ARCOS
> Registrant
Handbook > Section 7
Section 7.0 - Edit Listings
7.1 EDITING PROCESS
All ARCOS reports are initially subjected
to two major procedures, the control record edit
and the transaction record edit. These procedures check the reliability
of the incoming data and determine whether and to what extent further
processing will occur.
7.2 CONTROL RECORD EDIT
This initial procedure checks the control
record submitted with each of the ARCOS reports. ARCOS reports that pass
the validity tests performed on the control record continue on to the transaction
record edit. An ARCOS report that fails the control record
edit may be returned to the ARCOS registrant or central reporter
for correction and resubmission. Returned reports are accompanied by a letter
of explanation. Depending upon the nature and volume of the errors detected
during the control record edit, the Data Systems Unit (ARCOS) may
correct and resubmit a report after obtaining permission from
the ARCOS registrant or central reporter.
7.3 TRANSACTION RECORD EDIT
The transaction record edit
procedure examines all data fields in each incoming transaction record
and rejects those records that do not meet pre-established criteria. This
procedure produces the Daily Transaction Processing Error Report which is an
error status report. The Daily Transaction Processing Error
Report will either list all the transaction records with errors or
contain a statement indicating that the current ARCOS report did not have any
errors.
Receipt of the Daily Transaction Processing
Error Report with no errors means that all the submitted transaction
records were added to the ARCOS Master Transaction File. Exhibit 7.1:
Accepted Report, illustrates the status report produced when no errors are
detected.
When errors are detected, the Daily
Transaction Processing Error Report lists each transaction record in error,
the error code, a description of the error, and a correction number. These
erroneous transaction records must be corrected and
resubmitted with the next ARCOS report. Exhibit 7.2: Rejected Report,
illustrates the report produced when transaction records fail the data
reliability tests. Exhibits 7.1 and 7.2 are actual reports with the
identifying data obliterated.
![Exhibit 7.1 - Accepted Report](https://webarchive.library.unt.edu/eot2008/20090822021844im_/http://www.deadiversion.usdoj.gov/arcos/handbook/exhibit7_1.gif)
Exhibit 7.1: Accepted Report
![Exhibit 7.2 - Rejected Report](https://webarchive.library.unt.edu/eot2008/20090822021844im_/http://www.deadiversion.usdoj.gov/arcos/handbook/exhibit7_2.gif)
Exhibit 7.2: Rejected Report
7.4 TRANSACTION ERROR CODES
E01
|
Reporting Registrant Number
Doesn’t Match the One on the Control Record
Error Code E01 is issued when the
Reporting Registrant’s DEA registration number on the transaction
record does not match the Reporting Registrant’s DEA number on the
control record. |
E06
|
Delete Indicator Field Must Be
Blank Or Must Be The Letters "A," "D," or
"I"
The Action Indicator (formerly
Delete Indicator) field must be blank or contain either an
"A," "D," or "I." If it contains any
other value, Error Code E06 is issued. |
E07
|
Delete Indicator Field Must Be
Blank If A Correction Number Is Present
Error Code E07 is issued when the
Correction Number (formerly Lot Number) field is not
blank and the Action Indicator (formerly Delete Indicator) field
contains an "A," "D," or "I." |
E12
|
Transaction Date Contains An
Invalid Month And/Or An Invalid Day
Error Code E12 is issued when:
-
The Month is less than
"01" or greater than "12"
-
The Day is less than
"01" or greater than the maximum number of days in the
month
-
The Year is not numeric
|
E13 |
Transaction Date Must Be The
Last Day Of The Report Month Or Quarter
Error Code E13 refers to
Transaction Code "7" only. The Transaction
Date field must be either the end of the month or the
end of the quarter depending on the reporting frequency of the
reporting registrant. Otherwise, Error Code E13 is issued. |
E14 |
Transaction Code Requires A
Year-End Date In The Transaction Date Field
Error Code E14 refers to inventory
transaction codes "3," "8," and "4" only.
This error code is issued when the transaction date is not the last
day of the year. The transaction date format is:
-
automated reporting: "1231XX"
where "XX" is the year (last two-digits) in which
the inventory was taken.
