SPD Pay-In Cookbook-YACT

C. Yearly Account Screen (YACT)

1. YACT

Purpose:

This screen is used to:

Update Client Yearly Account Information; and
Request that Over-Collected Funds be Returned to the Client.

Access:

Accessed from the SFMU menu (as a default). Can also be accessed from other screens using function keys.

Yearly Account Screen (YACT)

This screen displays one year’s account record at a time. You can access additional years by using a function key.

When you reach the YACT Screen, you can enter any Prime ID number. If you enter just the Prime ID number, it will show you the current yearly account record information.

At any time, you can change the command you have entered. Just change the Prime ID or Year date, and press <Enter>.

You can use the YACT Screen to:

Add a New Account
Change an Existing Account

2. Function Keys

F2 = MENU Returns you to the Main Menu (SFMU) Screen without a Prime ID number.

F3 = EXIT Returns you to the previous screen you were using, bringing the data along from the current screen.

F4 = LIAB Takes you to the Liability (LIAB) Screen with your client’s Prime ID number.

F7 = BACK Allows you to view the next set of records. This key is only functional when it is shown at the bottom of the screen.

F8 = FORW Allows you to view the previous set of records. This key is only functional when it is shown at the bottom of the screen.

3. Adding a New Yearly Account Screen

Procedure :

1. Type in: SFMU

Press <Enter>

2. Type in: Prime Number

Press <Enter>

3. Tab to the Yearly Account Screen (YACT)

Type S
Press <Enter>

4. At the YACT Screen, back tab to Trans Type

Type A
change the YR to 20XX
Press <Enter>

5. Ignore message at the bottom of the screen. It should read, “EN001 Enter yearly account data"

Press <Enter>

6. A message that says "Add new yearly account?" will come up

Type Y
Press <Enter>

7. A message that says "Yearly account has been added" will come up.

8. The January liability may now be added.

4. Adding a New Client

This process adds a new case to the Client Pay-In System, with information recorded in the Yearly and Liability screens. Adding cases “mid-month” is a branch decision. Check with your branch manager. If the client needs to pay for the current month.

When you add a COUPLE, open an account for EACH SPOUSE. Use each person’s own individual Prime ID. Adding a New Client to the Yearly Account Screen

Procedure :

To enter a new client to the Client Pay-In System, the client must have a CMS file, in VP status, with an HK need code and an APD case descriptor.

1. Type in: SFMU

Press <Enter>

2. Type in: Prime Number

Press <Enter>

3. Tab to the Yearly Account Screen (YACT)

Type S
Press <Enter>

4. At the YACT Screen, back tab to Trans Type

Type A
Press <Enter>
Message reads “Enter Yearly Account”
Press <Enter>

5. Read message at the bottom of the screen. It should read, “Add a new yearly account?

Type Y
Press <Enter>

6. Add Client to the Liability Screen

5. Reopen a Yearly Account

Procedure:

1. Type in: SFMU

Press <Enter>

2. Type in: Prime Number

Press <Enter>

3. Tab to the Yearly Account Screen (YACT)

Type S
Press <Enter>

4. At the YACT Screen, back tab to Trans Type

Type C
Press <Enter>

5. At the Account Status (Acct Stat) Field:

Type OP
Press <Enter>
Message Reads “Enter Yearly Account”
Press <Enter>

6. Message reads, “Do you really want to change yearly account?”

Type Y
Press <Enter>
Message Reads “Yearly account has been changed.”

7. Press F4 = Liab for Liability Screen (see Page D3, Step 3b)

You have successfully reopened the Yearly Account Screen.

6. Closing an Account (YACT has Zeros)

Procedure:

Even though closing notices are sent automatically for non-payment, the case manager/eligibility specialist must track the payments and actually close the case on the computer.

When a client dies, make sure that you take care of everything on the Client Pay-In first:

All three balances on the YACT Screen show zeros (See Example A).
End the Liability Screen (See Page D4) BEFORE you decease the client on the CMS side.
LAST OF ALL . . . make changes in the CMS file.

To Close the Account:

1. Type in: SFMU

Press <Enter>

2. Type in: Prime Number

Press <Enter>

3. Tab to the Yearly Account Screen (YACT)

Type S
Press <Enter>

4. Check the three columns on the bottom half of the screen: “Amt Owed,” “OvCol Bal,” and “Serv Bal” (See example A)

If all columns show zeros . . . Back tab to Trans Type field
Type C
Press <Enter>
Message Reads “Enter Yearly Account”
Press <Enter>

5. At the Account Status (Acct Stat) field

Type CL
Press <Enter>
Message Reads “Enter Yearly Account”
Press <Enter>

6. Message reads, “Do you really want to change yearly account?”

Type Y
Press <Enter>
Message Reads “Yearly account has been changed.”

