MOTOR FUELS FLAT (FLT) FILE and EDI FILING GUIDE
EDI

An EDI transmission is made up of one or more data sets. Data Set is the term used to describe the online equivalent of a paper document (tax return, information report, etc.). X12-formatted EDI files are the foundation of motor fuels online filing. For the purpose of this guide, EDI and FLT data will be referred to as a data set.

Data Set

The data included in an FLT or EDI data set conveys the same information as the conventional paper document. Within each data set, there are sections that correspond directly to the format of the paper document:

The header section contains information that pertains to the entire document, such as the filing date, company name, company address, filing period, account number, contact information, etc.

The return section contains information describing which return is present in the data set.

The summary item section contains information that cannot be derived from the detail, such as other exempt removals, etc.

The transaction detail section includes the same information found on the paper schedules, such as bill of lading, carrier information, origin and destination information, gallons, etc.

To gain the maximum benefits of an EDI data set, a company s system must have the following two characteristics:

1. The flow of information must be integrated. In other words, the data must flow between automated business management systems using EDI software without being re-keyed.

2. The automated business management systems must be intelligent. These systems must be able to automatically process routine transactions according to those limits defined by the businesses conducting trade.

EDI Standards

The group responsible for developing and maintaining X12 standards is the Accredited Standard Committee X12 (ASC X12) of the American National Standards Institute (ANSI). These standards are utilized to develop the EDI map that the customers will follow to create their data set for the CDTFA.

Standards are defined as the technical documentation approved by the ANSI Accredited Standard Committee (ASC) X12 that includes:

Code set TIA01 Code list (see Tax Information and Amount [TIA] Codes below)

Data elements TIA01 is the first element of the TIA segment

Interchange control structure ISA/GS/GE/IEA

Segments TIA, Tax Information and Amount Segment

Transaction sets TS813

Standards prescribe the framework for how a specific EDI message is formatted.

ANSI ASC X12 standards, usually referred to as X12, are the most commonly used EDI standards in North America. ANSI is the clearinghouse and coordinator for standards in all areas of trade and commerce.

Tax Information and Amount (TIA) Codes

TIA Codes are the segment that is used by EDI filers to specify the tax information and/or amount and is to be used for reporting tax information as established by taxing authorities.

CDTFA EDI v. 4030 Specifications

General

You will follow the ANSI ASC X12 Electronic Filing of Return Data Transaction Set (TS813), as defined in Version 4 Release 3 (CDTFA map). The CDTFA requires that all schedules reflect the detailed information needed to perform tracking of monthly fuel transactions.

The CDTFA requires that both gallon and dollar information be reported as whole numbers. All gallon and dollar fractions should be rounded to the nearest whole number.

This section provides the information you need to generate motor fuels tax returns or reports in an EDI format. It covers all the necessary specifications in detail for the filing of these returns or reports. The topics covered are as follows:

Attribute Conventions

EDI Requirements

Transaction Set 813 (TS813)

TS813 Motor Fuels Structure Overview

TS813 Motor Fuels Map Flow

TS813 Motor Fuels Reporting Map

TS997 Functional Acknowledgement

TS997 Acknowledgement Example

Version of EDI Section

The CDTFA s EDI Section version control number for this publication is 3.1. The version control number will change when the CDTFA publishes updates to the EDI map. This number is used by the CDTFA to manage changes between versions in EDI files. Report the version control number in the Tax Information and Amount (TIA) Segment Version of Taxing Authority s Implementation Guide found in the EDI map of this chapter.

Keys to Interpreting the CDTFA Map

The CDTFA map is designed based on the FTA Motor Fuel Uniformity EDI map. Key tables, similar to the one appearing below, have been added to the map flow diagrams and the EDI map to assist the reader in understanding how to implement the electronic filing requirements.

Attribute Conventions

Table 6 EDI v. 4030 List of Attribute Conventions from ANSI ASC X12

EDI Requirements

Table 2 EDI v. 4030 Separator Requirements

X12 Transaction Set 813 (TS813)

Electronic Filing of Tax Return Data

FUNCTIONAL GROUP TF

This Draft Standard for Trial Use contains the format and establishes the data contents of the Electronic filing of Tax Return Data Transaction Set (813) for use within the context of an Electronic Data Interchange (EDI) environment. This transaction set can be used by tax filers to electronically file tax returns with a federal, state, or local taxing authority and which may initiate payments related to the tax return.

Notes

1. 0400 - The TIA segment allows for tax information and amounts associated with the entire filing. At least one occurrence of the TIA segment must be present in the transaction set, either in Table 1 or Table 2.
2. 0500 - This N1 loop reflects names and addresses associated with the entire filing.
3. 0500 - This N1 loop reflects names and addresses associated with a particular tax form (TFS).
4. 0920 - at least one occurrence of the TIA segment must be present in the transaction set, either in Table 1 or Table 2.
5. 1300 - This N1 loop reflects names and addresses associated with a particular subset of a tax form.
6. 1800 - At least one occurrence of the TIA segment must be present in the transaction set, either in Table 1 or Table 2.

