Aggregated Issuance for EBT Account

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The Aggregated Issuance for EBT Account screen is used to review aggregated (or grouped) issuance information for a participant or household, transmit the issuance information to the Electronic Benefit Transfer (EBT) banking system, and generate a shopping list. The screen is only available if the Electronic Benefit Transfer (EBT) food delivery system is enabled for the clinic.

NOTE: For more information about enabling the Electronic Benefit Transfer (EBT) food delivery system (or any other food delivery system, such as check, voucher, or direct distribution), see the Clinic screen in the Reference Utility application module.

Aggregated Issuance for EBT Account screen

Screen Access

Display the Issue Benefits screen, click the Benefits tab as necessary (the Benefits (Issue Benefits) screen displays by default), and then do one of the following:
To issue benefits for a participant, select a participant in the Household Member Information data grid, and then click the Issue Benefits to Selected Members button.
To issue benefits for the household, click the Issue Benefits to Selected Members button.

Display the Participant Folder screen. On the Participant Activities menu, select Change Household ID to access the EBT Household Change Guided Script screen. Then, click Add Benefits to New Household to view the transferred amount totals now available for issuance.
Display the Add/Replace Set of Benefits screen and add a set of benefits by clicking the Add Set (for Late Scheduling of Subsequent Certification Appointment) radio button.
During an EBT Household Change, if the Reissue a Full Set of Benefits check box is checked on the Void/Replace Benefits for EBT Account screen: Display the Food Prescriptions screen > Click the Close button.

Interface Initialization

Upon initial display of the screen, the following occurs:

The title bar text is set to "Aggregated Issuance for EBT Account".

The Electronic Benefits data grid is populated with food distribution items prescribed to a selected participant or each member of a household, depending on how the screen is displayed.

None of the rows in the data grid are initially selected as the default.

The Status text and value label is visible, disabled, and initially displays the current status of the screen.

The Service Site Redemption group box is visible and contains the following control(s):

The Service Site Redemption drop-down list box is visible, disabled, and initially displays the name of the participant displayed in the first "Participant Name" column of the Electronic Benefits data grid.

The Quantity masked edit box and spin control are visible and disabled as the default. The spin control initially defaults to "0".

The Redeem button is visible and disabled as the default.

The Print Shopping List button is visible and disabled as the default.

The Send EBT Data button is visible and enabled as the default.

The Close button is visible and enabled as the default.

Screen Elements

Unless otherwise stated below, all controls on the Aggregated Issuance for EBT Account screen are visible and enabled when:

The screen is active.

If one or more special conditions exist that affect a control on the Aggregated Issuance for EBT Account screen, the condition(s) are documented for that specific control below.

Electronic Benefits data grid

View the information in the Electronic Benefits data grid.

This data grid displays information about food distribution items prescribed to a selected participant or to each member of a household depending on how the screen is displayed.

The rows of food distribution items are grouped by issuance period. The issuance period group headers display a title in the following format:

{IPMONTH}: {IPSTARTDATE} thru {IPENDDATE}

IPMONTH - The full name of the month in which the issuance period begins.
IPSTARTDATE - The start date of the issuance period in the following format: MM/DD/CCYY
IPENDDATE - The end date of the issuance period in the following format: MM/DD/CCYY

Within each issuance period, the rows are split into columns to display the details of the prescribed food distribution items. The following columns are displayed:

"Blank"

The header does not display a title.
The column displays food distribution items in the following format: {CATEGORYID}-{SUB-CATEGORYID} {SUB-CATEGORYNAME}.

"Participant Name"

An instance of this column is displayed for a selected participant or for each member of the household to whom benefits have been prescribed for the issuance period depending on how the screen is displayed.
The header displays a title in the following format: {FIRSTNAME} {LASTNAME}.
The column displays the quantity of the food distribution item prescribed to the participant whose name appears in the header for the issuance period in the following format: ##.##.

Household Total

The column displays the total quantity of the food distribution item prescribed to all the members of the household for the issuance period.

A row is added for each food distribution item prescribed to a selected participant or to each member of a household. The values are read-only.

Rows are sorted numerically in ascending order by food distribution item category {CATEGORYID} and sub-category {SUB-CATEGORYID} values.

When a formula food item that is clinic-redeemable is selected in the Electronic Benefits data grid and the Redeem button is clicked, the Electronic Benefits data grid refreshes and displays a QTY REDEEMED column with the quantity specified in the Quantity masked edit box.

