Common Record Types

The topics in this section describe the record structure and values for the common record types. Common record types appear on all letters. There are four types:

Record Type

The following table lists the common record type values.
Note: Specific types of letters will have their own record types. Refer to Specific Record Types for letter extracts provided by the base product.

Record Type

Description

Notes

0010 Global Information Record Required. 1 per flat file.
1000 Letter record Required. 1 per letter.
1100 Mailing Information Required. 1 per letter.
Note Additional record types are defined for specific letters. Refer to Specific Record Types for details.  
9990 End of Letter Record Required. 1 per letter.

Sort Key

The following table describes the structure of the sort key and the values for the common record types.

Field Name

Format

Source / Value / Description

LTR_​TMPL_​CD

A12

CC_​ID

A10

CC Record Group

A2

This field forces the letter’s records into the correct order. Values:

10 – General Letter information

20 – Mailing information

Note: Specific letter record types define their own CC Record Group. Refer to Specific Record Types for examples.

99 – End Letter

Sub Record Group

A2

Available for specific letter record types to further control the sort of records. Refer to Specific Record Types for examples.

Mailing Key

Mailing key contains the postal code.

Letter Information

The following shows the letter information for the common record types together with their associated record type, sort and mailing key.

Global Information Record

This is a “header” record that contains information about the extract run as a whole.

Note: Please be aware that if you do not sort your extract file by Sort Key after it is produced, this record will physically be the last record on the extract file. Also note that this record will only be produced by the various letter extract processes if you supply the appropriate parameter value (CNTL-REC-SW=Y).

Field Name

Format

Source / Value / Description

Record Type A4 "0010"
Sort Key A26 This is blank for this record type only.
Mailing Key A15 This is blank for this record type only.
BATCH_​CD A8 CI_​BATCH_​INST / The Batch Process that called the Letter Extract COBOL routine
BATCH_​NBR N10 CI_​BATCH_​INST / A sequence number for serial instances of a Batch Process over time
BATCH_​RERUN_​NBR N10 CI_​BATCH_​INST / The number of times a particular batch has been re-run since its initial run
Letter Count N10 Total number of letters in this extract
Date/Time A26 System time of extraction.
CC Id Start A10 The lowest CC ID in a particular thread in the extract
CC Id End A10 The highest CC ID in a particular thread in the extract
BATCH_​THREAD_​NBR N10 CI_​BATCH_​THD / Identifies a thread distinctly within a group of threads
Thread Count N10 Total number of threads in the extract run

Letter Record

One record is produced for every letter to be printed.

Field Name

Format

Source / Value / Description

Record Type A4 "1000"
Sort Key A26  
Mailing Key A15  
CC_​ID A10 CI_​CC / System-assigned identifier for a Customer Contact.
PER_​ID A10 CI_​CC / System-assigned identifier for the Person who will receive the letter.
CC_​DT D10 CI_​CC / The date of the Customer Contact.
CC_​TM T15 CI_​CC / The time of the Customer Contact.
CC_​CL_​CD A4 CI_​CC / The category of contact.
CC_​TYPE_​CD A12 CI_​CC / The type of contact within the category.
LTR_​TMPL_​CD A12 CI_​CC / The template of the letter.
LTR_​DT D10 From the current system date/time - the date to print on the letter.

Mailing Information Record

One record is produced for every letter to be printed.

Note: Please note that there may be space and display limitations in the designed letter with respect to field lengths. For example, the system supports 64 bytes for the taxpayer name and address and supports several lines of each. The designed letter may not allow for this much information and could cut off information. Please work closely with the letter template designers for your letters to ensure proper display of data.

Field Name

Format

Source / Value / Description

Record Type A4 "1100"
Sort Key A26  
Mailing Key A15  
ENTITY_​NAME1 A64 If an override mailing name has been specified on the CI_​PER row, this field contains the first line of the person’s override mailing name (OVRD_​MAIL_​NAME1). Otherwise, the person’s primary name is used (ENTITY_​NAME).
ENTITY_​NAME2 A64 If an override mailing name has been specified on the CI_​PER row, this field contains the 2nd line of the person’s override mailing name (OVRD_​MAIL_​NAME2). Otherwise, this field is blank.
ENTITY_​NAME3 A64 If an override mailing name has been specified on the CI_​PER row, this field contains the 3rd line of the person’s override mailing name (OVRD_​MAIL_​NAME3). Otherwise, this field is blank.
ADDRESS_​SBR  

Address Constituents. Total number of bytes = 361.

Refer to How The Address is Determined below for the source of the address information.

COUNTRY A3  
ADDRESS1 A64  
ADDRESS2 A64  
ADDRESS3 A64  
ADDRESS4 A64  
CITY A30  
NUM1 A6  
NUM2 A4  
HOUSE_​TYPE A2  
COUNTY A30  
STATE A6  
POSTAL A12  
GEO_​CODE A11  
IN_​CITY_​LIMIT A1  

End of Letter Record

Field Name

Format

Source / Value / Description

Record Type A4 "9990"
Sort Key A26  
Mailing Key A15