Commonwealth of Virginia - Virginia Department of Motor Vehicles
Contents
1. ACS Print Date 05 25 06 43 ACS State amp Local Solutions Inc Proprietary Information VISTA FT VIRGINIA TAX PAYER USER MANUAL The system returns the selected values back to the change screen Click OK to update the records Figure 4 9 E QA Virginia Fuels Tax E File System V1WEBEDI Window a EDI Error Detail Filing Info Trade Name ED 789 TEST Tax Type DS Postmark TS 05 24 06 12 05 23 PM FEIN 789789789 Return Period 2004 07 File 1D 00007831001_EDI_C11_DS_JULO4_RESUB T State No 78978978300 Return Type Original Data Source ED Confirmation 00007831001 EDI Analyzer Info Resolution C11 Process T 05 24 0612 05 22F ig Change DS 8971 Error Code Tax Type Fuel Type From Error Value DS 897 1 To DS 0651 C Delete Error Count 1 _ ok _ Cancel Jur Mst Tx Return Sch FuelExp Det Ret DatRet Buyer Seller Cd Acct Typ Period Typ Typ St Seg Sq Src Typ i 789021 Ds 200407 Fein Jur Tax No Buyer Seller Name Fein fi ar fox 1 E 0 283789788 78978578900 AMOLADE CORPORATION 5A771701 ACE TRA ACS Print Date 05 25 06 44 ACS State amp Local Solutions Inc Proprietary Information VISTA FT VIRGINIA TAX PAYER USER MANUAL Confirm the update by clicking Yes The system updates the records Figure 4 10 DER EDI Error Detail E QA Virginia Fuels Tax E File System V1WEBEDI Filing Info Trade N2. Jurisdiction VA Tax Type DS Return Type Original RetumSeg 1 Transmission Status Incomplete Access Add Schedule Type Export State Product Type JE m m Carrier Name Carrier FEIN Mode POO TCN Origin Address i County St Zip Cntr i POD TCN Destination Address i Zip Gallons Purchaser Seller Name PIS FEIN Recv Ship Dt Document Net Gross Billed The information can be entered by typing it into the field or by clicking the down arrow next to some of the fields and choosing the value from the window that pops up When a record is complete click the Add Schedule button to store the data and clear the fields to enter subsequent records Once a Schedule Detail has been added it will appear in the queue shown in Figure 2 6 ACS Print Date 05 25 06 16 ACS State amp Local Solutions Inc Proprietary Information VISTA FT VIRGINIA TAX PAYER USER MANUAL SELECTION BOX SCHEDULE TYPE Figure 2 7 E ACS State and Local Solutions Inc V1WEBASCII Window Name ASCII 456 TEST FEIN SSN 456456456 License 45645645601 Month Year 02 2006 Jurisdiction VA Tax Type DS Return Type Original RetunSeq 1 Transmission Status Incomplete Access Add Schedule Type Export State Product Type Schedule Types e z A x Find Code 1 Carrier Name Gallons re VA e Gallons received VA tax unpaid Gallons received using a tax exempt c
3. Original or amended file Original Amended Select the filing period from the drop down menus Select Month Select Year Continue with EDI File Transfer Enter Virginia Tax Return System gt Note To submit an amended tax return an original must exist for that filing period ACS Print Date 05 25 06 27 ACS State amp Local Solutions Inc Proprietary Information VISTA FT VIRGINIA TAX PAYER USER MANUAL In the next step choose the month of the filing period for the file you are submitting Figure 3 4 E Virginia Fuels Welcome Page Microsoft Internet Explorer x File Edit View Favorites Tools Help a Que 4 x a O Search she Favorites O 2 amp Ly D 3 i Address 48 https test mvs e filing com v 1ft v 1ftprod02 asp x Go Links ve Sax E Filing System VIRGINIA FUELS TAX E FILE Welcome All fields are required Information that you enter on this screen does NOT change the contents of your electronic file You must make intended changes inside the file For example if you are trying to send an amended file your file must contain that information in the corresponding field IMPORTANT For amended returns do not resubmit all return data Only submit correcting data and data not previously reported in the original or a prior amended return To submit your EDI X12 or ASCII files complete the following information Select