X12 TS813 Motor Fuels Structure Terminal Operator Overview

Table 3

Table 4

Table 5

X12 TS813 Motor Fuels Structure Supplier Overview

Table 6

Table 7

Table 8

X12 TS813 Motor Fuels Structure Aircraft Jet Fuel Dealer Overview

Table 9

Table 10

Table 11

X12 TS813 Motor Fuels Structure Petroleum Carrier Overview

Table 12

Table 13

Table 14

X12 TS813 Motor Fuels Map Flow

• Max 1
  • 0100 ST Transaction Set Header (TS813)
    • 0200 BTI Identify Tax Agency Information
    • 0300 DTM Tax Filing Period
    • 0470 BPR Payment Order/Remittance Advice
    • 0400 TIA Version of Taxing Authority's Implementation Guide
    • 0400 TIA Confidential Information
    • 0400 TIA Total Net Reported
    • 0430 REF Sequence Error ID Number
    • Max 1
      • 0500 N1 Loop Taxpayer Name Detail
        • 0600 N2 Additional Taxpayer Name Detail
        • 0800 N3 Address Detail
        • 0900 N4 City, State, ZIP Code Detail
        • 1000 PER General Contact Person
        • 1000 PER EDI Contact Person
    • Max 1
      • N1 Loop Mailing Name Detail
        • 0600 N2 Additional Taxpayer Name Detail
        • 0800 N3 Address Detail
        • 0900 N4 City, State, ZIP Code Detail
    • Maximum Number of TFS Loops = 100,000
      • TFS Loop Terminal Operator Report (TOR)
        • 0200 REF Relationship to the Transaction Information
        • 0200 REF Sequence Error ID Number
        • 0200 REF No Activity
        • 0300 DTM Ending Inventory Date
        • Max 100,000
          • 1000 FGS Loop Physical Inventory by Product
            • 1100 REF Sequence Error ID Number
            • 1800 TIA Physical Inventory
      • 0100 TFS Loop Supplier/Distributor Report (SDR)
        • 0200 REF Relationship to the Transaction Information
        • 0200 REF Sequence Error ID Number
        • 0200 REF No Activity
        • 0300 DTM Ending Inventory Date
        • 0920 TIA Total Due
        • Max 100,000
          • 1000 FGS Loop Line Items from Face of Return Not Derived from Schedules
            • 1100 REF Sequence Error ID Number
            • 1800 TIA Line Item Detail
      • 0100 TFS Loop Petroleum Carrier Report (CCR)
        • 0200 REF Relationship to the Transaction Information
        • 0200 REF Sequence Error ID Number
        • 0200 REF No Activity
        • 0920 TIA Total Delivered
      • 0100 TFS Loop Aircraft Jet Fuel Dealer Report (DLR)
        • 0200 REF Relationship to the Transaction Information
        • 0200 REF Sequence Error ID Number
        • 0200 REF No Activity
        • 0300 DTM Ending Inventory Date
        • 0920 TIA Total Due
        • Max 100,000
          • 1000 FGS Loop Line Items from Face of Return Not Derived from Schedules
            • 1100 REF Sequence Error ID Number
            • 1800 TIA Line Item Detail
        • Max 100,000
          • 1000 FGS Loop Physical Inventory by Product
            • 1100 REF Sequence Error ID Number
            • 1800 TIA Physical Inventory
      • 0100 TFS Loop Summary Information
        • 0200 REF Relationship to the Transaction Information
        • 0200 REF Sequence Error ID Number
        • Max 100,000
          • 1000 FGS Loop Summary Data
            • 1100 REF Sequence Error ID Number
            • 1800 TIA Information
            • 1800 TIA Interest
            • 1800 TIA Penalty
      • 0100 TFS Loop Schedules
        • 0200 REF Relationship to the Transaction Information
        • 0200 REF Sequence Error ID Number
        • 0500 N1 Point of Origin
        • 0500 N1 Seller Information
        • 0500 N1 Position Holder Information
        • 0500 N1 Person Hiring Carrier (Consignor)
        • 0500 N1 Carrier Information
        • 0500 N1 Buyer/Consignee Information
        • 0500 N1 Point of Destination
        • Max 100,000
          • 1000 FGS Loop Bill Lading
            • 1100 REF Sequence Error ID Number
            • 1200 DTM Bill of Lading Date
            • 1800 TIA Bill of Lading Net
            • 1800 TIA Bill of Lading Gross
            • 1800 TIA Bill of Lading Billed
    • 0100 SE Transaction Set Trailer

X12 TS813 Motor Fuels Reporting Map

Table 15 EDI v. 4030 Interchange Segment

Table 16 EDI v. 4030 Functional Group Segment

Table 17 EDI v. 4030 Beginning of Transaction Set Segment

Table 18 EDI v. 4030 Return Header Segments

+ The payment order remittance advice is included as a convenience for industry if a taxing authority accepts a BPR segment. The recommendation is not to mandate this as the only method of payment a taxing authority accepts.

