Inquiry/Search

Created on: 
Nov 15 2019

Online Processing

Mainframe Processing

See ACES Screens and Online Pages for an example of pages or screens used in this chapter.

How does ACES use client information?

ACES compares applicant information to existing information and checks for matches. This is done to reduce the potential for duplicate application or issuance of benefits.

ACES exchanges client information with other governmental agencies which assists in confirming client information and detecting discrepancies. See Interface Data.

ACES uses the data entered into the database for eligibility determinations and to issue benefits.

Who can inquire on client or system information?

Anyone with access to ACES can view client information.

ACES.online inquiry users need a security enhancement in order to view some interface data, such as BENDEX and SDX. For more information users need to contact their security monitor, see ACES Security Monitor List.

Online Processing

How do I inquire on an active case?

This function does not currently exist in ACES.online. See Mainframe Processing - How do I inquire on an active case?

How do I inquire on a closed or denied case?

This function does not currently exist in ACES.online. See Mainframe Processing - How do I inquire on a closed or denied case?

How do I search for the Assistance Units (AUs) associated to an individual client?

To search for AUs associated to an individual client, take the following steps on the Welcome back page:

  1. Select a Type of ID drop down box - Select Client.
  2. Enter an ID field - Enter the [Client ID number].
  3. Select a Page drop down box - Select Summary.
  4. Click the Go button and the Summary page displays.

How do I change the system dates?

To change the system dates in ACES.online, take the following steps on the Welcome back page:

  1. In the Select System Dates section, complete the As Of Date field as follows:
  • Month drop down menu - Select month.
  • Date field - Enter the [two digit day (DD)].
  • Year drop down menu - Select year
  1. In the Quick Navigation section, complete the following fields:
  • Select a Type of ID drop down menu - Select Client or Assistance Unit.
  • Enter an ID field - Enter the [client's userid ID].
  • Select a Page drop down menu - Select the page in ACES.online to be viewed.
    • The system defaults to the Summary page.
  1. Click the Go button and the Summary page displays.

How do I search for a client using the name search function?

To search for a client using their name, take the following steps in the Name Search section on the Welcome back page:

  1. First Name field - Enter the [client's first name].
  2. Last Name field - Enter the [client's last name].
  3. Gender drop down box - select either Male or Female.
  4. Click the Go button and the Client Search Results page displays.
NOTE: The client's Birth Date and Last 4 Digit SSN are not required fields but can be used to narrow the search results.

How do I search for a client using their Social Security number?

To search for a client using their Social Security number (SSN), take the following steps in the SSN Search section on the Welcome back page:

  1. Enter a SSN field - Enter the [client's social security number].
  • Dashes are not required in the Enter a SSN field.
  1. Click the Go button and the Client Search Results page displays.

How do I search on a Health Plan Finder (HPF) Application ID or HPF Client ID?

To complete a search using the HPF Application ID, take the following steps:

  1. In the Select a Type of ID drop down menu, select Health Plan Finder Application ID
  2. In the Enter an ID field, type in the HPF Application ID
  3. Click Go and the HPF Search Results page displays the following information:
  • ACES AUID
  • Medical Coverage group
  • AU Status
  • ACES Head-of-Household (HOH) CLID
  • Related HPF Application ID’s
  • System Posted Date

To complete a search using the HPF Client ID, take the following steps:

  1. In the Select a Type of ID drop down menu, select Health Plan Finder Client ID.
  2. In the Enter an ID Field type in the HPF client ID
  3. Click Go and the HPF Search Results page displays the following client information:
  • ACES CLID
  • Client Name
  • Date of birth
  • Related HPF CLID’s
  • System Posted Date

How do I search for benefits issued to a client when I don’t know the Assistance Unit (AU) ID number?

