VERSION: 90 DATE: April 2013 Virginia Department of Motor Vehicles Motor Fuels Excise Tax Electronic Tax Filing Implementation Guide ASCII FILE FORMAT Motor Fuel Supplier s Report
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Table of Contents Instructions for Supplier Return 1 Virginia DMV Contacts 1 Document Updates 2 Taxpayer Responsibilities 2 Getting Started 3 Registration 3 Timely Filing 3 Due Diligence, Timely Filing, Proof of Filing 4 Acknowledgments 5 Timing of Transactions 5 Important Tips 6 File Layout 7 Field Definitions 7 Inventory Record Layout 17 Schedule Type Codes 18 Product Type Codes 18 Transaction / Transportation Type Mode Codes 18 TIA Values 18 Required Fields for a Zero Activity Submission 19 Examples of Different ASCII Files Submitted 20 Field Layout Example with Divisors 21 Schedule Detail Record Layout 21 Inventory Record Layout Inventory at a Terminal 22 Tax Return Example With Activity 23 Example of Zero Activity Filing 23 Example 1 of Zero Activity Report with Inventory Records 23 Example 2 of Zero Activity Report with Inventory Record 25 i
Instructions for Supplier Return This file layout provides the ability to meet tax return data requirements for the tax types of Elective Supplier (ES), Permissive Supplier (PS) and Supplier (SP) It is important to understand that this file layout is used to define two types of record formats: 1 Detail Report Format a Supplier Schedule of Receipts b Supplier Schedule of Disbursements See the Virginia filing website: https://efilingmvs-servicescom/ft_va/downloads for a complete list of schedule codes and other FAQ s 2 Zero / No Activity Report Format Always submit a Detail Report (item 1 above) OR a Zero / No Activity Report (item 2 above) If no gallon activity occurred in the reporting month, the filer must submit a zero / no activity report to indicate NO ACTIVITY for the particular tax type and return period Virginia DMV Contacts You may direct questions regarding the Motor Fuel Tax e-filing Program by calling the Virginia Department of Motor Vehicles between the hours of 8:00 am and 5:00 pm, Eastern Time, Monday through Friday Primary Contact Name: Jackie Dunn Virginia Department of Motor Vehicles Phone (804) 367-4328 FAX (804) 367-0233 jackiedunn@dmvvirginiagov Mailing: Virginia Department of Motor Vehicles Jackie Dunn 2300 West Broad Street Richmond, VA 23220 1
Document Updates The information contained in this guide is subject to change If you are an Electronic Participant in the e-filing Program, the Virginia Department of Motor Vehicles will notify you when updated versions of this guide are available for download from the following web site: Updates may include, but are not limited to: Changes in Motor Fuel Tax laws and regulations Changes to Motor Fuel Tax returns or reports New or additional schedules https://efilingmvs-servicescom/ft_va/filedownloadsasp New or additional tax forms added to the Motor Fuel Tax e-filing Program Changes in Motor Fuel Tax e-filing Program rules or requirements Taxpayer Responsibilities 1 It is the taxpayer's responsibility to ensure the ASCII document was successfully sent Taxpayers can access the system to verify and submit their filings at the following web site: https://efilingmvs-servicescom/ft_va/loginasp 2 If you use the Excel spreadsheet provided by the Virginia DMV to create the ASCII file, do NOT send the Excel spreadsheet To create the file that needs to be sent to Virginia, go to the tab labeled, Export Selected Sheets and select the tax types that you have entered data for The output file that is created is the file that needs to be uploaded to Virginia The upload pages will not allow you to send the excel spreadsheet 2
