZip Passwords - • ZIP and Encrypt the file that contains the new Secure ZIP Password using your old Secure ZIP Password. This will be your Password Change File. • FTP your Password Change File to the following dataset name at NITC: • MFO900.CMSPPDT.AC.CMAnnnnn.IZPSWORD (+1) • Note: nnnnn=Your CMA/LSA Number New LSA Training

  10. NITC Password Requirements • Contact Jan DeLancey to obtain NITC user ID and initial password at: 816-926-2638 or janet.delancey@kcc.usda.gov or access COPS at www.fsa.usda.gov/cotton and enter as guest user. • For password problems, contact the FSA Security Office at 816-926-6537. New LSA Training

  11. FTP Connection New LSA Training

  12. FTP Connection New LSA Training

  13. Electronic ACRS Input File • Create GET FILE archive filename: ACRSDATA • Transmit production filename: • ACRS Upload Record name options: ‘MFO900.CMSPPDT.AC.CMAnnnnn.IZBLEDTL(+1)’ ‘MFO900.CMSPPDT.AC.CMAnnnnn.IZBLEDTL.G0001V00’ ‘MFO900.CMSPPDT.AC.CMAnnnnn.IZNADDR(+1)’ ‘MFO900.CMSPPDT.AC.CMAnnnnn.IZIRSTRL(+1)’ • AWP Lock-In Trailer name options: ‘MFO900.CMSPPDT.AC.CMAnnnnn.IZAWPLOK(+1)’ ‘MFO900.CMSPPDT.AC.CMAnnnnn.IZAWPLOK.G0001V00’ New LSA Training

  14. Technical Support New LSA Training

  15. REPORT TITLE ACRS Rejected Bale Report ACRS Error Report ACRS Transmission Report *Approved Warehouse List *Warehouse Tariff Rates (Storage Credit Caps) *Base Loan Rates Replace “xxx” with: FAILED ERRPT XMTRPT Electronic ACRS Output File Retrieve the following production reports using the data set format: ‘MF0900.CMSPPDT.AC.CMAnnnnn.OZxxx(+0)’ *This information is now available on the COPS Warehouse function. New LSA Training

  16. ACRS Record Descriptor • File is a 450-byte record. • Data Requirements are in the 21-CN table, pages 4-7 through 4-8. • Fields 1-97 are regularly used. • Alpha fields are left justified. (Enter spaces, not nulls, for blank alpha fields.) • For corrections, complete all money fields, except Net Correction Amount [78], with the accurate amount that should have initially been reported. New LSA Training

  17. ACRS Record Descriptor Numeric field characteristics: • right justified • leading zeros • decimal points are not recorded • zeros for blank entries (except on transmission number, field to be filled with spaces) New LSA Training

  18. ACRS Record Descriptor Numeric field characteristics: • entries are rounded using only one number out: • 123448 rounds to 1234, not 1235. • if designated as a “signed” field, replace the final number with the appropriate alpha character: • +0 = { • A - I for 1 - 9 • J - R for negative 1 – 9 • -0 = } New LSA Training

  19. ACRS TRANSACTIONS New LSA Training

  20. ACRS Front-End Edits(cause rejected bales) • File and field format: • not a duplicate transmission or batch number • alpha fields are alpha; numeric fields are numeric • EWR validations: • CCC is the holder on EWR for loans • CCC is not the holder on EWR for LDPs • Office indicator is for a CMA/LSA, not COF (BJ26) • NO duplicate gin code/tag or warehouse code/receipt in COPS New LSA Training

  21. ACRS Front-End Edits(cause rejected bales) • Valid crop year • Valid bale weight (only bales with net weight below 325 pounds are rejected) • Positive AWP Bale Value, loan principal and LDP amount • No certificate redemptions or LDPs when AWP is above NALR. • Correct transaction sequence • No duplicate transactions New LSA Training

  22. ADDITIONAL UPFRONT EDITS • BJ13 – bale in pending loan transfer • BJ14 – forfeiture prior maturity date • BJ15 – storage stop date prior to advance date • BJ16 - termination transaction code mismatched • BJ17 – bale is a terminated transfer • BJ25 – COPS has not received classing from AMS • BJ26 – bale already downloaded • B313 – loan advance date prior to ewr holder date • B318 – loan deficiency/advance date does not match prior transaction New LSA Training

