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File Layout Instructions For Filing Alabama Sales Tax Returns
File Layout Instructions For Bulk Filing a File Into the State Sales Tax Return

See the General Instructions for additional Bulk Filing information.

FILE LAYOUT:

From the "File Layout" page, define the content and order of your file. NOTE: When setting up your file, 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.

Example:File Layout image

YOUR FILE SHOULD CONTAIN THE FOLLOWING FIELDS OF DATA FOR EACH RECORD IN YOUR FILE:

Account Number: The maximum size for this field is 10 characters. Please note that if your account number has a space, the space must be included in the field. NOTE: Your file must contain valid, active account numbers.

Period End: The maximum size for this field is 8 characters. The period end field in your record should be in the format of CCYYMMDD.

Frequency: The maximum size for this field is 1 character. The frequency field in your record can be any one of the following frequency codes:
M = Monthly
Q = Quarterly
A = Annually
W = 13 Period Filer

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:
SS = State Sales
SE = State Sales with Estimate.

Gross Amt FARM-MFG, Gross Amt AUTO, Gross Amt MACH-VEND, Gross Amt OTHER*: The maximum size for this field is 13 characters.

Deductions Amt FARM-MFG, Deductions Amt AUTO, Deductions Amt MACH-VEND, Deductions Amt OTHER*: The maximum size for this field is 13 characters.

Number of Auto: The maximum size for this field is 4 characters. Enter the number of automotive vehicles withdrawn for use as demonstrators.

Estimated Prior Month*: The maximum size for this field is 13 characters. Estimated tax paid on previous month's return. NOTE: If you are not required by the ADOR to pay sales tax on an estimated basis, this field is not applicable to your return. If filing State Sales with Estimate, this field is required.

Estimated Current Month*: The maximum size for this field is 13 characters. Estimated tax due for the current month. The estimate must equal the lesser of 2/3 of your actual liability for the same calendar month of the preceding year or 2/3 of the current month's estimated liability. The estimate cannot be less than zero. NOTE: If you are not required by the ADOR to pay sales tax on an estimated basis, this field is not applicable to your return. If filing State Sales with Estimate, this field is required.

Over Collected Amount*: The maximum size for this field is 13 characters. Use this field to report amounts of tax over-collected pursuant to Sections 40-23-61 & 63, Code of Alabama 1975.

Credit Claimed*: The maximum size for this field is 13 characters. NOTE: Any credit for prior overpayment must be approved in advance by the ADOR. Credit claimed should not exceed the sum of Amount of Tax and Amounts Over-collected. Valid excess credit can be claimed on subsequent returns.

Amount of Tax*: The maximum size for this field is 13 characters. The amount of tax is the total tax before any discounts, credit claimed and amounts over-collected.

Payment Method: The maximum size for this field is 1 character. The payment method field in your record can be any one of the following payment method codes:
M = Mail by check
E = EFT Debit
V = EFT Credit
Z = Zero Tax Due
N = Negative Amount Due
X = E-File without payment

Funding Source:  The maximum size for this field is 1 character. This field pertains to whether or not an EFT payment is an International ACH Transaction (IAT). This field can be N (not IAT) or Y (IAT). This is a REQUIRED field if Payment Method is E.

Address:  The maximum size for this field is 35 characters. This is a required field if Funding Source equal Y.

City:  The maximum size for this field is 33 characters. This is a required field if Funding Source equal Y.

State:  The maximum size for this field is 2 characters. This is a required field if Funding Source equal Y.

Zip:  The maximum size for this field is 5 characters. This is a required field if Funding Source equal Y.

Zip +4:  The maximum size for this field is 4 characters. This is a required field if Funding Source equal Y.

Payment Date (CCYYMMDD): The maximum size for this field is 7 characters. The payment date field in your record should be in the format of CCYYMMDD. The Payment Date only applies to current returns filed before the Remit Due Date and cannot be a date beyond the Remit Due Date. This is a REQUIRED field if you are using payment method code E and filing current returns.

Bank Account Type: The maximum size for this field is 1 character. This field is required if payment method E is used. The bank account type field in your record can be any one of the following bank account type codes:
C = Checking
S = Savings.

Bank Routing Number: The maximum size for this field is 9 characters. This field is required if payment method E is used.

Bank Account Number: The maximum size for this field is 18 characters. This field is required if payment method E is used.

*FOR ALL DOLLAR FIELDS: 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 “Implied Decimals” is chosen, then all fields included in the calculation of the Amount of Tax should be implied, as well as the Amount of Tax field. No field may contain a decimal, including the Amount of Tax field. If using decimals, select "No Implied Decimals" from the drop box. NOTE: Enter only valid numbers in the dollar 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: If filing a zero-dollar return, you must enter a zero in at least one field.

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.