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Instructions For Uploading a File into the Alabama City & County Return Form 9501

NOTE:   If you would like to print this page, it is advised that you set your printer to draft and grayscale, to save on ink.

Instructions For Uploading a File Into the State-Administered City & County Tax Return for Sales, Consumers Use, Sellers Use, Lodgings, and Rental or Leasing Taxes


GENERAL INFORMATION:

Your file must contain only state-administered city and county sales, sellers use, consumers use, lodgings and rental or leasing taxes.  Beginning April 1, 2004, certain self-administered City and County sales, use, lodgings and rental taxes can be included in your file.  However, the return and payment for a self-administered jurisdiction will go directly to the self-administered jurisdiction and not to the ADOR.

As an alternative to manually entering your local tax return data into the online City & County tax return, you can choose this option to upload a file containing all your city and county tax return information directly into the online return. This powerful tool referred to as DWI or Dynamic Web Import allows you to map your local tax return data to meet the Department of Revenue's file layout requirements without having to reformat or restructure your internal data needs. The only requirement is that you import your data in an ASCII fixed length file or a delimited file and include the required fields of data in your file. Most software applications, either internally designed and developed or purchased off the shelf (Excel, Access, etc.), can meet this requirement. Follow the steps below to create your file and import the file into the return.


SELECT FILING METHOD:

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From the "Select Filing Method" page, select the "I will upload a file" option and press the "Continue" button. The actual building of the file specifications is only required the first time the user selects the upload a file option, and anytime the user modifies their file.


SELECT FILE TYPE:

Select file type image

From the "File Type" page, select from the two types of files available to use in importing your data:

Fixed Length File: Each field in a fixed length file has a specified size that remains constant throughout the entire file. Click the check box associated with the Fixed Length option to choose this file type. NOTE: If your file has data in the first several lines of the file, you can use the "Skip the first line of the file" option to identify how many lines in the file should be bypassed by the system. This feature is beneficial if your file has a header record that is not required.

Delimited File: All fields in a delimited file are separated by a special character. Click the check box associated with the Delimited File option to choose this file type. Select the field delimiter and string qualifier (optional) from the four defaults given, or you can enter your own delimiter and string qualifier that is unique to your file. NOTE: A comma delimited file can easily be created from Excel by selecting File\Save As (CSV format).

The field delimiter default options include: comma, semi-colon, pipe, and tab. Typically a comma or tab is used.  For example:  7007,ST,GENER,123000,100,0,N

The string qualifier default options include: double quote, single quote, and none. Fields of data may optionally be quoted but are not required to be. For example: "7007","ST","GENER","123000","100","0","N".

If your gross amounts and deductions are formatted with the currency style (i.e. $123,000.00) you must use a string qualifier so that the system will ignore the $ and comma.  For example:  "7007","ST","GENER","$123,000.00","$100.00","0","N"

NOTE: If your file has data in the first several lines of the file, you can use the "Skip the first line of the file" option to identify how many lines in the file should be bypassed by the system. This feature is beneficial if your file has a header record that is not required.

Once you have selected your File Type, press the "Continue" button found at the bottom right portion of the page to define your file layout.


FILE LAYOUT:

From the "File Layout" page, define the content and order of your file. NOTE: When setting up your file, all text in your file must be in UPPER CASE and you must enter data in all required fields. Use the boxes or the up or down arrows next to the appropriate data fields to specify the order in which your data is contained in your file. If your data is in an order differently than what is displayed on the File Layout page, key that order in the appropriate box or click the up or down arrows to match your file layout, then press the "Refresh" button at the bottom middle of the page. The Fields of data displayed on the screen will then appear in the order you designated. Note also that you can specify that your file contains Filler Fields so that the system will bypass or ignore processing the data in that field.

Local File Layout image YOUR FILE MUST CONTAIN THE FOLLOWING EIGHT FIELDS OF DATA FOR EACH RECORD IN YOUR FILE:

For example: City/CountyCode,TaxType,RateType,GrossAmount,Deductions,No.ofAutos,PJ,JurisdictionAcct.No.
7007,ST,GENER,123000,100,0,N,
9435,CU,AUTO,5000,0,0,Y,
9145,ST,GENER,1000,0,0,N,111111

City / County Code: The maximum size for this field is 5 characters. Please note however that the Alabama city and county locality codes are only 4 digits.  Click here to obtain the state-administered city and county codes.  For a list of self-administered city and county codes, click here

Tax Type: The maximum size for this field is 2 characters. The tax type field in your record can be any one of the following tax type codes:

CU = Consumers Use Tax
LL = Lodgings Tax
RT = Rental Tax
ST = Sales Tax
SU = Sellers Use Tax.

Rate Type: The maximum size for this field is 6 characters. The rate type field in your record can be any one of the following rate type codes:

AUTO = Automotive Tax Rate
FARM = Farm Tax Rate
GENER = General Tax Rate
LINEN = Linen / Garment Tax Rate
MACH = Manufacturing Machine Tax Rate
VEND= Vending Tax Rate for Food Sold Through Vending Machines
WDFEE = Automotive Withdrawal Fee which only applies to Automotive Dealers for reporting the number of automotive vehicles withdrawn for use as demonstrators. Exception:  If reporting City of Huntsville lodgings tax, you are required to also report the room night surcharge -- report the number of room nights using the WDFEE rate type code and LL tax type code.