7. Press F4 = Liab for Liability Screen (see Page D3, Step 3b)

To close the Liability Screen, see Closing a Liability.

Example A

Yearly Account Screen (Balances Showing Zeros)

Closed Liability Screen

7. Closing an Account (YACT has a Balance)

Procedure:

Even though closing notices are sent automatically for non-payment, the case manager/eligibility specialist must track the payments and actually close the case on the computer.

When a client dies, make sure that you take care of everything on the Client Pay-In first:

All three balances on the YACT Screen show zeros (See Example A).
End the Liability Screen (See Page D4) BEFORE you decease the client on the CMS side.
LAST OF ALL . . . make changes in the CMS file.

1. Type in: SFMU

Press <Enter>

2. Type in: Prime Number

Press <Enter>

3. Tab to the Yearly Account Screen (YACT)

Type S
Press <Enter>

4. At the Yearly Account Screen (YACT)

Press the F4=Liab Key

5. At the Liability Screen (LIAB)

Press the F5=MACT Key

6. At the Monthly Account Screen (MACT), Check the “Serv Bal” column on the right side of the screen. Find the first month that has a “Bal Serv” amount greater than zero.

7. Tab to the appropriate line under the “Act” column with a dollar amount in the “Bal Serv”

Type A
Press <Enter>

8. At the Adjustment Screen (ADJ)

Tab to the “ACT” column
Type A
Press <Enter>

9. At the “Amt Adjust” column

Type the dollar amount with the minus sign before or after the amount. Use a decimal point followed by zeros.
Tab to “Type Adj.” See “Value Code” list below.
Tab to “Comment” and type in a brief explanation.

10. A message at the bottom of the page reads, “Do you want to make this adjustment?”

Type Y
Press <Enter>

11. Return to the Monthly Account Screen (MACT). You may need to press F7=Back to bring all lines back to the screen. For each month showing a “Bal Serv” greater than zero:

Repeat steps 6 though 9

12. When all “Bal Serv” lines show zero amounts on the Monthly Account (MACT) Screen:

Tab to the first line under the “Act” column
Type C
Press <Enter>

13. At the Liability Screen (LIAB)

Tab to the first line under the “Act” column
Type C
Press <Enter>

14. At the “End Liab Date” column

Type Current Billing Month – Last Day (__/__/20__)
Press <Enter>

15. Read the message at the boom of the screen. It reads: “Do you want to change Liability?”

Type Y
Press <Enter>
Press the F4=YACT Key

16. If there is an overcollected balance, it will be automatically refunded with the automated Pay-In refund process. See IM-02-052 in the transmittal section.

17. Back tab to Trans Type

Type C
Press <Enter>

18. At Acct Stat field

Type CL
Press <Enter>
Message reads: “Enter Yearly Account”
Press <Enter>

19. Message reads: “Do you really want to change yearly account?”

Type Y
Press <Enter>
Message reads: “Yearly account has been changed.”

Yearly Account Screen (Balances Showing)

Monthly Account Screen (Balances in Bal Serv Column)

8. Refunds

Refunds are not processed in the branch. See the SPD Client Pay-In Page under Refunds , or you may refer to IM-02-052 and IM-04-052 for refund process.