-
manual reporting: "X1231"
where "X" is the year (last digit) in which the
inventory was taken.
|
E15 |
Transaction Date Is Later Than
The Run Date Of The ARCOS 2 Edit Program
The "run date" is the
computer processing date. Error Code E15 is issued when the
Transaction Date is the same or later than (i.e., in the future) the
computer processing date. Transactions cannot be reported before they
have occurred. |
E16 |
Transaction Date Is Not Within
The Reporting Registrants Report Period
Error Code E16 is issued when the
Transaction Date is before or after the current reporting
period and the transaction is not a
correction, not a deletion, not an
adjustment, and not a late transaction. The current
reporting period is identified by the ending date and the reporting
frequency ("M" or "Q") entered on the control
record. |
E17 |
Transaction Date Isn’t Within
The 2 Year Date Range Of The ARCOS System
The active ARCOS data base holds 24
months of data beginning with January 1, 1997. Transaction Records
that have been in the active data base are archived after 24 months.
Error Code E17 is issued when the transaction date is not
within this range. |
E21 |
Correction Number Entered Is
Invalid. It Must Be Numeric
Error Code E21 is issued when the
Error Correction Number field contains an invalid correction number or
non-numeric data. |
E22 |
Correction Number Is Not In The
Error File
Error Code E22 is issued when the
Error Correction Number on a Correction Transaction does not
match a number in the Error file. |
E25 |
The ARCOS Edit Still Found
Errors On The Corrected Transaction
Error Code E25 is issued when a
transaction flagged as a correction remains incorrect or contains a
new error. |
E28 |
Data Entered In The Quantity
Field Is Invalid. It Must Be Numeric
Error Code E28 is issued when the
Quantity field contains alphabetic or special characters. The Quantity
field must only contain numeric data. This field is
eight (8) digits in length for automated media and six (6) digits in
length for manual media, including leading zeros. A zero quantity is
invalid for all transaction codes, except for Transaction Code 5. The
Quantity field is not checked for Transaction Codes F, 7, and 8. |
E31 |
The Unit Value Entered Cannot Be
Used With The Entered NDC Number
NDC identifies a finished dosage
unit product:
Error Code E31 is issued when the
Unit field is not blank, "D," or
"K."
NDC identifies a raw bulk product
(** package code):
Error Code E31 is issued when the
Unit field is not a "1,""2,"
"3," "4," "5," or "6."
|
E32 |
Unit Value Must Be Blank,
"D," "K," "1," "2,"
"3," "4," "5," or "6."
Error Code E32 is issued when the
Unit field is not blank, "D," "K,"
"1," "2," "3," "4,"
"5", or "6." |
E35 |
Strength Must Be Blank For Bulk
Finished Or 0001 To 1000 For Bulk Raw
When the NDC identifies a finished
bulk non-raw product:
The Strength field must
be blank. Otherwise, Error Code E35 is issued.
When the NDC identifies a raw
bulk product:
The Strength field must
contain a value from "0001" to "1000".
Otherwise, Error Code E35 is issued.
|
E36 |
Strength Is Invalid. Strength
Must Be Blank Or Numeric
Error Code E36 is issued when the
Strength field contains alphabetic or special characters. This field
must be blank or contain a numeric value. |
E40 |
Transaction Code Is Invalid. See
The ARCOS Handbook For Valid Codes
The transaction code must be one of
the following: "S," "P," "R,"
"Y," "T," "W," "M,"
"G," "Z," "N," "U,"
"V," "Q," "K," "J,"
"L," "X," "F," "1,"
"3," "4,, "5," "7,"or
"8." Otherwise, Error Code E40 is issued. |
E41 |
Transaction Code Is Reserved For
Drug Manufacturers Only
Error Code E41 is issued when the
reporting registrant is not a manufacturer, but reports
a transaction using one of the following manufacturing transaction
codes: "W," "M," "N," "U,"
"Q," "K," "J," "L," or
"4." |
E42 |
Transaction Code Requires
Associate Registrant Number To Be Blank
Error Code E42 is issued when one
of the following transaction codes is used: "T,"