Status Text text and value label

View the status of the screen in the Status Text text and value label.

Information in this control is read-only and cannot be changed. The value label displays in the inverse color of the screen.

Service Site Redemption group box

View the information in the Service Site Redemption group box.

This group box includes controls that allow you to record the redemption of formula food items at the clinic location. The title text of the group box is set to "Service Site Redemption". The group box consists of the following control(s):

Service Site Redemption drop-down list box

Select the name of the participant to which the formula food item(s) will be given at the clinic location in the Service Site Redemption drop-down list box. If multiple "Participant Name" columns exist in the Electronic Benefits data grid, the name displayed in each "Participant Name" column is available as an option in the drop-down list box and sorted in the same order that the columns are displayed in the Electronic Benefits data grid.

The control is enabled when:

A formula food item that is clinic-redeemable is selected in the Electronic Benefits data grid.

Quantity masked edit box and spin control

Enter the amount of the formula food item(s) to redeem for the participant at the clinic location in the Quantity masked edit box.

The control is enabled when:

A formula food item that is clinic-redeemable is selected in the Electronic Benefits data grid.

Selection of the increment or decrement buttons of the spin control will increase or decrease the value displayed in the masked edit box. The masked edit box allows the entry of numeric characters only. Alphabetic and special characters are not allowed. The mask for the masked edit box is "##". The masked edit box defaults to zero (0). The maximum number of characters that can be entered in the masked edit box is two (2) characters.

NOTE: To indicate that formula food items are redeemable at a clinic location, see the Food Distribution Item screen in the Reference Utility application module.

Redeem button

Click the Redeem button to indicate that the formula food item(s) will be given directly to the participant at the clinic location.

The control is enabled when:

A formula food item that is clinic-redeemable is selected in the Electronic Benefits data grid.

It does not have a mnemonic.

When the button is clicked, the Electronic Benefits data grid refreshes and displays a QTY REDEEMED column with the quantity specified in the Quantity masked edit box.

NOTE: For more information about service site redeemable food items, see the Understanding Service Site Redeemed Food Items topic in the Clinic Online Help System.

Print Shopping List button

Click the Print Shopping List button to generate a shopping list, also known as an EBT benefit issuance report, for the participant's household.

The control is enabled when:

The Send EBT Data button is clicked and the issuance data has been successfully transmitted to the EBT Processor system.

It has a mnemonic of "P".

The Print Shopping List screen displays when the button is clicked.

NOTE: To print a shopping list, EBT data must be sent successfully from the Aggregated Issuance for EBT Account screen during the issuance of EBT benefits from the Issue Benefits screen in the Clinic application module. In the Vendor application module, EBT benefits are issued for use in compliance buys on the Compliance Buy Benefits screen.

Send EBT Data button

Click the Send EBT Data button to negotiate a connection with the online EBT system, execute the transaction, and then save the data changes to the SPIRIT database upon success.

An attempt to establish a connection to the EBT Processor system occurs when the Send EBT Data button is clicked. If the attempt is unsuccessful, a standard error message (E0393) displays and the Status text and value label updates to reflect the error that occurred.

If connectivity between the SPIRIT Client and Server is lost due to an internet outage that occurs after the Send EBT Data button is clicked, a standard error message (E0393) displays and the Status text and value label updates to reflect the error that occurred.

The control is disabled when:

The Send EBT Data button is clicked and changes to the Aggregated Issuance for EBT Account screen have been successfully transmitted to the EBT Processor system.

It does not have a mnemonic.

When the Send EBT Data button is clicked, the following processes are started:

Verify Required Information

A check is performed to ensure required information is provided.

Verify Legitimate Values

When the edits are completed successfully, a check is performed to ensure the information provided is legitimate.

Perform Cross Edits

When the edits are completed successfully, a check is performed to ensure all cross edits are met.

Send Issuance Data to WEM

When issuing benefits, issuance data is sent to WIC EBT Middleware (WEM). If an error occurs while sending issuance data to WEM, a WEM message will display.

NOTE: For more information on WEM messages, refer to the WEM Error Code Mapping topic.

If a communication error occurs when first attempting to send issuance data to WEM, a second attempt to establish communications occurs in the background. If communications cannot be established on the second connection attempt, the Status text and value label updates to show the following text: "Communication Error, Issuance Failed".