02

03

04

The following segments are required if the mailing address is different than the physical address.

05

Table 19 EDI v. 4030 Terminal Operator Report (TOR) Segments

The TOR loop contains the Ending Inventory for the Terminal reported in this filing. Detailed transactions associated with the TOR are located in the schedule loops of this map. Repeat the FGS loop for each reportable product, thereby reporting inventory by product code.

06

Condition 1 - If account has no activity this segment is required. The Condition 2 DTM and FGS are not used.

Condition 2 - If account has activity the DTM and FGS segments are required. The Condition 1REF is not used. This FGS loop contains inventory information. The FGS loop repeated when the product code value changes.

07

08

Table 20 EDI v. 4030 Supplier/Distributor Report (SDR) Segments

The TFS loop contains information for the Supplier Fuel Tax Return. Details associated with this filing are located in the summary and schedule loops.

Condition 1 - If account has no activity the REF is required. The Condition 2 TIA is not used.

Condition 2 - If account has activity the TIA is required. The Condition 1 REF is not used.

Table 21 EDI v. 4030 Common Carrier Report (CCR) (Petroleum Carrier Report) Segments

The CCR loop contains the total gallons transported by a Petroleum Carrier for this filing. Detailed transactions associated with the CCR are located in the schedule loops of this map.

Condition 1 - If account has no activity the REF is required. The Condition 2 TIA is not used.

Condition 2 - If account has activity the TIA is required. The Condition 1 REF is not used.

Table 22 EDI v. 4030 Aircraft Jet Fuel Dealer Return (DLR) Segments

The TFS loop contains information for the Aircraft Jet Fuel Dealer Tax Return. Details associated with this filing are located in the summary and schedule loops.

Condition 1 - If account has no activity the REF is required. The Condition 2 TIA is not used.

Condition 2 - If account has activity the TIA is required. The Condition 1 REF is not used.

Table 23 EDI v. 4030 Summary Information Segments

This TFS loop begins the summary information. This section is used to report information that cannot be derived from the transaction schedules. Three events are reported using summary information segments. They are: Total tax, interest, and penalty due with the tax return. When reporting this summary information segment, do not include the tax rate segment. Individual product tax rate, tax due, and taxable gallons due for the tax return. When reporting this summary information segment, do not include the interest or penalty segments. Summary schedule (gallons by product not reported at the transaction level). When reporting a summary schedule summary information segment, do not include the tax rate, interest, or penalty segments. The summary information segment is repeated when one of the following values change: TFS02 - Summary Code; TFS 04 - Product Code; TIA02 Tax Rate. If there are no transactions to report in this filing, it is not necessary to transmit a Summary Information Segment TFS loop.

Table 24 EDI v. 4030 Schedule Segments

This TFS loop begins the transaction detail. The TFS loop is repeated when one of the following values changes: Schedule Code, Product Code, Mode Code, Relationship, Origin, Seller, Position Holder, Consignor, Carrier, Buyer/Consignee, or Destination. If there are no transactions to report in this filing, it is not necessary to transmit a Schedule Segment TFS loop. It is implied that there is no activity in this filing.

For Point of Origin/Terminal: (One of the following Options is Required)

Use Option 1 when the origin is a Terminal.

Use Option 2 when the origin is located inside or outside the State of California and is not an IRS approved terminal.

Use Option 3 when the origin is located in Your State and is a Non-Terminal and facility ID is used by state.

Option 1

Option 2

Option 3

For Point (Address) of Delivery/Destination: (One of the following Options is Required)

Use Option 1 when the Destination is a Terminal.

Use Option 2 when the Destination is located inside or outside Your State and is a Non-Terminal.

Use Option 3 when the Destination is located in Your State, but is a Non-Terminal and the state uses facility IDs.

Option 1

Option 2

Option 3

This FGS loop contains transaction information for the individual shipments within the TFS loop. It is repeated when one of the following values changes: Bill of Lading (Document) Number, Bill of Lading Date (Date Shipped), or Gallons.

Table 25 EDI v. 4030 Transaction Set Trailer Description Segment

Table 26 EDI v. 4030 Functional Group Trailer Description Segment

Table 27 EDI v. 4030 Interchange Control Trailer Description Segment

Filing Results Example

To view the Online Filing Results:

1. Log in to the CDTFA s secure website at http://onlineservices.cdtfa.ca.gov.

2. Select the account for which you want to review an online filing or select File and/or View a Return.

3. A status of Filed or Processed indicates the upload file successfully processed.

An upload failure during submission will result with a message similar to the examples below.

EDI File Failure Example:

CDTFA Validation Error: Too few elements for segment DTM~95 at segment index position 248

Using this message as an example, we will illustrate how to fix the error.

The message tells us that the 248^th segment in the EDI file does not include enough elements.

The EDI specifications require the date to be included in date segments when reporting disbursements. To correct the issue, add 20190805 (DTM~95~20190805) to the segment.

Contact the Data Analysis Unit if you need assistance resolving errors in an EDI file.