"W," "M, "L," "N," "U,"
"Q," "J," "K," "F,"
"1," "3," "4," "5,"
"7," or "8" and the Associate Registration Number
field (Field 7) is not blank. |
E43 |
Associate Registrant Number
Requires Transaction Code "Y," or "G," or
"Z"
Error Code E43 is issued when the
Associate Registrant Number field (Field 7) contains a DEA
registration number for a DEA designated office or business and the
transaction code is not Transaction Code Y, Transaction Code G, or
Transaction Code Z. |
E44 |
Transaction Code Conflicts With
The NDC Number’s CSA Schedule
Contact the Data Systems Unit
(ARCOS) when Error Code 44 is issued. This error code applies to
manufacturers only. Certain drug schedules must be
reported for certain manufacturing transaction codes. |
E45 |
Transaction Code Requires An
Associate Registrant Number Entry
Error Code E45 is issued when the
transaction code is "S," "P," "R,"
"Y," "G," "Z," "V," or
"X" and the Associate Registrant Number field
(Field 7) does not contain a valid DEA registration
number or one of the following entries, left justified:
"RECALL," "OFFICER," "CIVILDEF,"
"UNKNOWN," "VESSELS," "NATIVE," or
"MILITARY." |
E46 |
Associate Registrant Number Is
Invalid For Transaction Code "Y/G/Z"
Error Code E46 is issued when:
-
the firm holding the DEA
registration number entered in the Associate Registrant Number
field (Field 7) is not authorized to handle a Transaction
Code Y activity (destruction of
controlled substances) or
-
the firm holding the DEA
registration number entered in the Associate Registrant Number
field (Field 7) is not authorized to handle a Transaction
Code G or Z activity (controlled substances supplied or
received by government).
|
E47 |
Associate Registrant Number
Can’t Equal Reporting Registrant Number
Error Code E47 is issued when the
Associate Registrant Number (Field 7) is the same as the Reporting
Registrant Number (Field 1). These two fields must not
contain the same data. |
E48 |
Associate Registrant Number Is
Not A Valid DEA Registrant Number
Error Code E48 is issued when the
DEA registration number entered in the Associate Registrant Number
field (Field 7) is not found on DEA’s master list of
valid registration numbers. |
E49 |
Associate Registrant Number Is
Invalid For The Transaction Code
Error Code E49 is issued when the
Associate Registrant Number field (Field 7) contains the entry "CIVILDEF,"
"RECALL," "OFFICER," "UNKNOWN,
"VESSELS," "NATIVES," OR "MILITARY" and
the corresponding transaction code entered in the Transaction Code
field (Field 2) is incorrect. The correct pairing for the Associate
Registrant Number field (Field 7) and the Transaction Code field is: |
"CIVILDEF" |
use |
Transaction Codes
"S," "P," or "G" |
"OFFICER" |
use |
Transaction Codes
"S," "P," "G," or "Z" |
"RECALL" |
use |
Transaction Codes
"S" or "P" |
"UNKNOWN" |
use |
Transaction Code
"V" |
"VESSELS" |
use |
Transaction Codes
"S" or "P" |
"NATIVE" |
use |
Transaction Codes
"S" or "P" |
"MILITARY" |
use |
Transaction Codes
"S" or "P" |
|
E52 |
The
Order Form Number Has Not Been Correctly Entered
Error Code E52 is issued when an invalid Order
Form Number has been entered in the DEA Order Form Number field (Field
8). |
E53 |
The
Order Form Number Is Required For Schedule 1 & 2 Drugs
Error Code E53 is issued when the Transaction
Code is "S," "P," "R," "V," or
"X", the NDC identified the product as a Schedule I or II
controlled substance, and the Order Form Number field
(Field 8) is blank. |
E60 |
Transaction
Code 1 -- An Inventory Record Already Exists
Error Code E60 is issued when a Schedule Change
Inventory transaction record for the same NDC product already exists
on the Master Transaction File. |
E61 |
Transaction
Code 3 or 8 -- Year-End Inventory Amount Already Exists
Error Code E61 is issued when:
-
A code 3 transaction record for
the same NDC product has previously been added to the
Master Transaction File or
-
A code 8 transaction record has
previously been added to the Master Transaction File.