NOTE: If a communication error occurs when first attempting to issue service site redeemable food items, a second attempt to establish communications occurs in the background. If communications cannot be established on the second connection attempt, the Status text and value label updates to show the following text: "Communication Error, Issuance Failed".

To resolve the issue, verify that the quantities issued are as expected in WIC Direct. If the quantities issued are not as expected in WIC Direct, adjust the quantities in WIC Direct as necessary to the expected quantities.

Send EBT Data to the EBT Processor System

When the edits are completed successfully and no errors are found, the following occurs:

The Send EBT Data button is disabled so that a user cannot activate the request a second time.
The operation data is collected and a request passed to the SPIRIT Web Service.
The connection time-out period for communications with the EBT Processor system is set to the value currently specified in the EBT_CONNECTION_TIMEOUT business rule.
The transaction begins, logging data into the EBT Transaction table in the SPIRIT database. When the process starts, the Status text and value label is updated to display the progress.
The SPIRIT Web Service attempts to establish a connection to the online EBT Processor system. If a connection error occurs, a standard error message (E0339) displays.

NOTE: While voiding an EBT issuance, if an error occurs that causes a failure of SPIRIT data to save, a standard error message (E0425) displays when the Send EBT Data button is clicked.

EBTCOMMUNICATION table

A temporary storage table is used to record EBT issuance details. This table will not record data for historical analysis as the data is moved into the Food Instrument tables upon success.

Column Name	Data Type	Description
UNIQUEMESSAGEID	varchar 30	Primary Key, it matches a data element of the EBT Processor system's interface specification with the same name, control #11 in the record layouts.
UNIQUEBENEFITISSUANCEID	varchar 20	It matches a data element of the EBT Processor system's interface specification with the same name, control #19.
COMMUNICATIONDATE	DateTime	Timestamp when transaction began.
HOUSEHOLDID	varchar 8	SPIRIT Household ID associated with the Transaction.
STARTINGDATE	Date	Benefit Period Start Date, control #17.
EXPIRATIONDATE	Date	Benefit Period End Date, control #18.
BENEFITITEMS	varchar 300	Up to 30 Cat-SubCat-Qty in 10 digit groups left justified, control #22.
WICCLINICID	int	WIC Clinic ID, control #20.

Close button

Click the Close button to close the screen.

It does not have a mnemonic. Its keyboard shortcut is the Esc (escape) key.

The Benefits (Issue Benefits) screen displays when the button is clicked.

Processing

If data can be validated and saved on the screen, the following processes occur when the screen is processed:

A process to check for required controls as identified in the Data Map below is performed.
A process to check for valid entries as identified individually for each applicable control in Screen Elements above is performed.
A process to check for edits and cross edits as identified for each applicable control in Screen Elements above is performed.
If any checks or processes fail, a standard error message displays.

If no data can be validated and saved on the screen:

No cross edits are performed.
All values are considered legitimate.
No data is written to the database.

Data Map

The Data Map defines the values saved for all controls on the screen. If available, any additional notes or comments are displayed in the Notes column.

Control Label	Control Type	Table. Column	Notes
Electronic Benefits	data grid	·	·
"Blank"	data grid column	FOODINSTRUMENTITEM. FOODITEMID FOODINSTRUMENTITEM. DISTRIBUTIONITEMID	This loads the description and information of the food item from FOODITEM table based on IDs.
"Participant Name"	data grid column	FOODINSTRUMENTITEM. ITEMQUANITIY	This column loads the quantity for the member you are viewing.
Household Total	data grid column	·	This column displays the aggregated item quantity from the entire household.
QTY REDEEMED	data grid column	SERVICESITEREDEMPTIONLOG. REDEEMEDQUANTITY	·
Status Text	text and value label	FOODINSTRUMENTITEM. ISACTIVE	·
Service Site Redemption	group box	·	Only visible in the Clinic application module.
Service Site Redemption	drop-down list box	MEMBER. FIRSTNAME MEMBER. LASTNAME	Only visible in the Clinic application module.
Quantity	masked edit box	SERVICESITEREDEMPTIONLOG. REDEEMEDQUANTITY	Only visible in the Clinic application module.

~ Denotes a required control (if applicable). The process that checks for required controls does not occur on screens displayed in read-only or Details mode.

+ Denotes data written to the database when screen processing occurs (if applicable). The process that writes data to the database does not occur on screens displayed in read-only or Details mode.

Software Version: 2.40.00