4. ACS Print Date 05 25 06 34 ACS State amp Local Solutions Inc Proprietary Information VISTA FT VIRGINIA TAX PAYER USER MANUAL SECTION IV EDI REVIEW ACS Print Date 05 25 06 35 ACS State amp Local Solutions Inc Proprietary Information VISTA FT VIRGINIA TAX PAYER USER MANUAL 4 1 ACCESSING EDI REVIEW EDI filers can access the EDI Review section by logging into the web site as normal and then clicking the button at the bottom of the page labeled Enter Virginia Tax Return System Figure 4 1 E Virginia Fuels Welcome Page Microsoft Internet Explorer Que Q x ao Es JO search Le Favorites H B e fa LJ ad 3 Address a https test mvs e filing com v 1ft v iftprod02 asp y Go Links gt Ei y ET Soba Pees a E ER Jeg A ZSAE are Og Virginia Fuels tax E Filing System Welcome All fields are required Information that you enter on this screen does a file For example if you are trying to send an a to Alert IMPORTANT For amended returns do not res original or a prior amended return i Wi are about to be redirected to a connection that is not The information you are sending to the current site might be retransmitted to a nonsecure site Do you wish to continue le You must make intended changes inside the EsSlation in the corresponding field ata and data not previously reported in the Select the type of tax rep
5. Password Change Password There are no standards required for the password 128 bit encryption is used to protect the self chosen passwords The tax payer has the ability to change their password at any time if it is believed to have been compromised Protection of the password is the tax payer s responsibility ACS Print Date 05 25 06 5 ACS State amp Local Solutions Inc Proprietary Information VISTA FT VIRGINIA TAX PAYER USER MANUAL After successful completion of the password change the system will notify the User that the Password was successfully changed The User will receive confirmation as shown below in Figure 1 4 If not they will be prompted to reenter the password information again Figure 1 4 x 2 CHANGE PASSWORD SCREEN Microsoft Internet Explorer O 90 100 Ps row O BB wi DOs Address a https test mvs e filing com v 1ft v 1ftChangePassword asp x Go Links 2 a a eA ENEE EE a Us dax E Filing System CHANGE PASSWORD Microsoft Internet Explorer A Your password was changed successfully Please press OK to continue Click the OK button to return to the logon screen and reenter the system with your new password gt If you are filing your taxes by Web Direct Forms continue on to Section II This section will discuss the steps necessary to create edit and submit your tax returns using web based forms by directly entering in your tax and sc
6. 7 2 1 CONFIRMATION NUMBER QUEUE ccceesccessceessecesneecaeceseeeceaeceeneecsaeeeeeeecaeceeeeessaeeeeneees 9 2 2 CREATE NEW TAX RETURN 2 0 cece ceeccesceensccesececnsecesacecsaeesceecoaecesneecsaeceaeecsaeeesneeeaeensaes 11 2 3 TAX RETURN BUTTONS rreson orainean renien aa a eE E EEEE EEN EOG ERE ES 14 2 4 ENTERING SCHEDULE DETAILS sseessesssessresssesrosssssseeseesoesoerserescessressesssessoseeoeseossrceseessese 15 2 5 SUBMITTING A RETURN seccesssiecscctsccvesvscretetvancdusets santdesd excuse tb aceteiveneducenvaceudetacancenseczevacteewee 23 SECTION UWS EDU sissivssssccsessseesscsasssseacenessussassovessess sesseosesescosess odesseessounssasossesuassvessoasessasbeseasessssasseatasvsoasses 24 3 1 FILE UPLOADING ucraniana ide ies 25 SECTION IV EDI REVIE Wo ccoc nooocinionsoioncioioncciococincontaric nnooscornc nnconociacinccnracoroncrncconcocnc ncaniacinconecninss 35 4 1 ACCESSING EDI REVIEW ccsssscssscesssecnsccesssscnsecesssecnscessssecosesesssnensessssssconesensesonsessnass 36 4 2 EDI REVIEW SCREEN ccssssssccssrsssssccossssesscsnssssenseovsnsesecesorssenseovsnssencesoasssensespsssssncessanss 38 4 3 UNRESOLVED ERRORS csescssssecssscesssscnsceesssscnsecessseenscessssscnsesensssensessnsssonsessnsesensessness 39 SECTION VI EXIT SYSTEM e sessessossesosssssessosesssossssoscsesesssssessosossoocsesosssssossososesossssoossosossosoessossssoossssoss 49 5 1 EXITS Yo TEM da a bias eta ae eee eta eee 50