Delete the previously submitted
transaction code 3 or transaction code 8 before resubmitting a
different year end inventory amount.
|
E75 |
The NDC
Number Is Invalid, It Contains One Or More Spaces
Error Code E75 is issued when the NDC is not in
the format required by ARCOS or no NDC has been entered. |
E76 |
The NDC
Number Is Not In The Drug File
Error Code E76 is issued when the NDC can’t be
found in the ARCOS Master Drug file. To add a product to the ARCOS
Master Drug File, manufactures, repackers, and relabelers must provide
the Data Systems Unit (ARCOS) with the product’s label, a copy of
the label, or the completed FDA Drug Product Listing form (FDA-2657). |
E77 |
NDC
Number Isn’t ARCOS Reportable.
Don’t Submit Corrected Transaction
Error Code E77 is issued when the product
described by the NDC is not reportable to ARCOS. Do not
re-submit any transactions for this product. |
7.5 CORRECTING TRANSACTION RECORDS
Error processing for both ARCOS registrants
and DEA has been simplified and streamlined. For registrants submitting ARCOS
reports on magnetic media (automated), corrections, deletions, adjustments,
and late transactions can be submitted along with the next
monthly or quarterly report. There is no longer any need for errata media.
Transactions for corrections, deletions, adjustments, and late items are
placed after the last transaction in the current report. See
Section 4, Control Record, for examples.
ARCOS registrants reporting on manual media
(DEA Form 333), also submit corrections, deletions, adjustments, or late
transactions along with the next monthly or quarterly report. As
with reporting on magnetic media, reporters using the DEA Form 333 must keep
the control record and its associated transactions together.
Corrections, deletions, adjustments, and late transactions are coded on the
DEA Form 333 after the last transaction of the current report.
See Section 4, Control Record, for examples.
7.5.1 Error Categories
The following four types of transactions
are used to correct errors and omissions in previously submitted ARCOS:
A Correction Transaction corrects a transaction record
that has been rejected by the ARCOS editing programs. This transaction is
submitted only after the original transaction has been
listed on the Daily Transaction Processing Error Report as a rejected
transaction.
Delete Transaction
The Delete Transaction removes a transaction record
from the Master Transaction File. A Delete Transaction is submitted when the
existing transaction record will not be replaced.
Adjustment Transaction
An Adjustment Transaction is used when the ARCOS editing programs have not
rejected an original transaction, but the transaction is found by the
submitting registrant to be inaccurate. In these instances, the Daily
Transaction Processing Error Report will not list the transaction record.
The Adjustment Transaction replaces the originally inaccurate transaction
record in the Master Transaction File.
Late Transaction
A transaction record that was omitted from a prior
report is submitted with the current report
using the Late Transaction.
7.6 CORRECTION TRANSACTION
A Correction Transaction corrects
a transaction that has been rejected by the data validation procedures.
Rejected transaction records are listed in the Daily Transaction
Processing Error Report and have been added to the ARCOS transaction error
file.
7.6.1 Error Report
The Daily Transaction Processing Error
Report will be mailed to each reporter after the transactions have been
through the data validation procedures. The error report includes the
following information:
-
Each transaction that contains one or
more errors.
-
An error code and its meaning for each
error.
-
A correction number for each
erroneous transaction.
The Correction Number can be found
on the error report, listed under the errors for each
transaction and labeled "Correction No." Exhibit 7.3: Sample Error
Transactions are transactions as they appear on the error report. However, for
these examples, the errors and the correction number
are in bold-faced type and marked underneath with the "^"
symbol.
Exhibit 7.3: Sample Error Transactions
7.6.2 Correction Process
A Correction Transaction must be
submitted for each erroneous transaction to be corrected. To correct a
rejected record, submit a correction transaction with the next quarterly
or monthly report. Correction Transactions may be placed
after the transactions for the current reporting period. See
Exhibit 4.2: Record Placement for ARCOS Report and Exhibit
4.3: ARCOS Registrant’s Report.
7.6.3 Correction Record
The correction transaction record has
two formats, one for automated reporting and one for manual reporting. They
are the same formats as the ARCOS transaction record
formats with one exception - - the addition of the correction number.
The correction transaction record must contain:
-
all the fields that were
correct on the original submission including the original
transaction identifier
-
the corrected fields
-
the correction number
7.6.4 Correction Number
A correction number is assigned to
each erroneous transaction during the data validation process. This number is
a unique, 8-digit, sequential number. There is only one
correction number per erroneous transaction, even when a transaction
has multiple errors.
