Automated Cotton Reporting System

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.

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)

4
Password Requirements

• NITC Password
• COPS access
• Can use to FTP ACRS files
• ACRS FTP Password, if not using NITC password
• PKWARE SecureZip Password

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.

6
Password Change Instructions
Using FTP
7
Password Change Instructions
Using Telnet
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.

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 nnnnnYour CMA/LSA Number

10
NITC Password Requirements

• Contact Jan DeLancey to obtain NITC user ID and
  initial password at
• 816-926-2638 or janet.delancey_at_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.

11
FTP Connection
12
FTP Connection
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

14
Technical Support
15
Electronic ACRS Output File
Retrieve the following production reports using
the data set format MF0900.CMSPPDT.AC.CMAnnnnn.
OZxxx(0)

• 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

This information is now available on the COPS
Warehouse function.
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.

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)

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

19
ACRS TRANSACTIONS
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

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

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

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.

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.

25
FIELD REQUIREMENTS6 Transmission Number

• Effective June 22, 2007, enter spaces in this
  field.
• Field 97 should be utilized.

26
FIELD REQUIREMENTS9 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.

27
FIELD REQUIREMENTS9 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.

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.

29
FIELD REQUIREMENTS12 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).

30
FIELD REQUIREMENTS20 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.

31
FIELD REQUIREMENTS22 - 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)

32
FIELD REQUIREMENTS29 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.

33
FIELD REQUIREMENTS32 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 LDPs, 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.

34
FIELD REQUIREMENTS33 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.

35
FIELD REQUIREMENTS33 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)

36
FIELD REQUIREMENTS34 Storage Stop Date

• Non-transferred bale
• date of the redemption.
• Unqualified bale
• date recorded on the redemption.
• Other than the redemption or unqualified
• zeroes.

37
FIELD REQUIREMENTS34 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.

38
FIELD REQUIREMENTS40 Adjusted Loan Rate
Upland Cotton Calculation

• 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

39
FIELD REQUIREMENTS40 Adjusted Loan Rate
ELS Cotton Calculation

• color, grade staple
• /- leaf
• /- micronaire
• /- strength
• Adjusted Loan Rate
• (field entry)

• .7905
• - .0450
• - .0980
• - .0750
• .5725
• 572E

40
FIELD REQUIREMENTS41 Loan Principal
Entry is used for loan advances and redemptions.

• Net Bale Weight
• x Adjust Loan Rate 40
• Loan Principal
• (field entry)

• 500
• x .5160
• 258.00
• 2580

41
FIELD REQUIREMENTS56 Principal Interest
Calculating PI with One Loan Interest Rate
42
FIELD REQUIREMENTS56 Principal Interest
Calculating PI with Two Loan Interest Rates
43
FIELD REQUIREMENTS56 Principal Interest
Calculating PI with Two Loan Interest Rates
44
FIELD REQUIREMENTS59 AWP Bale Value

• 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)

.5065 - .0075 - .0035 - .0000 .4955 x
500 247.75 2477E
45
FIELD REQUIREMENTS59 AWP Bale Value

• 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)

.5200 - .5065 - .0000 .0135 x 500 6.75 0067E
Note If the loan rate is lower (field 75), the
loan rate should be entered in this field.
46
FIELD REQUIREMENTSStorage, 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

• PI
• loan storage charges
• Acquisition Value
• - AWP Bale Value 59
• Preliminary Forgiven

47
FIELD REQUIREMENTSStorage, 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.

48
FIELD REQUIREMENTS60 Storage Forgiven

• Preliminary forgiven lt storage charges
• enter the full preliminary forgiven amount.
• Preliminary forgiven gt or storage charges
• enter the full storage charges.

49
FIELD REQUIREMENTSCalculating Storage Charges
50
FIELD REQUIREMENTSCalculating Storage Charges
51
FIELD REQUIREMENTS61 Other Forgiven

• Other charges include
• R/O charges
• compression charges
• Compression charges are not currently accepted as
  a
• forgiven expense.

52
FIELD REQUIREMENTS62 Interest Forgiven

• Preliminary Forgiven
• - Storage Forgiven
• - Other Charges Forgiven
• Balance of preliminary forgiven to be used for
  all or part of Interest then Principal

• 27.22
• - 13.73
• - 0.0
• 13.49

53
FIELD REQUIREMENTS65 Principal Forgiven

• Preliminary Forgiven
• - Storage Forgiven
• - Other Charges Forgiven
• Previous Balance
• - Interest Forgiven
• Balance of preliminary forgiven to be used for
  all or part of Principal

• 27.22
• - 13.73
• - 0.0
• 13.49
• - 3.24
• 10.25

54
FIELD REQUIREMENTS69 Net Market Gain

• D Transactions
• Enter the LDP 75
• 19.10
• (field entry) 0191

• C and N Transactions
• Loan Principal 41 258.00
• - AWP Bale Value 59 - 247.75
• - Denied Benefits 67 - 0.00
• Net Market Gain 10.25
• (field entry) 0102E
• If result is zero or negative, enter zeros.

