Frequently Asked Questions
- When are vouchers issued?
- How many hours remaining for Program Codes 31U, 37U, 53D, 53R?
- Having problems with Mobius working?
- Questions regarding which programs client is eligible for.
- Records stuck in submit status.
- How to check that your files have successfully transmitted.
- Error message when creating new bills:
- What is the OPEN date on the DD record? Is it before or after your bill date?
- Getting error messages with ROCS?
- Frequent Btrieve Error messages:
- Why can't I create a new 60D bill?
When are vouchers issued?
Voucher information is sent to the Vouchering Unit on Friday after all the bills have completed their processing. Once the Vouchering Unit completes their review and approves the vouchers, the Voucher information is then sent to the Comptroller's office for processing. This process takes about 10 business days.
How many hours remaining for Program Codes 31U, 37U, 53D, 53R?
Use the Hours Remaining Report in Mobius Document Direct - Report ECR90014 - Hours Remaining Report. This report is available to all ROCS users who requested access to Mobius reports associated with the ROCS billing.
Having problems with Mobius working?
Send and email message to Bernie.Lutchman@illinois.gov and request his assistance.
Questions regarding which programs client is eligible for.
For CILA clients: contact Diane.Garbin@illinois.gov.
For HBSS client: contact Kim.Kavanagh@illinois.gov
Records stuck in submit status.
Have you used the Utilities/Update function? Do this 1st. If the records are still in Submit Status after that, then determine what the Original Submit date is. Use that date to RECREATE the file and transmit to DHS for processing. To do this go to ROCS/Utilities/Create Files/Fee for Service or Client Information. When the screen comes up change the Creation Option to RECREATE and in the field below that asks for the "Original Creation Date" input the date in the following format MMDDYYYY. Then Create the File, login with your user ID and password, and transmit the file.
How to check that your files have successfully transmitted.
After you have transmitted the file and BEFORE you exit the Transmission screen, there is a tab at the top right of the screen that says "FTP Server View/Delete" If you click on that tab, it will show you that the file is either on the server or not.
Error message when creating new bills:
Case not active on reported date. Use the Client Data/Client List screen to check the status of the client's registration records. Look to see if there is a CLOSE date on the DD record.
What is the OPEN date on the DD record? Is it before or after your bill date?
How to Reopen closed client registration records. Use the Client Data/Change function, input the client's SSN at the top, a checkmark for the DD Information and click on Continue to open the records. The 1st record is the Demographic record. Make sure everything is still good on that screen, process to go to the DD Information. You will be prompted/asked if you wish to REOPEN or Create a New Segment. Select to REOPEN. This will remove any closing information on the record. Do Not change the registration date at the top of the screen. Just Process to continue. This gets the records into Pending status and ready to transmit in for processing.
Getting error messages with ROCS?
To trouble shoot the error messages, use the following path to find descriptions for the errors: on your computer go to the Start Menu/All Programs/Actian Btrieve 12/Btrieve Control Center & Documentation. When the window comes up, look for Document Library/General Reference/Status Codes & Messages - click on that link. It will open another window. In that window look for your error message code number and click on the link to see the description.
Frequent Btrieve Error messages:
0011 - is a mapping issue. The correct path for the executable has to be C:\PRS\PRSW\gsd01000.exe. If your ROCS in on a network drive, replace the C with the drive letter. ROCS will not open if the server name is there in place of the drive letter.
0094 - is a permission error. The user does not have permission to access the PRS folder. All ROCS users must have full admin rights to the whole PRS folder to be able to add, change, update, and/or delete records
0116 - this is a file sharing issue. Only one user can be updating client or bill records at a time. 0161 - this is a license key issue. Check to make sure you have a valid/active license key in the Btrieve License Administration window.
Why can't I create a new 60D bill?
ROCS is saying that I don't have an income record. In ROCS go to Reports/Client Cases/Client Income Information. Input the Client's SSN at the top and Process at the bottom. View the report with Notepad. The most current income record is at the bottom of the report. Check to see if the type of CILA is indicated and note the Effective Date. If there is no CILA type indicated, then you will need to create a new income record with an effective date for the month of service you need to bill for. Go to Client Data/Add Change Client Income. On the income screen mark the PPO CILA option and indicate the type of CILA the client is. The Effective date should be the same as the month you wish to bill for. Indicate the income amount. If no income for that type, put in zero.