7.6.4.1 Correction Number Format
The format for the correction number
is: NNNNNNNN. Examples of this unique, sequential number are: 00000422,
00000423, and 00000424.
7.6.4.2 Correction Number Position
The correction number occupies the
space formerly identified as the "Lot Number" field on the transaction
record, Field 10 (automated media) and Field 9 (Manual Media, DEA Form
333). The field positions are:
-
positions 56 - 63 (automated media)
or
-
positions 48 - 55 (manual media, DEA
Form 333)
7.6.5 Correction Transaction Examples
7.6.5.1 Automated Media
The following transaction would appear on
the error report sent from DEA (ARCOS). For this example, the errors
and correction number are in bold-faced type and marked
underneath with the "^" symbol.
PA9999999S
0054375144500000002 B99900099PB2463899070697 |
0000000102E25 |
^^ ^^ |
E48 |
ASSOCIATE
REGISTRANT NUMBER IS INVALID OR RETIRED MORE THAN 2 YEARS AGO |
E52 |
THE ORDER FORM NUMBER HAS NOT
BEEN CORRECTLY ENTERED ON THE TRANSACTION |
|
|
CORRECTION NO. 00000422 |
|
|
^^^^^^^^ |
|
These errors must be
corrected by including the following correction transaction in the next
monthly or quarterly ARCOS report. For this example, the corrections
and correction number are in bold-faced type and marked
underneath with the "^" symbol.
PA9999999S
0054375144500000002 BB9900099PB246389907069700000422
|
0000000102E25 |
^^ ^^ ^^^^^^^^ |
7.6.5.2 Manual Media
The following transaction would appear on
the error report sent from DEA (ARCOS). For this example, the errors
and correction number are in bold-faced type and marked
underneath with the "^" symbol. underneath with the "^"
symbol.
PA9999999S
00543751444000002 AB9900099PB2463899 |
7022800102 |
^^ ^^ |
|
E48 |
ASSOCIATE
REGISTRANT NUMBER IS INVALID OR RETIRED MORE THAN 2 YEARS AGO |
E52 |
THE ORDER FORM
NUMBER HAS NOT BEEN CORRECTLY ENTERED ON THE TRANSACTION |
|
|
CORRECTION NO. 00000422 |
|
|
^^^^^^^^ |
|
These errors must be
corrected by including the following correction transaction in the next
monthly or quarterly ARCOS report. For this example, the errors
and correction number are in bold-faced type and
marked underneath with the "^" symbol.
PA9999999S 00543751444000002
AA9900099PB246389900000422 |
7022800102 |
^^ ^^ ^^^^^^^^ |
|
7.7 DELETION TRANSACTION
7.7.1 Delete Process
The Deletion Transaction removes
a transaction record from the Master Transaction File. A deletion
record is submitted when the existing transaction record
will not be replaced. To remove an existing record from the
Master Transaction File submit a deletion record with the next
monthly or quarterly report. Deletion records may be placed after
the transaction records for the current reporting period. See
Exhibit 4.2: Record Placement for ARCOS Report and Exhibit
4.3: ARCOS Registrant’s.
7.7.2 Deletion Record
The deletion record is a duplicate
of the original transaction record plus the delete indicator.
The deletion record must contain:
-
all the fields that were
in the original transaction record, including the
original transaction identifier number.
-
"D" in the action
indicator (formerly delete indicator) field, position 11 (Field
3).
7.7.3 Deletion Examples
An ARCOS registrant wants to remove the
following transaction record from the data base. Examples of both
automated and manual reporting are provided. The action indicator
"D" (delete), appears in bold-faced type and marked
underneath with the "^" symbol.
Original Transaction Record:
automated media |
|
|
PA9999999S
0054375144700000008 AB9900099402463899070397 |
0000000102E25 |
|
Deletion Record: automated
media |
|
|
PA9999999SD0054375144700000008
AB9900099402463899070397 |
0000000102E25 |
^ |
|
Original Transaction Record:
manual media |
|
|
PA9999999S 00543751444000002
AB9900099PB2463899 |
7022800102 |
|
Deletion Record: manual media |
|
|
PA9999999SD00543751444000002
AB9900099PB2463899 |
7022800102 |
^ |
|
7.8 ADJUSTMENT TRANSACTION
DEA (ARCOS) recognizes two types of transaction
record flaws in ARCOS data: mistakes and errors. Errors are data flaws
caught by the ARCOS programs during the data validation process. Transaction
records containing errors are added to the Error Transaction File. These
records must be corrected and resubmitted.