To search for benefits issued to a client when the AUID number is unknown, take the following steps in the Quick Navigation section on the Welcome back page:

  1. Select a Type of ID drop down box - Select Client.
  2. Enter an ID field - Enter the [Client ID] whose benefits you are searching for.
  3. Select a Page drop down box - Select Summary.
  4. Click the Go button and the Summary page displays.
  5. Click on the AUID you want to look at.
  6. Click on Issuance in the Benefits drop down.

How do I complete an Address Search?

To search for an address, take the following steps:

  1. From the Welcome back page, in the Other Search Links section, select Address Search.
  2. From the Address Search page complete the following fields:
  • Street Name field - Enter the [street name].
  • City Name field - Enter the [city name].
NOTE: For more specific results, information can also be entered in the House/Building Number, Street Direction, Street Type, City Direction, Apt/STE/Unit and Zip Code fields.
  1. Click the Search button and the Address Search Results page displays. 

How do I search for a vendor?

To search for a vendor, follow the steps in Vendor Payment - How do I search for a vendor using ACES 3G?

How do I search for a provider?

To search for a provider in ACES 3G, take the following steps:

  1. On the Facility page, click Search and the Provider Search page displays.
  2. On the Provider Search page, enter any combination of the following four fields:
  • ID field - Enter the full 9-digit Provider Number
  • Name field - Enter the full or partial name of the provider
  • City field - Enter the full or partial name of the city where the provider is located
  • Type field - Select the type of provider from drop down menu 
  1. Click Search or press the Enter key and the Search results display at the bottom of the Provider Search page.
  2. To select a provider, click the radio button for the provider and click Next or press the Enter key. The selected Provider Number displays on the Facility page in the ID field.

How do I complete a Third Party Liability (TPL) Organization Search?

To search for a TPL Organization, take the following steps:

  1. From the Welcome back page, in the Other Search Links section, select TPL Organization Search.
  2. From the TPL Organization Search page, enter either:
  • Organization Code field - Enter the [Organization code].
  • Organization Name field - Enter the [Organization name].
NOTE: If a partial organization name is entered, the results return any entries that start with the data entered.
  1. Click the Search button and the TPL Organization Search Results page displays.

How do I search for a client's unemployment or wage information?

To search for a client's unemployment or wage information, take the following steps:

  1. From the Welcome back page, in the Other Search Links section, select the UC/Wage Search link.
  2. From the UC/Wage Search page, enter only one of the following:
  • Client ID field - Enter the [Client's Client ID].
  • Client SSN field - Enter the [Client's Social Security number].
  • Last Name field - Enter the [Client's last name].
  • ESD Crossmatch Type drop down box - Select either Unemployment Compensation or Wage.
  1. Click the Search button and the Unemployment Compensation page or Wages page displays.

How do I complete a Vehicle/Vessel Search?

NOTE: Effective June 9, 2018, all Department Of Licensing (DOL) Vehicle/Vessel data stored in the ACES Vehicle/Vessel has been removed.  Since there is no information in the database, error message appears: "Search value not found!" when searching for a vehicle/vessel.  This does not imply the client does not have any vehicle/vessel, but that there is no DOL data in the database.

To search for Vehicle/Vessel information, take the following steps:

  1. From the Welcome back page, in the Other Search Links section, select the Vehicle/Vessel Search link.
  2. From the Vehicle/Vessel Search page, enter the following:
  • Search type field - Enter the [Search type].
  • Search value field - Enter the [Search value].
  • City field - Enter the [City].
    • Entering the city is an optional selection.
  1. Click the Search button and the Vehicle/Vessel Search Results page displays.
NOTE: An advanced search may also be completed by selecting the option to Include Inactive in the Advanced criteria section.

How do I complete a Client Registry Search?

To search for a client using Client Registry, select the Client Registry Search link on the Welcome back page. A new window then displays with the Client Registry system.

How do I complete an Online Service Access (OSA) Search?

To search for an OSA record, select the Online Services Access (OSA) Search link from the Welcome back page. For additional information on OSA, see Online Service Access.