9. YACT Error Messages

Error #	Error Message	Data Items
END01	ENTER YEARLY ACCOUNT DATA ACCT STAT Enter a new account status or press enter to accept the default.
END02	INVALID ACCT STAT – CAN ENTER CL, HR ACCT STAT or DP Only. “CL”, “HR” and “DP” are the only account statuses that can be entered by the user.
END03	YEARLY ACCOUNT NOT CHANGED The account record was not updated.
END04	CHANGE YEARLY ACCOUNT? ANS Enter a “Y” to save the changes or “N” to cancel them.
END05	INVALID TRANS TYPE – MUST BE I, A, C TRANS TYPE OR D The transaction type must be: I = Inquire Existing Account Records A = Add New Account C = Change Existing Account D = Delete Existing Account
END06	YEARLY ACCOUNT HAS BEEN ADDED New account record has been added.
END07	YEARLY ACCOUNT HAS BEEN CHANGED The changes to the account record have been saved.
END08	YEARLY ACCOUNT HAS BEEN DELETED The account record has been deleted.
END09	AFS CMS NON-SSD DIVISION CODE The CMS case record has a division code other than SSD.
END10	PAYOUT REQUEST HAS BEEN SETUP The request for an overnight payout of over collected money has been created.
END11	ADD PAYOUT REQUEST? Enter a Y to save the other collection payout request, a N to cancel.
END12	ADD NEW YEARLY ACCOUNT? ANS Enter a “Y” to save the new account, a “N” to cancel.
END13	DELETE YEARLY ACCOUNT? ANS Enter a “Y” to delete the account, a “N” to cancel.
END14	AFS CMS INVALID CASE STATUS The CMS case record has a case status other than “CP” (cash pay) or “VP” (vendor pay).
END15	AFS CMS NSS CASE DESCRIPTOR FOUND The CMS case record has a “N” case descriptor.
END16	AFS CMS NO AD IN-GRANT CODE FOUND The CMS case record does not have a person on the case with an “AD” in-grant code.
END17	YEARLY ACCOUNT ALREADY EXISTS A new account record cannot be added, one already exists for that prime and year.
END18	CHANGE YEARLY ACCOUNT DATA ACCT STAT Key in changes and press enter to save them.
END19	TRANS TYPE MUST BE A OR I (TO CANCEL TRANS TYPE ADD) Must stay an “A” to continue add action, or “I” to cancel the action.
END20	TRANS TYPE MUST BE C OR I (TO CANCEL TRANS TYPE CHANGE Must stay a “C” to continue change action, or “I” to cancel the action.
END21	CHANGE NOT ALLOWED ON ACCT STAT TRANS TYPE DE, IL and SU The change action is not allowed on account records with an account status of “DE,” “IL” or “SU.”
END22	UPDATE ACTION CANCELLED The add/change action was cancelled and the accounts remain unchanged.
END23	DELETE NOT ALLOWED – BILLED AMOUNT AMT BILL > ZERO An account cannot be deleted if the billed amount is greater than zero.
END24	PAYOUT NOT ALLOWED ON AFS CMS NO ACTION/CLOSED A payout request for over collected monies cannot be created if the CMS case record has an action of “NA” (no action) or “CL” (closed).
JF002	CASE NMBR NOT FOUND ON CMS FILE PRIME ID A CMS case record does not exist for the prime number entered.
JF003	INVALID SCREEN IDENTIFIER IN FAST PATH The Fast Path entered was not found on the Fast Path file.	Fast Path
JF007	AFS CMS FILE CLOSED THE AFS CMS file is NOT available at this time. Try again later.
JF010	PRIME ID/DATE EFF NOT FOUND Yearly account record not found for prime and year entered.	Prime ID
JF014	KEY PRESSED INACTIVE FOR THIS SCREEN The function key pressed currently does nothing.	Fast Path
JF020	YEARLY ACCOUNT FILE CLOSED The yearly account file is NOT available at this time. Try again later.	Fast Path
JF023	INVALID ANS – MUST BE Y OR N ANS Must be a “Y” or a “N.”

If you have a disability and need a document on this Web site to be provided to you in another format, please contact the Office of Document Management (ODM) at 503-378-3486 or by e-mail at dhs.forms@state.or.us.

If you have questions about DHS or problems getting DHS services, send e-mail to dhs.info@state.or.us. If you have comments about this site, send e-mail to spd.web@state.or.us.

1. YACT

Yearly Account Screen (YACT)

2. Function Keys

3. Adding a New Yearly Account Screen

4. Adding a New Client

5. Reopen a Yearly Account

6. Closing an Account (YACT has Zeros)

Example A

Closed Liability Screen

7. Closing an Account (YACT has a Balance)

Yearly Account Screen (Balances Showing)

Monthly Account Screen (Balances in Bal Serv Column)

8. Refunds

9. YACT Error Messages

If you have a disability and need a document on this Web site to be provided to you in another format, please contact the Office of Document Management (ODM) at 503-378-3486 or by e-mail at dhs.forms@state.or.us.

If you have questions about DHS or problems getting DHS services, send e-mail to dhs.info@state.or.us. If you have comments about this site, send e-mail to spd.web@state.or.us.

Oregon Department of Human Services 500 Summer St. NE E02, Salem, OR 97301-1073 Phone: (503) 945-5811 Toll-free: (800) 282-8096 (V/TTY)

Oregon Department of Human Services
500 Summer St. NE E02, Salem, OR 97301-1073
Phone: (503) 945-5811
Toll-free: (800) 282-8096 (V/TTY)