Mistakes are data flaws not
caught by the ARCOS programs but discovered by the submitting ARCOS
registrant. Transaction records containing mistakes are added
to the Master Transaction File, since these records have met all the
processing criteria. For example, the submitting ARCOS registrant enters
"20" in the quantity field. This entry passes the data
validity tests and the transaction record is added to the data base.
However, the reporting registrant had originally intended to
enter "200", but had mistakenly entered "20 ". That
mistake would not be caught by the data validity tests. This transaction
record with the incorrect, but valid data would be added to
the Master Transaction File. This mistake must be rectified by
using the adjustment transaction. An adjustment transaction revises
a transaction record that has been added to the Master Transaction
File.
7.8.1 Adjustment Process
The Adjustment Transaction corrects an
existing ARCOS Master Transaction File record by replacing it. When an ARCOS
registrant discovers a mistake in a previously submitted
transaction, the registrant must wait until the
Daily Transaction Processing Error Report is received from DEA (ARCOS) before
taking any action. Whether or not the transaction is listed in the error
report determines whether an Adjustment Transaction or a Correction
Transaction must be submitted.
A transaction containing mistakes that can only
be identified by the ARCOS registrant is not listed in the Error
Report. In this case an Adjustment Transaction must
be submitted to correct the mistake. A transaction containing both
errors and mistakes is rejected and listed in the
error report. However, only the errors are specifically identified and listed
in the error report. Mistakes are not caught by the ARCOS
programs, and therefore, are not specifically listed in the error report. A
Correction Transaction must be used to correct this transaction
record. See Section 7.6, Correction Transaction. Both the Adjustment
Transaction or Correction Transaction must be submitted with the
next monthly or quarterly ARCOS report after the
error or mistake has been discovered. These transactions may be placed
after the transactions for the current reporting period. See Exhibit
4.2: Record Placement for ARCOS Report and Exhibit
4.3: ARCOS Registrant’s Report.
7.8.2 Adjustment Records
An Adjustment Transaction consists of two
records, the deletion record and the adjustment record
7.8.2.1 Deletion Record
The deletion record is the first
record of the two records. It is a duplicate of the original transaction
record plus the action indicator. The deletion record must
contain:
-
all the fields that were
in the original transaction record, including the
original transaction identifier number.
-
"D" in the action
indicator (formerly delete indicator) field, position 11 (Field
3).
7.8.2.2 Adjustment Record
The second record of the two
records, the adjustment record, is the revised transaction
record. The adjustment record must contain:
-
all the fields that were
correct in the original transaction including the
original transaction identifier number.
-
all the corrected
fields.
-
"A" in the action
indicator (formerly delete indicator) field, position 11 (Field
3).
7.8.3 Adjustment Transaction Examples
7.8.3.1 Automated Media: Incorrect
Quantity
In the original transaction the quantity
field was mistakenly coded as "00000002." However, since this
quantity met the editing criteria, the transaction was accepted and added to
the Master Transaction File. This transaction record does not
appear on the error report, but the original entry was incorrect and must be
changed to the correct amount, "00000020"(i.e., from "2"
to "20").
Original Transaction
The following transaction, originally
reported to DEA (ARCOS), does not appear on the Daily
Transaction Processing Error Report. This indicates that the Adjustment
Transaction, rather than the Correction Transaction, must be
submitted to correct the mistake. For this example, the incorrect quantity
field appears in bold-faced type and underneath with the "^"
symbol.
PA9999999S 0054375144000000002
AB9900099402463899070394 |
0000000102E25 |
^^ |
|
Adjustment Pair
The following adjustment pair was submitted
to correct the quantity field. For this example, the quantity
field and the action indicator (formerly delete indicator) field
appear in bold-faced type and marked underneath with the "^"
symbol.