How do I complete an ACES.online User Search?

To search for an ACES.online user, take the following steps:

  1. From the Welcome back page, in the Other Search Links section, select the User Search link.
  2. Select ACES.online User Search from the User Search page.
  3. From the ACES.online User Search page, enter one of the following:
  • ACES.online User ID field - Enter the [ACES.online user ID].
  • Last Name field - Enter the [User's last name].
  • Department drop down list - Select Department.
  • ACES User ID field - Enter the [ACES four letter User ID].
  1. Click the Search button and the Search Results page displays.
  2. To view the User Details page for the selected user, click either ACES.online User ID or ACES User ID.

How do I complete an ACES User Search?

To search for an ACES user, take the following steps:

  1. From the Welcome back page, in the Other Search Links section, select the User Search link.
  2. Select ACES User Search from the User Search page.
  3. From the ACES User Search page, enter one of the following:
  • ACES User ID field - Enter the [ACES 4 letter User ID].
  • Last Name field - Enter the [User's last name].
  • CSO drop down list - Select CSO.
  • User Status field - Select the User's status.
  1. Click the Search button and the User Details page displays.
NOTE: An advanced search can also be completed by selecting any of the following prior to clicking the Search button: Only Non-Standard Security ProfilesUnit Type and Unit Number.

How do I view system parameters in ACES.online?

For information on viewing system parameters see ACES Online Parameters.

How do I complete an electronic Disqualified Recipient System (eDRS) search?

To search for a client using eDRS, take the following steps:

  1. From the Welcome back page, select the eDRS link in the Other Links section.
  2. From the eDRS Search page, enter the [Client's Social Security Number] in the SSN field.
  3. Click the Search button and the eDRS Search Results page displays.
  • If a match is not found, a pop-up message displays "No Results Found".
NOTE: If the client has Penalty Length of 998, users should contact the State that entered the disqualification to clarify the client's penalty length. A Penalty Length of 999 represents a permanent disqualification from the Basic Food program.

Mainframe Processing

How do I inquire on an active case?

To inquire on an active case, take the following steps:

  1. On the AMEN screen select Option B - AU/Client Inquiry and complete the following fields:
  • AU ID or Client ID field - Enter the [Assistance Unit ID] or [Client ID].
  • Benefit Month field - Enter the [appropriate benefit month] if inquiring on a specific month.
  1. Press <TRANSMIT> to view the assistance unit (AU) or client level information screens with data.
  • If there is no information on a screen, the screen does not display in the normal inquiry screen flow. Workers can call up specific screens as needed.
  • When calling a client level screen from an AU level screen, or vice versa, the system may require the worker to enter a pointer. For more information, see What are pointers?

How do I inquire on a closed or denied case?

To inquire on a closed/denied case, take the following steps:

  1. On the AMEN screen, select Option B - AU/Client Inquiry and complete the following fields:
  • AU ID field - Enter the [AU ID number] for Assistance Unit (AU) level information, or
  • Client ID field - Enter the [Client ID number] for client level information.
  1. Press <TRANSMIT> to view the AU or client level screens. To determine if the screen is an AU or client level, see ACES Screens and Online Pages.
  2. To view other months:
  • Month field - Manually enter the [month/year], or
  • Press <F17> or <F18> to change months.
NOTE: If the assistance unit number is used for the inquiry, and a client level screen is requested by using a pointer, Edit 0106 SELECTION NOT ALLOWED, AU STATUS IS NOT ACTIVE generates.

How do I find the Assistance Units (AUs) associated to an individual client?

To find the AUs associated to an individual client, take the following steps:

  1. On the AMEN screen, select Option C – Client Participation and enter the [Client ID] in the Client ID field.
  2. <Transmit> and the CHIS screen displays all the AUs associated to an individual client.
  3. From the CHIS screen enter a [Y] to the left of the AU ID you want to view, and press <F13> to view the AU level screens.