Getting Started Registration All tax return and information report filers who file electronically must register with the Department of Motor Vehicles Filers must complete and submit an application to participate in the Motor Fuel Tax e-file Program The application is to be completed, signed and returned by mail or FAX to the primary contact An application for e-filing can be obtained from the address below: wwwdmvstatevaus/webdoc/commercial/taxact/efilingasp Receipt of the completed form will establish the registration of a taxpayer for filing through the e-file program It will be the taxpayer's responsibility to ensure the electronic document was successfully sent Timely Filing Moving from a paper filing to an electronic filing environment means that certain traditional methods of determining what constitutes the timely filing of a return and what will constitute proof of filing may be different All monthly returns and reports must be filed on or before the 20th day of the month, two months following the month in which the transaction took place Example, for March transactions, the returns are due on May 20 th The exception to this is the end of Virginia DMV fiscal year In June of every year, two returns are due On the 20 th of June transactions for April are due (Noting that in the case of the 20 th landing on a weekend or holiday, the returns are due the closest following business day) On the last business day of June, the transactions for May are due The timeliness of a return is based on the postmark date of the electronic tax return submitted to the Virginia DMV The postmark date is set when the filer submit their return In the paper-based world, a tax filer is considered to have fulfilled filing obligations by submitting the tax return and payment with sufficient information to post the filing to the correct account by the due date Although in a paper filing method, paper returns are rarely rejected, in the Electronic Commerce (EC) world any field that is stated to be mandatory in the mapping that is not complete can cause a filing to be rejected A rejected filing could put the tax filer at risk for having failed to file or failed to file in a timely fashion In the EC world, non-accounting data may be designated as mandatory even if it is not essential for the calculation of tax due because it is essential for the posting of the transaction Similarly, in a highly structured EDI environment, syntactical errors can cause an electronic transaction to be rejected An example of a syntactical error is the use of alpha characters in a field designated as strictly numeric The Virginia Department of Motor Vehicles, therefore, will require the following rules be met in order for a filing to be considered timely: 3
A The electronic document must have sufficient information to identify the tax type, calculate tax liability, and meet the posting requirements B The electronic document must be filed in the format as designated in this guide for ASCII or other guides for EDI X12 standards C The electronic document must have sufficient information to permit the transactions to be stored in the system This means all mandatory data has been provided D The electronic document must have sufficient information to permit the mathematical verification of the tax liability E The electronic document must have enough information to identify the Taxpayer and/or filer F The tax return must be electronically submitted and signed using the Taxpayers individually assigned password as their electronic signature Failure to make timely payments will subject you to penalty and interest as prescribed by law Taxpayers can access the system to verify and submit their filings at the following web site: https://efilingmvs-servicescom/ft_va/loginasp Due Diligence, Timely Filing, Proof of Filing It is understood that a filer is expected to show due diligence in submitting all electronic tax filings This means that the taxpayer is expected to show ordinary business care and prudence in submitting all tax filings Due diligence would indicate that the information included should be correct, complete, timely, and that there should not be any willful neglect involved 4
Acknowledgments Acknowledgement of filing will be provided immediately upon the filer s submission of a return via the e-file submission web page Each filer will receive an acknowledgment confirmation number verifying the successful receipt of submitted filing All transmission or data errors will result in the filer being contacted to correct and resubmit their tax report If the EDI file is successfully processed, the filer must log into the system to verify the return is correct before submitting it to the Department of Motor Vehicles Just because the file is processed without errors, does not mean the return is correct It is the filer s responsibility to make sure the tax return is complete before it is submitted If the return was not generated, the filer needs to review the EDI Review