Deletion Record |
|
|
PA9999999SD0054375144000000002
AB9900099402463899070394 |
0000000102E25 |
^ ^^ |
|
Adjustment Record |
|
PA9999999SA0054375144000000020
AB9900099402463899070394 |
0000000102E25 |
^ ^^ |
|
7.8.3.2 Automated Media: Wrong Transaction
Code
This next adjustment example changes an
incorrect transaction code. A "sales" transaction record
was mistakenly submitted. Originally, the transaction record should
have been submitted as a "purchase" transaction.
Original Transaction
The following transaction, originally
reported to ARCOS, does not appear in the Daily Transaction
Processing Error Report. This indicates that the Adjustment Transaction,
rather than the Correction Transaction, must be submitted to
correct the mistake. For this example, the incorrect transaction
code field is in bold-faced type and marked underneath with the
"^" symbol.
PA9999999S
0054375144000000012 AB9900099402463899071994 |
0000000199E25 |
^ |
|
Adjustment Pair
The following adjustment pair was submitted
to correct the mistake in the transaction code field. For this
example, the transaction code field and the action
indicator (formerly Delete Indicator)
field are in bold-faced type and marked underneath with the "^"
symbol.
Deletion Record |
|
|
PA9999999SD0054375144000000012
AB9900099402463899071994 |
0000000199E25 |
^^ |
Adjustment Record |
|
|
PA9999999PA0054375144000000012
AB9900099402463899071994 |
0000000199E25 |
^^ |
|
7.8.3.3 Manual Media: Incorrect Quantity
In the original transaction the quantity
field was mistakenly coded as "000005." Nevertheless, this quantity
met the editing criteria, the transaction record was accepted, and
added to the data base. This transaction does not appear on the
error report, but since the original entry was incorrect, it must
be changed to the correct amount "000050" (i.e., from "5"
to "50").
Original Transaction
The following transaction, originally
reported to ARCOS, does not appear on the Daily Transaction
Processing Error Report. This indicates that the Adjustment Transaction,
rather than the Correction Transaction, must be submitted to
correct the mistake. For this example, the incorrect quantity
field is in bold-faced type and marked underneath with the "^"
symbol.
PA9999999S 00543751440000005
AB9900099402463899 |
4070300102 |
^^ |
|
Adjustment Pair
The following adjustment pair was submitted
to correct the quantity field. For this example, the action
indicator (formerly Delete Indicator) field and the quantity
field are in bold-faced type and marked underneath with the
"^" symbol.
Deletion Record |
|
|
PA9999999SD00543751440000005
AB9900099402463899 |
4070300102 |
^ ^^ |
|
Adjustment Record |
|
|
PA9999999SA00543751440000050
AB9900099402463899 |
4070300102 |
^ ^^ |
|
7.8.3.4 Manual Media: Wrong Transaction
Code
The next adjustment example changes an
incorrect transaction code. A "sales" transaction record
was mistakenly submitted. Originally, the transaction record should
have been submitted as a "purchase" transaction.
Original Transaction
The following transaction, originally
reported to DEA (ARCOS), does not appear on the Daily
Transaction Processing Error Report. This indicates that the Adjustment
Transaction, rather than the Correction Transaction, must be
submitted to correct the mistake. For this example, the incorrect transaction
code is in bold-faced type and marked underneath with the
"^" symbol.
PA9999999S
00543751440000012 AB9900099402463899 |
4071900199 |
^^ |
|
Adjustment Pair
The following adjustment pair was submitted
to correct the transaction code field. For this example, the transaction
code field and the action indicator (formerly Delete Indicator)
field are in bold-faced type and marked underneath with the
"^" symbol.
Deletion Record |
|
PA9999999SD00543751440000012
AB9900099402463899 |
4071900199 |
^^ |
|
Adjustment Record |
|
PA9999999PA00543751440000012
AB9900099402463899 |
4071900199 |
^^ |
|
7.9 LATE TRANSACTION
The Late Transaction enables a transaction
record omitted from a prior ARCOS report to be accepted with the
current ARCOS report.
7.9.1 Reporting Period and Frequency
ARCOS registrants must report their
controlled substance transactions to DEA (ARCOS) on a monthly or a quarterly
basis. Each ARCOS report, except for transactions that adjust,
delete, or correct previously submitted transactions, must only
contain controlled substance transactions that are within the period being
reported. A monthly reporter with a reporting period ending date of February
28, 1997 (022897) on the control record, must have transaction
records with dates that are from February 1, 1997 through February 28,
1997 (except for corrections, deletions, adjustments, and late transactions).