55
FIELD REQUIREMENTS67 Denied Benefits

• Reduction in market gain and LDP
• Permitted Entity (PE) lt100
• Percent of cropland Factor (PCF) lt100
• Calculated for each producer
• Denied percentage (PCF times PE) times share
• Denied amount denied percentage times forgiven
  principle
• Enter sum of all producer denied amounts

56
FIELD REQUIREMENTS70 Interest Collected

• Interest Accrued 56
• - Interest Forgiven 62
• Interest Collected
• (field entry)

• 3.24
• -3.24
• 0.00
• 0000

A D transactions, enter zeros. U
transactions, enter total of Interest Collected
70 plus Interest Forgiven 62 reported on
original redemption.
57
FIELD REQUIREMENTS72 Interest Penalty
"C or N" transactions
58
FIELD REQUIREMENTS72 Interest Penalty
"C or N" transactions
59
FIELD REQUIREMENTS72 Interest Penalty
D Transactions
60
FIELD REQUIREMENTS72 Interest Penalty
D" transactions
61
FIELD REQUIREMENTS74 Net Repayment
1. If AWP Bale Value 59 is less than PI
56 (PI 261.24)

• AWP bale value 59
• - Storage Forgiven 60
• Denied Benefits 67
• Compression 49
• Net Repayment
• (field entry)

• 247.75
• - 13.73
• 0.00
• 0.00
• 234.02
• 2340B

62
FIELD REQUIREMENTS74 Net Repayment
2. If AWP Bale Value 59 is greater than or
equal to PI 56 but less than acquisition
value (AWP bale value 247.75, AV
274.97)

• P I 56
• - Storage Forgiven 60
• Net Repayment
• (field entry)

• 261.24
• - 13.73
• 247.51
• 2475A

63
FIELD REQUIREMENTS74 Net Repayment
3. If AWP Bale Value 59 is greater than
acquisition value (AWP bale value 247.75, AV
274.97)

• P I 56 Net Repayment
• (field entry)

• 261.24
• 2612D

64
FIELD REQUIREMENTS74 Net Repayment
4a. Unqualified Transactions
UC or UN Transactions

• P I 56
• Interest Penalty 72
• Net Repayment Amount
• (field entry)

• 261.24
• .28
• 261.52
• 2615B

65
FIELD REQUIREMENTS74 Net Repayment
4b. Unqualified LDPs
UD Transactions

• LDP 75
• Interest Penalty 72
• Net Repayment Amount
• (field entry)

• 19.10
• .18
• 19.28
• 0192H

66
FIELD REQUIREMENTS75 LDP

• Request LDPs only when AWP lt NALR.
• Compare the LDP rate and the loan rate.
• Calculate the LDP value using the lower rate.

67
FIELD REQUIREMENTS75 LDP
68
FIELD REQUIREMENTS78 Net Correction Amount

• This field
• is used for correction and unqualified
  transactions
• indicates the actual amount to be transferred for
  the transaction being submitted
• can be positive or negative
• positive increase in previously reported
  amount
• negative decrease in previously reported
  amount
• is a signed field.

69
FIELD REQUIREMENTS78 Net Correction Amount

70
FIELD REQUIREMENTS97 Transmission Number

• Beginning June 1 of each new crop year,
  transmission numbers start over at 00001.
• They continue through May 31.
• Transmissions with duplicate numbers will be
  rejected.
• Any transmission number rejected cannot be
  re-used.
• Multiple crop year data can be sent in the same
  transmission, but in separate batches.

71
Contacts
72
Trailer Records

• Name and Address trailer
• IRS trailer
• CCC-719 trailer
• Forfeitures S
• Payment limitation repayments P
• AWP lock-in trailer
• Timely error resolution per 21-CN, paragraph 2F,
  applies

73
IRS Trailer Records

• Must be submitted for LDPs, market gains or
  forfeiture
• Most common errors occur when an IRS trailer
  record is
• Missing
• data does not match the bale detail file.
• IRS Trailer Error Report
• MFO900.CMSPPDT.AC.CMAnnnnn.OZ20IRRP(0)
• Missing IRS Trailer Report
• MFO900.CMSPPDT.AC.CMAnnnnn.OZ23IRRP(0)

74
Name And Address Trailer Record

• IRS trailer record validates data from the Name
  and Address trailer record.
• If not submitted, will cause an error to exist
  (for example I099).
• Name and Address Detail Error Report is provided
  the next day only.
• MFO900.CMSPPDT.AC.CMAnnnnn.OZ21IRRP(0)

75
COMMON ERRORS

• I048 batch sequence number
• I058 crop year
• I068 loan/ldp number
• I078 transaction date
• I099 producer id does not match name and
  address file.

76
CCC-719 Trailer Record

• If automated
• Only for S and P
• Bale detail record must accompany trailer
• Transmission report will provide authorization
  code and amount
• If non-automated, MUST email Diana Johnson at
  diana.johnson_at_kcc.usda.gov for
• Transmission and Batch numbers
• Amount
• Banking date

77
Submitting CCC-734

• Authorized if
• NITC or Cotton Management Systems are not
  operational
• ACRS is unable to process transactions before
  midnight on Thursday and CMA/LSAs are advised to
  delay file submissions.
• KC will
• notify CMA/LSA
• Request CMA/LSA to transmit file when systems are
  operational

78
Submitting CCC-734

• Fax completed CCC-734 to include
• request date
• tape year
• file number
• payment amount
• total number of bales
• number of bales for each transaction code.

79
Submitting CCC-734

• Contact Jan DeLancey for manual authorization
  code
• Initiate wire transfer of funds
• For repayment, initiate on date of CCC-734

80
UPCOMING CHANGES

• Encrypted Files
• Masking of Producer ID
• Outside Storage Credit
• CCR for LSAs