To view the client’s participation in a specific AU, on the CHIS screen:

  • Enter [Y] in the All Financial Responsibility Codes field.
  • Enter [Y] to the left of the AU you want to view.
  • <TRANSMIT> and the PART screen displays with the history of the client's participation in the AU

How do I change the system dates?

At times, it is important to tell what happened on a case on a specific date. Based on case circumstances, it may also be necessary to inquire on the case with several as of dates to determine what happened on a specific date.

NOTE: If multiple actions to commit data are taken on the same day, the system displays the last action of the day. For example, if the worker entered unearned income of $100 and then later that same day changed it to $150, only the $150 displays.

To inquire on a case with an as of date:

  1. Find the date the case was last updated by viewing the Assistance Unit or Client level screens (such as CAFI, FSFI, ALAS, or EARN) and looking at the date that appears at the top of the requested screen(s).
  2. Make a note of the date and <F3> back to the AMEN screen.
  3. From the AMEN select Option B – AU/Client Inquiry and complete the following fields:
  • AU ID or Client ID field - Enter the [selected AU ID number] or [selected Client ID number]
  • As Of Date field - Enter the [day before the case was last updated]
  • Benefit Month (MM YY) field - Enter the [ongoing month] (based on the As Of Date).
  1. Press <TRANSMIT> to view the previous information.
EXAMPLE: On 7/23/15, worker requests to view case with as of date 3/2/15. The ongoing month at that time would be 04/15 and that should be entered in the Benefit Month (MM YY) field. If the ongoing month is not entered, Edit 1008 - "AS OF DATE" CANNOT BE MORE THAN 1 MONTH PRIOR TO THE BENEFIT MONTH may generate.

How do I inquire on benefits issued to a client when I don’t know the Assistance Unit (AU) ID number?

To inquire on benefits issued to a client when the AUID number is not known, take the following steps:

  1. On the AMEN screen select Option C – Client Participation in the Selection field for a list of all the AUs associated to the client.
  2. Enter [Y] to the left of the specified AU ID.
  3. Press <F13> and the STAT screen displays.
  4. Press <F19> to access JMEN and view the benefit history for the AU.

What system information is available for inquiry?

You can inquire on the following in ACES Mainframe:

  • User and Interface data (LMEN)
  • Parameters such as income standards, Cost of Living Adjustment (COLA) multipliers, alerts, scheduling, and CSO data. (FMEN)
  • Provider/Vendor information (MMEN)
  • Group Home Information (RMEN)

How do I inquire on an address?

Address inquiry allows workers to search the database to see which clients reside at a particular address.

This feature is no longer available in ACES Mainframe and has been moved to ACES.online. Follow the steps in How do I complete an Address Search?

How do I inquire on a name or Social Security Number?

Name inquiry allows workers to obtain information about a particular client.

Take the following steps to inquire on a client:

  1. From either the AMEN or the OMEN screen, in the Selection field enter Option A – Name Inquiry.
  2. Press <TRANSMIT> and the NMIQ screen displays.
  3. On the NMIQ screen, enter the [client information].
  4. Press <TRANSMIT> and the NMIQ screen refreshes with a list of possible matches.
  • Sel field - Enter [Y] for the client you want to view.
  • To view the client level information press <F13>.
  1. Press <F20> to return to the AMEN or the OMEN screen with the selected client ID.
  2. Press <F22> to change the search criteria.
  3. Press <F3> to exit name inquiry.
NOTE: Minimum information is a last name and sex; or Social Security Number. If a date of birth (DOB) is entered, system includes all clients within 3 years of the DOB. You can expand this range by entering a number (up to 9) in the +/- field. Also, workers can enter just a month, day or year in the DOB field. For example, to find a list of possible male clients with the last name of Smith born in June 1953, enter: [Smith] in the last name field, [M] in the Sex field, and [06 1953] in the DOB field.
NOTE: Workers can modify their search to include the Assistance Unit status or the CSO number for a client. For example: to see a list of all the active female client with first name B and last name Smith, for CSO 053, enter: [B] in the first name field, [Smith] in the last name field, [F] in the sex field, [A] in the status field, and [053] in the CSO field.

