Today is Tuesday, November 25, 2014
Important Notices!
*****  Administrative Law Division Move Effective October 1st, 2014  *****
The Taxpayer Fairness Act transfers Revenue's Administrative Law Division to the newly-created Alabama Tax Tribunal; their website is now http://taxtribunal.alabama.gov/.
 
General Instructions For Bulk Filing Alabama Tax Returns
General Instructions For Third Party / Bulk Filing Multiple Tax Returns for Clients or For Single Return Upload of State and Local Sales, Use, Rental, Lodgings and State Withholdings Taxes

To receive Third Party/Bulk Filing Status, you must submit the Third Party/Bulk Filing Application.  Third Party / Bulk Filing provides a registered Bulk Filer the ability to file multiple taxpayers' returns utilizing the Third Party Filing method, or the Bulk Filing method.

Third Party Filing method:  As a Third Party filer, you will be able to access the system with your own ADOR assigned Sign On ID and Access Code information and manually, using your computer keyboard, file returns on behalf of each of your clients without re-entering the system from the Main Menu.  After receiving Third Party status, return to the E-Filing site and enter your sign on information.  From the Main Menu, select "Third Party Bulk File for Client(s)."  Enter the client's Sign On ID and Access Code under the "Third Party Filing" box, and press "File Online."  The system will then take you to the Third Party Filing Menu, listing the returns available to be filed for that client.  When you are ready to file for the next client, return to the Third Party/Bulk Filing Menu and enter the next client's sign on information.

Bulk Filing method:  As a Bulk Filer, you will be able to access the system with your own ADOR assigned Sign On ID and Access Code information, and as an alternative to manually entering your clients' tax return data into the online tax return, you can upload a file containing all your clients' tax return information directly into the online return.  You must have received Third Party / Bulk Filer status to file using this method.  This powerful tool referred to as Bulk Filing allows you to map your 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.  Most software applications, either internally designed and developed or purchased off the shelf (Excel, Access, etc.), can meet this requirement.  Follow the instructions below beginning with "Select Filing Method" to create your file and import the file into the return.

Single Return Upload method:  If you are not a registered Bulk Filer and you wish to upload your tax return utilizing the upload a file feature, you can do so by following the instructions below beginning with "Select File Type."  Please note that the System will successfully process only your company's return information.  If you include tax return information in your import file for a company other than your own company, the System will reject those records in your import file as Failed Records..

SELECT FILING METHOD: 

From the "Main Menu" page, select "Third Party Bulk File for Client(s)."

SELECT TAX TYPE OF RETURN TO UPLOAD:

From the “Third Party / Bulk Filing Menu” page, under "Bulk Filing Menu," select a tax type from the list of seven returns that can be uploaded in this manner, then press the "Upload" button.  NOTE:  A separate file must be created for each tax type.  All records in a file should be of the same tax type.  The following seven returns can be bulk filed:  State Consumers Use Tax, State Withholding Tax, State 4% and 5% Lodgings Tax, City & County Sales, Use, Lodgings and Rental Tax, State Rental Tax, State Sales Tax, and State Sellers Use Tax. Example: Select File Type image

SELECT FILE TYPE:

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

Example:
Select File Type image

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, pertaining to a City/County Return: 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, for a City/County Return:  "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, for a City County Return: "7007","ST","GENER","$123,000.00","$100.00","0","N"

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: Each of the seven returns that can be bulk filed through an upload file, has a separate file layout.  Describe the fields in your file using the information provided on the File Layout page.  On the File Layout Screen, there are numbers on the left side of the form to reorder the field based on your file (you can use any numbers you want - the fields will be automatically renumbered when you hit the refresh button). For example, if the account number is the 9th field in your file you will put 9 in the box. When using a fixed-length file, specify the length of each field in your file. For numbers, if there is an implied decimal, specify how many decimal places are implied. If your file has fields that are not mentioned in the data layout, you can add a filler field in its place by checking the ADD FILLER Box and entering the Position of the field. These fields will be ignored when your file is processed.

Click the links below to view the File Layout screens which provide the fields of data that must be included in your upload files:

State Consumers Use Tax
State Withholding Tax
State 4% and 5% Lodings Tax
State Rental Tax
State Sales Tax
State Sellers Use Tax
City & County Sales, Use, Lodings and Rental Tax:
File Layout for Bulk Filing Upload
File Layout for Single Return Upload

UPLOAD FILE:

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.

Example: Send File image

PREVIEW FILE:

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 re-upload the file. If the results are valid, press the "Continue" button to begin processing the file.  Please note that if you press the "Continue" button to process the file prior to fixing any noted errors, the System will successfully process the valid records and provide you with a list of failed records.  See View Results below.

Error Code Descriptions:  https://aldor.efile.govconnect.com/web/alo_aaa/ErrorCodes.htm

NOTE:  If you are not pre-approved by the ADOR as a Bulk Filer, the only records in your import file that will process as "Successful Records" are those associated with your company's Sign On ID.

PROCESSING FILE:

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 view results page.

VIEW RESULTS:

The "View Results" page shows results relating to the upload file. The system will show the results for All Records, Successful Records, and Failed Records. Click "View" to view all records, and click "Save" to save  the text file containing the records. For failed records, “Save” will save all the failed records with the result error message column in the saved file, and “Save Failed Only” will save the failed records without the result column in the saved file.  The Confirmation Number and the date and time the return was successfully filed will be given upon viewing and/or saving the records.

NOTE:  If you are not pre-approved by the ADOR as a Bulk Filer, the only records in your import file that will process as "Successful Records" are those associated with your company's Sign On ID.