Gross Amount: The maximum size for this field is 13 characters. You may use implied decimals in your file and if so, select "Implied Decimals" from the drop box on the "File Layout" page. The system defaults to 2 decimal places unless you specify otherwise. Or, you may use decimals in the gross amounts reported in your file. If using decimals, select "No Implied Decimals" from the drop box. NOTE: Enter only valid numbers in the gross amount field of your file. Do not enter alpha characters or symbols of any kind, such as negative numbers. However, you may use the currency style format (i.e. $123,000.00) provided you use a string qualifier.  For example:  "$123,000.00".  NOTE: You must enter an amount in this field even if it is 0 (zero).

Deductions: The maximum size for this field is 13 characters. You may use implied decimals in your file and if so, select "Implied Decimals" from the drop box on the "File Layout" page. The system defaults to 2 decimal places unless you specify otherwise. Or, you may use decimals in the deductions amounts reported in your file. If using decimals, select "No Implied Decimals" from the drop box. NOTE: Enter only valid numbers in the deductions field of your file. Do not enter alpha characters or symbols of any kind, such as negative numbers.  However, you may use the currency style format (i.e. $123,000.00) provided you use a string qualifier.  For example:  "$123,000.00".  NOTE: You must enter an amount in this field even if it is 0 (zero).

Number of Autos: The maximum size for this field is 4 characters. This field pertains only to automotive dealers for reporting the number of automotive vehicles withdrawn for use as demonstrators.  This field can be left blank or contain 0 (zero) if not applicable to you.  Exception:  If reporting City of Huntsville lodgings tax, you are required to also report the room night surcharge -- report the number of room nights using the WDFEE rate type code and LL tax type code.

PJ: The maximum size for this field is 1 character. The PJ field in your record can be either Y or N. PJ refers to police jurisdiction and whether you are reporting the city tax in your file at the lower PJ rate. If you are reporting the city tax at the full city limits rate of tax, enter N in this field of your file.  If you are reporting the city tax at the lower PJ rate, enter Y in this field of your file. NOTE:  You must use N when reporting county tax, and when reporting the WDFEE rate type for City tax, otherwise the system will indicate an error upon processing your file.

Jurisdiction Account No:  If your file contains self-administered city and/or county taxes that can be filed on this return, your file must also contain the local taxpayer account number assigned to you by the self-administered jurisdiction to report their tax.  For example: City/CountyCode,TaxType,RateType,GrossAmount,Deductions,No.ofAutos,PJ,JurisdictionAccountNo. 9145,ST,GENER,10000,0,0,N,111111

If your file does not contain self-administered city and/or county taxes, this field should not contain any data.

Once you have selected your File Layout, press the "Continue" button found at the bottom right portion of the page to select your file to upload.


UPLOAD FILE:

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From the "Upload File" page, use the browse button to search for the file on your computer that you wish to upload for processing, then press the "Upload" button to preview the first ten records of your upload file.


PREVIEW FILE:

Preview file image

From the "Preview File" page, the system will load the first ten records of your import file. Here you can easily view and determine if the fields of data were mapped or formatted properly. At this point, the system has not determined the accuracy of the information in your file. This step is to ensure the proper mapping or format of the fields of data. If the results are invalid, exit this screen and fix your file, then reupload the file. If the results are valid, press the "Continue" button to begin processing the file.


VIEW RESULTS:

The "View Results" page shows failed results relating to the upload file, if there are no errors you will bypass this page.  The system is checking the accuracy of the information in your file. If you are missing any data in your file, or if any data in your file is incorrect, such as your file contains a non-state administered locality code that cannot be filed through this system, you must fix this in your file then reupload the file. NOTE: All text in your file must be in UPPER CASE and you must enter data in all required fields.

POSSIBLE ERROR MESSAGES: "Invalid City County Code" - the file contains a city/county code that is either incorrect or for a locality that cannot be filed through this system.

"Invalid Tax Type" - the locality specified does not levy that type tax.  This could also mean the data in the PJ field is incorrect.

"Invalid Rate Type" - the locality specified does not levy that rate type.

Click here to verify locality codes, tax types and rate types.

PROCESSING FILE:

Processing file image

From the "Processing File" page, the system will give the status of the processing cycle in the form of a bar graph. Please leave your browser window open during the processing of your file. The processing progress will automatically update every few seconds. Once all records in the file are processed, you will be taken to the "City / County Tax Summary" page.


CITY / COUNTY TAX SUMMARY:

City / County Tax Summary

From the "City / County Tax Summary" page, a summary of the net tax due for each locality is given. Enter any approved credit for State-administered taxes ONLY in the "Approved Credit Claimed" field then press the "Calculate" button. Press "Continue" to verify the return.


VERIFYING THE RETURN:

Verifying the return image

From the "Verify City / County Tax Return" page, verify that you have entered the correct amounts. You may edit the return if desired by clicking the "Edit Return" button found at the bottom left portion of the page. To edit the return, you must make the necessary changes to your upload file, then reupload the file.  Once complete, click the "Submit" button found at the bottom right portion of the last page of the return to file your return.


SUBMITTING THE RETURN:

To file your return, from the "Verify City / County Tax Return" page, click the "Submit" button at the bottom right portion of the last page of the return. Follow the screen prompts to make payment and to receive your filing confirmation number and a copy of your submitted return.


 

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This page revised 03/16/12.