errors created by the submission of the data The filer will have to correct all EDI Review errors before the system will generate the return for review and submission Timing of Transactions The Virginia DMV realizes that tax filers cannot be responsible for knowing all local holidays that might affect the transmission or receipt of an electronic return With this understanding, the DMV has adopted a policy of accepting returns on the next business day should the statutory due date fall on a weekend or holiday All current and future year listings of Virginia holidays can be found on the web site: http://wwwdhrmvirginiagov/payandholidaycalendarhtml If the statutory due date is on a weekend or holiday, the DMV will accept the electronic return on the next business day as if timely filed When the statutory due date is on a weekend or holiday, the tax filer is responsible for initiating the submission on the next business day after the weekend or holiday to allow the electronic return to be considered timely submitted The following is an example of how the effective date could be changed when a tax filing due date falls on a holiday or weekend: Due Date PROCESS Receipt Date of Electronic Tax Filing Results in Timely Filing DATE/TIME 04/20/13 (Saturday) 04/22/13 (Monday) 04/22/13 (date accepted as timely filing) 5
Important Tips Round to whole gallons Round down all amounts less than 50 and round up all amounts of 50 through 99 Decimal points are not allowed in the gallon fields Make certain that the information on the tax return is correct before filing The information on the front of the returns must be supported by the information found on the schedule detail It is the filer s responsibility to review the accuracy of the return and to approve the submission for processing Provide complete information Do not shorten names of cities unless an abbreviation is required Do not alter the document number or date You must enter the manifest or bill of lading number and date as it appears on the physical legal document for each transaction reported You must enter both the origin and destination information on every transaction reported You must enter the origin city and state on all schedules unless the transaction originates at a terminal In this case, you would enter the IRS terminal control number (TCN) You must enter the destination city and state on all schedules unless the transaction is delivered to a terminal In this case, you would enter the IRS terminal control number (TCN) You must enter both the buyer and seller FEIN and name You must enter both the carrier FEIN and name You must enter net, gross, and billed gallons information See the data map below for necessary information If required information is missing or invalid, the system will either reject the data submission thereby requiring that the file be removed and resent, or require the filer to fix the information on-line 6
File Layout Field Definitions Provide all data in FIXED WIDTH format Use space ie ASCII character = 32, to fill any missing information except as noted otherwise Use any method you wish to generate the ASCII file Use the following table to determine the number of field elements, expected length, and format of expected data FIELD REQUIREMENT Definitions: M Mandatory P Provide if available N Not a Data Requirement of this Report Col No Begin End Description Data Type Size Format Field Requirement 1 1 2 Jurisdiction Code Text 2 M 2 3 3 Data Mode Text 1 A M FTA Schedule Definition 3 4 5 Return Type Text 2 O M Return Type Explanation States two digit abbreviation Identifies the jurisdiction to which the data belongs: VA Required for all records in ASCII file A = ASCII Required for all records in ASCII file O = Original A = Amendment Space fill field as needed to 2 digits 4 6 7 Tax Type 1 Text 2 M State Tax Type Definitions Required for all records in ASCII file SU = Supplier Report, ES = Elective Supplier, PS = Permissive Supplier Required for all records in ASCII file 7