A quarterly reporter with a reporting period ending date of June 30, 1997
(063097) on the control record, must have transaction records
with dates that are from April 1, 1997 through June 30, 1997 (except for
corrections, deletions, adjustments, and late transactions).
7.9.2 Reporting Period Test
ARCOS processing checks the transaction
date of each transaction record to determine if it is within the
ARCOS registrant's current reporting period. Each transaction that falls
outside of the current reporting period and is not
identified as a late, correction, adjustment, or deletion transaction is
rejected as erroneous. These transactions appear on the Daily Transaction
Processing Error Report with an error message indicating that the transaction
date is not within the current reporting period.
Example 1:
An ARCOS registrant with a monthly
reporting frequency includes transaction records with February transaction
dates in its March ARCOS report. These transaction records are
neither adjustments nor corrections to previously submitted transactions; they
are being reported for the first time. Since the transaction dates
reported lie outside the current reporting period, March, the transaction
records are rejected and listed on the Daily Transaction Processing Error
Report.
Example 2:
An ARCOS registrant with a quarterly
reporting frequency includes transaction records with second quarter
(April, May, June) transaction dates in its third quarter (July,
August, September) ARCOS report. These transaction records are neither
adjustments nor corrections to previously submitted transactions; they are
being reported for the first time. Since the transaction dates reported
lie outside the current reporting period, the third quarter of the year, the transaction
records are rejected and listed on the Daily Transaction Processing Error
Report.
7.9.3 Submission and Acceptance
A Late Transaction is submitted as an
Insertion Record. This record has an "I" coded in the action
indicator (formerly Delete Indicator) field (Field 3). A Late
Transaction that is missing the insertion code, "I," in the action
indicator field, will be rejected with an E16, transaction date Is
Not Within the Reporting Registrants Report Period" error code. Late
Transactions are included in an ARCOS Registrant’s current report.
They may be placed after the transactions for the current
reporting period. See
Exhibit 4.2: Record Placement for ARCOS Report and Exhibit
4.3: ARCOS Registrant’s Report.
7.9.4 Late Transaction Examples
7.9.4.1 Automated Media: Late Transaction
A January transaction was inadvertently
omitted from a monthly reporter's January 1997 report. Subsequently, the
transaction was submitted in the reporter's March 1997 report. To have this
transaction pass the pass the transaction date test, an "I"
must be entered in the action indicator (formerly Delete
Indicator) field (Field 3, position 11). The transaction below illustrates
the correct coding when a late transaction is initially
submitted. For this example, the transaction date field and the action
indicator (formerly Delete Indicator) field are in bold-faced
type and marked underneath with the "^" symbol.
PA9999999SI0054375144000000020
AB9900099402463899010697 |
0000000102E25 |
^ ^^^^^^ |
|
7.9.4.2 Manual Media: Late Transaction
An April transaction was inadvertently
omitted from a monthly reporter's April 1997 report. Subsequently, the
transaction was submitted in the reporter's July 1997 report. To have this
transaction pass the pass the transaction date test, an "I"
must be entered in the action indicator (formerly delete
indicator) field (Field 3, position 11). The transaction below illustrates
the correct coding when a late transaction is initially
submitted. For this example, the transaction date field and the action
indicator (formerly delete indicator) field are in bold-faced
type and marked underneath with the "^" symbol.
PA9999999SI00543751440000020
AB9900099402463899 |
7040600102 |
^ |
^^^^^![](https://webarchive.library.unt.edu/eot2008/20090822021844im_/http://www.deadiversion.usdoj.gov/images/blank.gif) |
7.9.5 TRANSACTION IDENTIFIER
The transaction identifier for a
late transaction is the next, sequential number in the ARCOS report for the
reporting period in which the late transaction should have occurred. For
example, an ARCOS registrant is submitting three late transactions with its
current quarterly report for the quarter ending June 30, 1997. One late transaction
record has a transaction date occurring in January, and the other
two have transaction dates occurring in March. These three transactions
were omitted from the ARCOS report for the first quarter of 1997. The transaction
identifiers for these three late transactions will be the next three
sequential numbers that would have occurred in the ARCOS report
for the first quarter of 1997.
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