How do I inquire on system parameters?

To inquire on system parameters see ACES Mainframe Parameters.

How do I inquire on a provider?

Take the following steps to inquire on a provider:

  1. From the WMEN select Option M - Provider/Vendor and press <TRANSMIT>.
  2. On the MMEN complete the following fields:
  • Selection field - Enter [E] - Provider Inquiry.
  • ID field - Enter the [provider ID number].
  1. Press <TRANSMIT> and the PROV screen displays with the following information:
  • Provider Number
  • Provider Name
  • Address
  • Level of Care
  1. Press <F3> to return to the MMEN screen.

How do I inquire on a provider if I do not know their provider ID number?

Take the following steps to inquire on a provider if you do not have their ID number:

  1. From the WMEN select Option M-Provider/Vendor and press <TRANSMIT>.
  2. On the MMEN complete the following fields:
  • Selection field - Enter [D] - Provider Name List.
  • Name field - Enter the [name of the provider].
NOTE: You can also search for a provider by entering the Tax ID or Social Security number in the EIN/SSN/TIN field or the city where they are located in the City field.
  1. Press <TRANSMIT> and the PRLS screen displays with a list of providers that match your search criteria.
  2. Enter a [Y] in the Sel field next to the provider you would like to view and press <TRANSMIT>.
  3. The PROV screen then displays with the following information:
  • Provider Number
  • Provider Name
  • Address
  • Level of Care
  1. Press <F3> to return to the PRLS screen.

How do I inquire on a vendor?

To inquire on a vendor, follow the steps in Vendor Payment - How do I inquire on a vendor?

How do I inquire on a worker?

Take the following steps to find information about a worker:

  1. From the LMEN complete the following fields:
  • Selection field - Enter [H] - User ID Inquiry.
  • User ID field - Enter the [USER ID] of the worker.
    • System defaults to the USER ID field, but you can change the inquiry by entering a worker’s last name or CSO number. The CSO inquiry can be modified to include unit type or unit number.
  1. Press <TRANSMIT> and the USID screen displays with the following information:
  • CSO #
  • Unit type
  • Unit number
  • Supervisor ID
  • Worker’s name
  • Phone number
  1. Press <F3> to return to the LMEN screen.

How do I inquire on a Health Insurance Organization?

To inquire on a Health Insurance Organization (otherwise known as Third Party Liability (TPL)) by name, take the following steps:

  1. From the LMEN, complete the following fields:
  • Selection field - Enter [F] - Health Insurance Orgs - By Name.
  • Organization Name field - Enter [name of health insurance company].
  1. Press <TRANSMIT> and the TPLL screen displays with a list of possible matches.
  2. Enter [Y] in the Sel field next to the organization name that you would like to view and press <F15>.
  3. The TPLC screen displays with the organization code, address and contact phone number for the selected TPL organization.

To inquire on a Health Insurance Organization by code, take the following steps:

  1. From the LMEN, complete the following fields:
  • Selection field - Enter [G] - Health Insurance Orgs - By Code.
  • Organization field - Enter the [health insurance organization code].
  1. Press <TRANSMIT> and the TPLC screen displays with the organization name, address and contact phone number.

How do I inquire on a disqualified recipient?

This feature has been moved to ACES.online. See How do I complete an electronic Disqualified Recipient System (eDRS) search?

How do I search on a Health Plan Finder (HPF) Application ID or HPF Client  ID?

This feature is available only in ACES.online. See How do I search on a Health Plan Finder (HPF) Application ID or HPF Client ID? 

See ACES Screens and Online Pages for an example of pages or screens used in this chapter.