Col No Begin End Description Data Type Size Format Field Requirement 5 8 13 Period End Date 2 Text 6 YYYYMM M FTA Schedule Definition Explanation YYYY = Four digit year of the return period ie 2013 MM = Two digit month of the return period ie 01 for January Example: 201301 Required for all records in ASCII file Contain one of the following choices: 1 Schedule Type associated with the Tax Report 6 14 16 Schedule Type Text 3 M Schedule Codes Examples: 1, 2A, 2B, 5A, 7, etc Required for all records in ASCII file Schedule 15C will be used to report inventory gallons 7 17 19 Product Type 3 Text 3 Fill/Add a Leading 0 M Product Codes This field will contain a Virginia product code OR The value 000 is used when a Zero Activity report is submitted Required for all records in ASCII file 8 20 21 Inventory Type Text 2 BI Beginning EI Ending M Inventory Type Indicator Mandatory ONLY when reporting beginning and ending inventory Not used for this report when reporting receipts and disbursements but must space fill field to 2 characters 8
Col No Begin End Description Data Type Size Format Field Requirement 9 22 32 Filer FEIN Identifier Text 11 M FEIN/SSN 10 33 43 Filer License Number Text 11 M FTA Schedule Definition State License Number 11 44 54 Location Code Text 11 M Location Code 12 55 89 Seller Name Text 35 M Seller Name 13 90 100 Seller FEIN Text 11 M Seller FEIN 14 101 135 Buyer Name Text 35 M Buyer Name Explanation Federal Employee Identification Number Space fill field as needed to 11 characters Required for all records in ASCII file VA DMV issued License Number Space fill field as needed to 11 characters Required for all records in ASCII file Enter two digit location code if one has been assigned, otherwise enter the value two zeroes (00) into this field and space fill as needed to 11 characters On a receipt schedule, enter the name of the company that is selling the fuel to the company filing the report On a disbursement schedule, enter the name of the company filing the report On a receipt schedule, enter the FEIN of the company that is selling the fuel to the company filing the report On a disbursement schedule, enter the FEIN of the company filing the report On a disbursement schedule, enter the name of the company that is buying the fuel from the company filing the report On a receipt schedule, enter the name of the company filing the report 9
Col No Begin End Description Data Type Size Format Field Requirement FTA Schedule Definition 15 136 146 Buyer FEIN Text 11 M Buyer FEIN 16 147 181 Carrier s Name Text 35 M Carrier Name 17 182 192 Carrier s FEIN Text 11 M Carrier FEIN Explanation On a disbursement schedule, enter the FEIN of the company that is buying the fuel from the company filing the report On a receipt schedule, enter the FEIN of the company filing the report Carrier s Information is used for this report when reporting receipts and disbursements, and must space fill field as needed to 35 characters Carrier s Information is used for this report when reporting receipts and disbursements, and must space fill field as needed to 11 characters 18 193 227 Place Holder Text 35 M Place Holder You must space fill this field 19 228 238 Place Holder Text 11 M Place Holder You must space fill this field 20 239 273 Place Holder Text 35 M Place Holder You must space fill this field 21 274 284 Place Holder Text 11 M Place Holder You must space fill this field 22 285 314 Document Number Text 30 M Document No Document Number, Bills of Lading (BOL), Manifest, etc is used for this report when reporting receipts and disbursements, and must space fill field as needed to 30 characters 10
Col No Begin End Description Data Type Size Format Field Requirement FTA Schedule Definition Explanation Date Received/Shipped is used for this report when reporting receipts and disbursements 23 315 322 Date Received/Shipped Text 8 MMDDCCYY M 24 323 324 Transportation Mode Text 2 M 25 325 335 Origin Terminal Code 4 Text 11 T##VA#### P Document No Date, BOL Date, Manifest Date, etc FTA Standard Transportation Codes Point of Origin Terminal Control Number (TCN) MM = Two digit month of the BOL ie 01 for January, etc DD = Two digit day of the BOL ie 01, 02, 03, and so on to 31 CCYY = Four digit year of the BOL ie 2013, etc Example: 01162013 This code is two digits For single character modes, report the single alpha character and space fill to 2 characters Terminal Control Number is used for this report when reporting receipts and disbursements, and must space fill field as needed to 11 digits Mandatory if the origin city and state are not provided If record being reported is for inventory at a terminal, enter TCN value here 26 336 365 Origin Address / Bulk Plant Name Text 30 P/M Point of Origin Address Physical address where the product originated from is used for this report when reporting receipts and disbursements, and must space fill field as needed to 30 characters Mandatory when reporting beginning and ending inventory at a Bulk Plant Do not use if Inventory is taken at a Terminal 11