  23. ACRS Front-End Reports Following the front-end edit process, ACRS generates the following reports: • Transmit Report which provides: • number of records processed • authorization code (date/time stamp) • amount of wire transfer • Failed Report which lists all rejected bales, if any. New LSA Training

  24. ACRS Batch Edit Process • The ACRS batch cycle runs once daily: Monday through Friday, at 8 p.m. CT. • Bales which have passed the front-end edits are validated primarily for calculation accuracy. • ACRS generates an Error Report listing all bales with errors that must be corrected and the corresponding error code and description. New LSA Training

  25. FIELD REQUIREMENTS:[6] Transmission Number • Effective June 22, 2007, enter spaces in this field. • Field 97 should be utilized. New LSA Training

  26. FIELD REQUIREMENTS:[9] Batch Sequence Number • Batch numbering begins with 0001 for each transaction (i.e., A0001, C0001) for new crop year activity. • Prior crop year redemptions after June 1 continue using the numbering sequence established for that crop year (i.e., C00322 for CY05 submitted August 2006). • Duplicate batch numbers for the same transaction (A0003 sent twice) are rejected, except on corrections. New LSA Training

  27. FIELD REQUIREMENTS:[9] Batch Sequence Number • Batches shall contain data for one crop year and one commodity type only. • Multiple loans can be submitted in the same batch. • Multiple batches can be sent in the same transmission. New LSA Training

  28. Batches - Areas of Concern • The only transaction combinations that can be submitted daily without encountering accounting problems or reprocessing are the “A/N and A/C” types. • All others combinations such as A/T, A/XA, XA/XA, etc., have to be submitted one day apart. • For example, the A on one day, the T on the next day; the XA on one day and the 2nd XA on the next day OR • contact PSCAO to advise them so arrangements can be made to process combination transactions other than “A/N or A/C” types. New LSA Training

  29. FIELD REQUIREMENTS:[12] Loan/LDP Number • Loan/LDP numbering begins with 00001 at the start of each new crop year. • Numbers continue sequentially through May 31. • Numbers cannot be changed. • If an entire batch of advances or LDPs are found in error through the upfront process, then the bales must be submitted with a new tape number and new loan number. • Loans are made up of only one commodity type (ELS or Upland). New LSA Training

  30. FIELD REQUIREMENTS:[20] Net Bale Weight • Price support loans are made on net bale weights of 325 to 600 pounds. • If a bale weighs more than 600 pounds, enter the correct net bale weight, but calculate loan principal based on the maximum allowable weight of 600 pounds. • Bales submitted with a net bale weight less than 325 will be rejected during the front-end edits. New LSA Training

  31. FIELD REQUIREMENTS:[22 - 28, 95] Classing Fields • Classing is not included on the bale detail record for any transactions. • Fill all classing fields with zeros. • ACRS will reject loan/ldp requests when COPS does not have classing from AMS for a bale. (BJ25) • If classing used by LSA does not match classing in COPS, bale will pass upfront edits but receive a calculation error on the ACRS error report. (B402) New LSA Training

  32. FIELD REQUIREMENTS:[29] Module Number • Module number on the bale detail record must match that entered on the associated AWP Lock-in Trailer (21-CN, paragraph 248) transmitted before the LDP request. • The LDP shall be calculated based on the AWP in effect on the trailer date. • Production evidence of 1 to 20 bales must be submitted for all locked-in modules. Otherwise, modules are subject to liquidated damages. New LSA Training

  33. FIELD REQUIREMENTS:[32] Document Received/Gin Date • For module lock in or ginned cotton LDPs, enter the date of producer request. • For gin-direct cotton LDPs , enter the date cotton was ginned. • For loss of BI LDP’s, enter the date BI was lost • For loans, LSAs shall enter the latter of: - date documents received from producer - date CCC was made holder of EWR. New LSA Training

  34. FIELD REQUIREMENTS:[33] Redemption/Forfeiture Date • Enter the date of redemption for following transactions: • “C” • “N” • “T” • “ I” • Enter the date of the original redemption for “U” transactions. New LSA Training

