Diversion Control Division, US Department of Justice, Drug Enforcement Administration

REPORTING > ARCOS > ARCOS Registrant Handbook > Section 7.0 - Edit Listings

ARCOS Registrant Handbook

PART III: SYSTEM OUTPUT
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

Exhibit 7.1: Accepted Report

Exhibit 7.2 - Rejected Report

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:

  1. The Month is less than "01" or greater than "12"

  2. The Day is less than "01" or greater than the maximum number of days in the month

  3. 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:

  1. automated reporting: "1231XX" where "XX" is the year (last two-digits) in which the inventory was taken.

  2. 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:

  1. 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

  2. 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:

  1. A code 3 transaction record for the same NDC product has previously been added to the Master Transaction File or

  2. 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:

  • Correction Transaction
    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:

  1. Each transaction that contains one or more errors.
  2. An error code and its meaning for each error.
  3. 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.


ERRONEOUS TRANSACTIONS

PA9999999S 0054375144000000002 B99900099PO2463899070694
PA9999999S 0054375144000000002 ∧∧9900099∧∧
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. 00000022
CORRECTION NO. ∧∧∧∧∧∧∧∧
PA9999999S 0054375144000000002 B99900099P02463899130694
PA9999999S 0054375144000000002 B99900099∧∧2463899∧∧
0000000102E25
E12 THE TRANSACTION DATE CONTAINS EITHER AN INVALID MONTH OR AN INVALID DAY
E52 THE ORDER FORM NUMBER HAS NOT BEEN CORRECTLY ENTERED ON THE TRANSACTION
CORRECTION NO. 00000023
CORRECTION NO. ∧∧∧∧∧∧∧∧

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:

  1. all the fields that were correct on the original submission including the original transaction identifier
  2. the corrected fields
  3. 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:

  1. positions 56 - 63 (automated media)

    or

  2. 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
PA9999999S 0054375144500000002 ∧∧9900099∧∧
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
CORRECTION NO. ∧∧∧∧∧∧∧∧

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
PA9999999S 0054375144500000002 ∧∧9900099∧∧2463899070697∧∧∧∧∧∧∧∧

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
PA9999999S 00543751444000002 ∧∧9900099∧∧
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
CORRECTION NO. ∧∧∧∧∧∧∧∧

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
PA9999999S 00543751444000002 ∧∧9900099∧∧2463899∧∧∧∧∧∧∧∧


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:

  1. all the fields that were in the original transaction record, including the original transaction identifier number.
  2. "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
PA9999999S
Original Transaction Record: manual media
PA9999999S 00543751444000002 AB9900099PB2463899 7022800102
Deletion Record: manual media
PA9999999SD00543751444000002 AB9900099PB2463899 7022800102
PA9999999S


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:

  1. all the fields that were in the original transaction record, including the original transaction identifier number.
  2. "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:

  1. all the fields that were correct in the original transaction including the original transaction identifier number.
  2. all the corrected fields.
  3. "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
PA9999999S 00543751440000000∧∧

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
PA9999999S00543751440000000∧∧
Adjustment Record
PA9999999SA0054375144000000020 AB9900099402463899070394 0000000102E25
PA9999999S00543751440000000∧∧


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
PA9999999

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
PA9999999∧∧
Adjustment Record
PA9999999PA0054375144000000012 AB9900099402463899071994 0000000199E25
PA9999999∧∧


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
PA9999999S 005437514400000∧∧

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
PA9999999S005437514400000∧∧
Adjustment Record
PA9999999SA00543751440000050 AB9900099402463899 4070300102
PA9999999S005437514400000∧∧


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
PA9999999∧∧

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
PA9999999∧∧
Adjustment Record
PA9999999PA00543751440000012 AB9900099402463899 4071900199
PA9999999∧∧


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.

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