Col No Begin End 27 366 385 28 386 387 Description Origin City / Bulk Plant City Origin State / Bulk Plant State Data Type Size Format Field Requirement FTA Schedule Definition Text 20 M Point of Origin City Text 2 State Abbreviation 29 388 396 Origin Zip Text 9 P M Point of Origin State Point of Origin Zip Code + 4 Explanation Physical city where the product originated from is used for this report when reporting receipts and disbursements, and must space fill field Mandatory (along with the Origin State) if the Origin Terminal Code is not supplied Mandatory when reporting beginning and ending inventory to report the city where the Bulk Plant is located Do not use if Inventory is taken at a Terminal Physical two digit State abbreviation where the product originated from is used for this report when reporting receipts and disbursements Mandatory (along with the Origin City) if the Origin Terminal Code is not supplied Mandatory when reporting beginning and ending inventory to report the state where the Bulk Plant is located Do not use if Inventory is taken at a Terminal Physical zip code + 4 where the product originated from is used for this report when reporting receipts and disbursements, and must space fill field 12
Col No Begin End Description Data Type Size Format Field Requirement 30 397 426 Origin County Text 30 P FTA Schedule Definition Point of Origin County Explanation Physical county where the product originated from is used for this report when reporting receipts and disbursements, and must space fill field as needed to 30 characters 31 427 429 Origin Country Code Text 3 P Point of Origin Country Physical country where the product originated from is used for this report when reporting receipts and disbursements, and must space fill field as needed to 3 characters Example: USA United States, CAN Canada, MEX Mexico 32 430 440 Destination Terminal Code 4 Text 11 T##VA#### M Point of Destination Terminal Control Number (TCN) Terminal Control Number is used for this report when reporting receipts and disbursements, and must space fill field as needed to 11 digits Example: T61VA9999 (No separators for a 9 digit TCN code Add two spaces for a total of 11 digits) Mandatory if the destination city and state are not provided 33 441 470 Destination Address Text 30 P Point of Destination Address Physical address where the product was delivered is used for this report when reporting receipts and disbursements, and must space fill field as needed to 30 characters 13
Col No Begin End Description Data Type Size Format Field Requirement 34 471 490 Destination City Text 20 M FTA Schedule Definition Point of Destination City Explanation Physical city where the product was delivered is used for this report when reporting receipts and disbursements, and must space fill field as needed to 20 characters Mandatory (along with the Destination State) if the Destination Terminal Code is not supplied 35 491 492 Destination State Text 2 State Abbreviation M Point of Destination State Physical two digit State abbreviation where the product was delivered is used for this report when reporting receipts and disbursements Mandatory (along with the Destination City) if the Destination Terminal Code is not supplied 36 493 501 Destination Zip Text 9 P Point of Destination Zip Code + 4 Physical zip code + 4 where the product was delivered is used for this report when reporting receipts and disbursements, and must space fill field as needed to 9 digits Space fill field if the +4 is not known 37 502 531 Destination County Text 30 P Point of Destination County Physical county where the product was delivered is used for this report when reporting receipts and disbursements, and must space fill field as needed to 30 characters 14