  35. FIELD REQUIREMENTS:[33] Redemption/Forfeiture Date • Forfeitures must occur on the last day of the loan maturity month • must enter month end date • transmission may be sent to ACRS on Friday or Monday when month-end falls on a weekend • Do not send forfeitures prior to the maturity date - reject in the front end edits (BJ14) New LSA Training

  36. FIELD REQUIREMENTS:[34] Storage Stop Date • Non-transferred bale • date of the redemption. • Unqualified bale • date recorded on the redemption. • Other than the redemption or unqualified • zeroes. New LSA Training

  37. FIELD REQUIREMENTS:[34] Storage Stop Date • Transferred bale and the 75 calendar day storage indicator is: • “Y”, then enter the lesser of: - EWR issue date at the receiving warehouse plus 74 days, minus 2-days fixed transit period - redemption date minus 2-day fixed transit period • “N”, then enter the redemption date minus 2-day fixed transit period • Terminated transfer, enter date provided by PSD. New LSA Training

  38. Warehouse Base Loan Rate +/- color, grade, staple & leaf +/- other +/- uniformity +/- strength +/- micronaire = Adjusted Loan Rate (field entry) .5235 + .0400 - .0390 .0000 - .0110 + 0025 .5160 516{ FIELD REQUIREMENTS:[40] Adjusted Loan Rate Upland Cotton Calculation: New LSA Training

  39. color, grade & staple +/- leaf +/- micronaire +/- strength = Adjusted Loan Rate (field entry) .7905 - .0450 - .0980 - .0750 .5725 572E FIELD REQUIREMENTS:[40] Adjusted Loan Rate ELS Cotton Calculation: New LSA Training

  40. Net Bale Weight x Adjust Loan Rate [40] = Loan Principal (field entry) 500 x .5160 258.00 2580{ FIELD REQUIREMENTS:[41] Loan Principal Entry is used for loan advances and redemptions. New LSA Training

  41. FIELD REQUIREMENTS:[56] Principal + Interest Calculating P+I with One Loan Interest Rate: New LSA Training

  42. FIELD REQUIREMENTS:[56] Principal + Interest Calculating P+I with Two Loan Interest Rates: New LSA Training

  43. FIELD REQUIREMENTS:[56] Principal + Interest Calculating P+I with Two Loan Interest Rates: New LSA Training

  44. FIELD REQUIREMENTS:[59] AWP Bale Value .5065 - .0075 - .0035 - .0000 .4955 x 500 247.75 2477E AWP Bale Value for “C and N” transactions = announced AWP (adjusted world price) +/- premiums & discounts +/- location differential (base loan rate - NALR) - allowable CCA (coarse count adjustment) [57] x Net Bale Weight [20] = AWP Bale Value (field entry) New LSA Training

  45. FIELD REQUIREMENTS:[59] AWP Bale Value .5200 - .5065 - .0000 .0135 x 500 6.75 0067E AWP Bale Value for “D” transactions = NALR (National Average Loan Rate) - announced AWP - allowable CCA [57] x Net Bale Weight [20] = AWP Bale Value (field entry) Note: If the loan rate is lower (field 75), the loan rate should be entered in this field. New LSA Training

  46. P+I + loan storage charges = Acquisition Value - AWP Bale Value [59] = Preliminary Forgiven FIELD REQUIREMENTS:Storage, Interest & Principal Forgiven Forgiven amounts occur on Upland cotton only. Calculate Preliminary forgiven, the maximum amount that can be entered in the 3 forgiven fields. 261.24 + 13.73 274.97 - 247.75 27.22 New LSA Training

  47. FIELD REQUIREMENTS:Storage, Interest & Principal Forgiven Preliminary forgiven is applied in the following order as the unused balance allows. • 1st - Storage Forgiven • 2nd - Interest Forgiven • 3rd - Principal Forgiven A combination of low AWP and low-grade cotton could result in a negative repayment, not to exceed the amount of accrued storage during the loan period. New LSA Training

  48. FIELD REQUIREMENTS:[60] Storage Forgiven • Preliminary forgiven < storage charges • enter the full preliminary forgiven amount. • Preliminary forgiven > or = storage charges • enter the full storage charges. New LSA Training

  49. FIELD REQUIREMENTS:Calculating Storage Charges New LSA Training

  50. FIELD REQUIREMENTS:Calculating Storage Charges New LSA Training

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