Col No Begin End Description Data Type Size Format Field Requirement FTA Schedule Definition Explanation 38 532 534 Destination Country Code Text 3 P Point of Destination Country Physical country where the product was delivered is used for this report when reporting receipts and disbursements, and must space fill field as needed to 3 characters Example: USA United States, CAN Canada, MEX Mexico 39 535 548 Net Gallons 5 Text 14 M Net Gallons 40 549 562 Gross Gallons 5 Text 14 M Gross Gallons Mandatory for this report when reporting receipts, disbursements, and inventory, and must space fill field as needed to 14 characters Provide whole gallons amounts only, no decimals Enter negative values as -3245 Mandatory for this report when reporting receipts and disbursements, and must space fill field as needed to 14 characters Provide whole gallons amounts only, no decimals Enter negative values as -3245 For inventory records, enter a single 0 (zero) and space fill to 14 digits 41 563 576 Billed Gallons 5 Text 14 M Billed Gallons Mandatory for this report when reporting receipts and disbursements, and must space fill field as needed to 14 characters Provide whole gallons amounts only, no decimals Enter negative values as -3245 For inventory records, enter a single 0 (zero) and space fill to 14 digits 15
1 Tax Type Code Is a 2 character code that identifies the type of return 2 Period End Date Must be in YYYYMM format 3 Product Type Must consist of three digits, left padded with zeroes ie 065 not 65 for gasoline 4 Terminal Code Can contain a federally assigned Terminal Code or (Federal/Jurisdiction Registry) number of an approved and licensed bulk storage site If the Terminal Code is not supplied then the City and State information must be supplied for all mandatory fields 5 Net, Gross, and Billed Gallons Provide whole gallons amounts only, no decimals For negative values, prefix the gallon amount with a - (hyphen or minus sign) ie -3424, all other values will be assumed positive 16
Inventory Record Layout The inventory record only requires data in the following fields All other fields are space filled Space fill the required fields if the data does not fill the required space as listed above in the field definitions Inventory Record Description of Reported Information 1 Jurisdiction Code VA 2 Data Mode A 3 Return Type O 4 Tax Return Type ES, PS or SP 5 Period End Date YYYYMM 6 Schedule Type 15C 7 Product Type FTA Product Code 8 Inventory Type BI = Beginning Inventory & EI = Ending Inventory 9 Filer s FEIN Your Federal Identification Number 10 License Number State assigned License or Account Number 11 Location Code Enter two digit code, if one is assigned Otherwise, enter 00 and space fill to 11 digits 25 Origin Terminal Code T##VA#### (Terminal Control Number) 26 Origin Address/Bulk Plant Name List the name of the bulk plant Example: Elksville Bulk Plant #112 27 Origin City / Bulk Plant City List the city where bulk plant is located Example: Elksville 28 Origin State / Bulk Plant State List the state where the bulk plant is located Example: VA 39 Net Gallons: The net gallons in inventory for each product 40 Gross Gallons: The value 0 (zero) 41 Billed Gallons: The value 0 (zero) 17
Schedule Type Codes For up to date Schedule Codes please reference the website below https://efilingmvs-servicescom/ft_va/filedownloadsasp Product Type Codes For up to date Product Codes please reference the website below https://efilingmvs-servicescom/ft_va/filedownloadsasp Transaction / Transportation Type Mode Codes For up to date Transaction / Transportation Type Mode Codes please reference the website below https://efilingmvs-servicescom/ft_va/filedownloadsasp TIA Values The TIA values are no longer accepted in ASCII file submissions If you have summary values that need to be entered for the items in the list below please enter these directly onto the face of the return in the Virginia system once the tax return has been created and is in an Incomplete status These entries MUST be entered and then the tax return recalculated BEFORE the Submit button is pressed Section 2 Line 12 Enter the total number of gallons by product type previously over reported Section 3 Line 22 Enter the Total Default Deduction (The amount of tax payments that licensed distributors and/or importers failed to pay to you) Section 4 Line 25 Enter Tax Adjustment Section 4 Line 32 Enter Tank Fee Adjustment Section 4 Line 39 Enter the Total Amount Paid figure from Schedule of Default Tax Payment Received (FT 486) Part A Line A Enter the total number of gallons by product type used in self-operated vehicles and aircraft, and gallons sold to retail outlets Part A Line G Enter total number of gallons of Dyed Diesel, Kerosene, Heating Oil and Other Products sold to persons other than Distributors or Importers 18
Required Fields for a Zero Activity Submission If you have zero activity for the filing period, we recommend that you log into the system and submit a zero activity Web Direct return If you have questions on how to do this call the primary contact shown above for assistance When you are submitting a Zero Activity Return, meaning there are no business transactions to report for the month, place the following information into your file: 1 a single zero activity record, and 2 the beginning and ending inventories for the month by product type Zero Activity Record Description of Reported Information Inventory Record Description of Reported Information 1 Jurisdiction Code VA 1 Jurisdiction Code VA 2 Data Mode A 2 Data Mode A 3 Return Type O 3 Return Type O 4 Tax Return Type ES, PS or SP 4 Tax Return Type ES, PS or SP 5 Period End Date YYYYMM 5 Period End Date YYYYMM 7 Product Type The value 000 (zero, zero, zero) 6 Schedule Type 15C 9 Filer s FEIN Your Federal Identification Number 7 Product Type Product Code 10 License Number State assigned License or Account 8 Inventory Type BI = Beginning Inventory / EI = Ending Inventory Number 11 Location Code Enter two digit code, if one is assigned Otherwise, enter 00 and space fill to 11 digits 9 Filer s FEIN Your Federal Identification Number 39 Net Gallons The value 0 (zero) 10 License Number State assigned License or Account Number 40 Gross Gallons The value 0 (zero) 11 Location Code Enter two digit code, if one is assigned Otherwise, enter 00 and space fill to 11 digits 41 Billed Gallons The value 0 (zero) 25 Origin Terminal Code 1 T##VA#### (Terminal Control Number) 26 Origin Address/Bulk Plant Name 1 List the name of the bulk plant Example: Elksville Bulk Plant #112 27 Origin City / Bulk Plant City 1 List the city where bulk plant is located Example: Elksville 28 Origin State / Bulk Plant State 1 List the state where the bulk plant is located Example: VA 39 Net Gallons: The net gallons in inventory for each product 40 Gross Gallons: The value 0 (zero) 41 Billed Gallons: The value 0 (zero) 1 Inventory will be EITHER at a terminal OR at a Bulk Plant If Terminal Code is supplied, do NOT supply bulk plant information for same record 19
Only populate the field positions listed above for this type of filing All other field positions are space filled Fill the mandatory fields with spaces, if the data is smaller than the max width for the fields Examples of Different ASCII Files Submitted This section of the guide will offer the filer different types of ASCII examples for the user to follow when creating the ASCII data file When creating the ASCII data file, make sure you follow the file layouts for either activity (schedule detail transactions) or no activity submissions Utilize the examples listed on the next three of pages of this guide to help you with the creation of your ASCII file Examples: Field Layout Example with Divisors File submission with Activity Zero Activity submission 20
Field Layout Example with Divisors Schedule Detail Record Layout (Note: do NOT include divisors in submitted file they are used for readability only) Blank areas in the example fields contain spaces but are shown separated for readability Example data is left justified within the fields True example is shown at the bottom of the document Column Number: 1 2 3 4 5 6 7 8 9 10 11 s: 12 3 45 67 890123 456 789 01 23456789012 34567890123 45678901234 Example: VA A O SP 201306 2A 065 223355668 22335566800 00 Column Number: 12 13 14 15 s: 56789012345678901234567890123456789 01234567890 12345678901234567890123456789012345 67890123456 Example: BRADFORD FUEL DEPOT 778855331 GUS HAS GAS 333444111 Column Number: 16 17 18 19 s: 78901234567890123456789012345678901 23456789012 34567890123456789012345678901234567 89012345678 Example: FLANNIGAN OIL TRANSPORT 335599112 Column Number: 20 21 22 23 s: 90123456789012345678901234567890123 45678901234 567890123456789012345678901234 56789012 Example: 11233455 06152013 Column Number: 24 25 26 27 28 29 s: 34 56789012345 678901234567890123456789012345 67890123456789012345 67 890123456 Example: J T54VA6512 1300 E MAIN ST APPOMATTOX VA 392253225 Column Number: 30 31 32 33 34 s: 789012345678901234567890123456 789 01234567890 123456789012345678901234567890 12345678901234567890 Example: APPOMATTOX COUNTY USA 2451 S 42ND AVENUE CHARLOTTESVILLE Column Number: 35 36 37 38 39 40 41 s: 12 345678901 234567890123456789012345678901 234 56789012345678 90123456789012 34567890123456 Example: VA 394060211 ALBEMARLE USA 8515 8510 8515 21
Inventory Record Layout Inventory at a Terminal (Note: do NOT include divisors in submitted file they are used for readability only) Blank areas in the example fields contain spaces but are shown separated for readability Example data is left justified within the fields True example is shown at the bottom of the document Column Number: 1 2 3 4 5 6 7 8 9 10 11 s: 12 3 45 67 890123 456 789 01 23456789012 34567890123 45678901234 Example: VA A O SP 201306 15C 065 EI 223355668 22335566800 00 Column Number: 12 13 14 15 s: 56789012345678901234567890123456789 01234567890 12345678901234567890123456789012345 67890123456 Example: Column Number: 16 17 18 19 s: 78901234567890123456789012345678901 23456789012 34567890123456789012345678901234567 89012345678 Example: Column Number: 20 21 22 23 s: 90123456789012345678901234567890123 45678901234 567890123456789012345678901234 56789012 Example: Column Number: 24 25 26 27 28 29 s: 34 56789012345 678901234567890123456789012345 67890123456789012345 67 890123456 Example: T54VA2211 Column Number: 30 31 32 33 34 s: 789012345678901234567890123456 789 01234567890 123456789012345678901234567890 12345678901234567890 Example: Column Number: 35 36 37 38 39 40 41 s: 12 345678901 234567890123456789012345678901 234 56789012345678 90123456789012 34567890123456 Example: 851559 0 0 22
Tax Return Example With Activity This example represents a submission with activity The purpose of this example is to show how an ASCII file should look when sent to the Virginia Department of Motor Vehicles The example focuses on the following: Load activity, represented by receipts and disbursements Two inventory schedules 1 beginning inventory and 1 ending inventory taken at a Bulk Plant VAAO SP201306 1065 223355668 2233556680000 BRADFORD FUEL DEPOT 778855331 FLANNIGAN OIL SERVICE 223355668 FLYING J OILS TRANSPORT 335599112 1158254 06142013PL HOUSTON VA USAT54VA2144 2451 S 42ND AVENUE RICHMOND VA394060211FRANKLIN USA288515 288510 288510 VAAO SP201306 8065 223355668 2233556680000 FLANNIGAN OIL SERVICE 223355668 MILITARY BASE COMP BB 778855331 FLYING J OILS SERVICE 335599112 1168254 06152013J T54VA6512 1300 E MAIN ST RICHMOND VA392 253225GREENUP USA 2451 S 42ND AVENUE ON BASE VA394060211FRANKLIN USA8515 8510 8510 VAAO SP20130615C065BI223355668 2233556680000 ELKSVILLE BULK PLANT #112 ELKSVILLE VA 611558 0 0 VAAO SP20130615C065EI223355668 2233556680000 ELKSVILLE BULK PLANT #112 ELKSVILLE VA 871599 0 0 Example of Zero Activity Filing Example 1 of Zero Activity Report with Inventory Records The examples break at 130 characters for ease of showing in this guide A file submission will NOT have these breaks; it will be one line containing 576 characters in total 23
This example is what the file submission should look like for a Zero Activity Report with inventory records 1 1 1 1 1 2 3 4 5 6 7 8 9 0 1 2 3 1234567890123456789012345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678901234567890 VAAO SP201306 000 223355668 2233556680000 0 0 0 VAAO SP20130615C065BI223355668 2233556680000 T54VA1123 139914 0 0 VAAO SP20130615C065EI223355668 2233556680000 T54VA1123 165589 0 0 24
Example 2 of Zero Activity Report with Inventory Record This example of a Zero Activity Report has a period holding the place of each blank field The period is used in this guide to help you better understand the layout of the record 1 1 1 1 1 2 3 4 5 6 7 8 9 0 1 2 3 1234567890123456789012345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678901234567890 VAAOSP2013060002233556682233556680000 000 VAAOSP20130615C160BI22335566822335566800 T54VA1123 15099500 VAAOSP20130615C160EI22335566822335566800T54VA5623 T54VA1123 89765400 Because the filing requirement for ASCII submission is fixed width, all fields should be space filled to their max width When submitting a Zero Activity Report, do not fill in the blank spaces with any character other than a space Do not use the period as shown above in the example 25