7. ACS Print Date 05 25 06 11 ACS State amp Local Solutions Inc Proprietary Information VISTA FT VIRGINIA TAX PAYER USER MANUAL SECTION I ENTERING THE SYSTEM ACS Print Date 05 25 06 l ACS State amp Local Solutions Inc Proprietary Information VISTA FT VIRGINIA TAX PAYER USER MANUAL 1 1 INTRODUCTION Welcome to the Commonwealth of Virginia Electronic Fuel Tax Filing System This service will allow users to electronically create and submit tax returns to the Department of Motor Vehicles via the Internet Throughout this manual the individual that is designated to submit fuel tax return data will be referred to as the Web Filer or Web User State officials at the Virginia DMV that oversee and process fuel tax return data will be referred to as the Jurisdiction User Note The Jurisdiction User cannot alter a Web Filer s tax return or its schedule detail information When a Web Filer creates a return the Jurisdiction User will only be able to view the return and create Corrections associated to the Web Filer s return The Web Filer can create Original and or Amendment returns Web Users can gt Create Returns for the business they represent They can create web user tax returns not previously started by the Jurisdiction User Web Users can create Original and Amendment type returns They can not update an Original that was created by a Jurisdiction User They can only file an Amendment to the Original gt
8. It records who resolved the error when and what action was taken The Accept Error and Remove Return actions require the user to enter notes for audit trail purposes The bottom section of this screen provides the user a list of schedule details associated with the filing These details are for viewing purposes only The schedule detail section will appear blank if all errors have been resolved ACS Print Date 05 25 06 42 ACS State amp Local Solutions Inc Proprietary Information VISTA FT VIRGINIA TAX PAYER USER MANUAL On the Change To line click the dropdown list button the down arrow to the right of the To line to display a list of valid Return Type Product Type Schedule Type options Scroll down the list to locate the correct combination Click OK when the correct combination is selected Figure 4 5 E QA Virginia Fuels Tax E File System V1WEBEDI Window Filing Info Trade Name ED 783 TEST Tax Type DS Postmark TS 05 24 06 12 05 23 PM FEIN 789789789 Return Period 2004 07 File 1D 00007831001_EDI_C11_DS_JULO4_RESUB T State No 78978978900 Return Type Original Data Source ED Confirmation 00007831001 EDI Analyzer Info Process TS 05 24 06 12 05 22 F Error Count 1 Error Code Tax Type Fuel Type Error Value DS 897 1 To DS 0651 Resolution C11 Change From DS 897 1 O Delete Ok Jur Mst Tx Retum Sch FuelExp Det Ret DatRet Cd Acct Typ Period Typ Typ St Seq E Src Typ Fe Cancel Eind
9. MANUAL After the file has finished transmitting you will see a confirmation page that contains the confirmation number This number can be used by Virginia to help track the incoming file through the processing steps Figure 3 9 F Confirmation Page Microsoft Internet Explorer File Edit View Favorites Tools Help a Qe O HAO e now 2 2 LOB Address 4 https test mvs e flling com v 1ft v 1ftconfirm asp x Go Links Virginia Fuels fax E Filing System CONFIRMATION PAGE Thank you for using the Virginia E File System We have received your file The status of your file will be available on the next business day Remember Only successful files can be converted to a tax return and you must logon again to actually create and submit your return Your confirmation number is 00007830 Click the Printer Friendly button to display more details on your submission Use your browsers print option to print either the confirmation page or the submission detail page We recommend printing this page before exiting or submitting another file If you fail to do so you will not be able to print it ata later time tana Return to Welcome Page LOGOUT ACS Print Date 05 25 06 33 ACS State amp Local Solutions Inc Proprietary Information VISTA FT VIRGINIA TAX PAYER USER MANUAL You may wish to print this page for your records Click the printer friendly icon in the lower left corner of the image on
10. TAX PAYER USER MANUAL 2 4 ENTERING SCHEDULE DETAILS When a Tax Return has been created using the option Schedule the user is required to enter supporting Receipts and Disbursements The system provides a facility to enter receipts and disbursements Select the Schedule button from the Tax Return header section to access the screen below Figure 2 6 E ACS State and Local Solutions Inc V1WEBASCII Window ra VISTA FT Reset Filters Name ASCII 456 TEST FEIN SSN 456456456 License 45645645600 Month Year 02 2006 Jurisdiction VA Tax Type DS Return Type Original RetunSeq 1 Transmission Status Incomplete Access Update Exp Det Ret Upd Tm Buyer Seller Buyer Seller Rev Ship Billof Destination T Gallons Sch Fuel State Seg Seq Ind Md Name FEIN Date Lading TCN City State Net Gross Billed a las A o ES NS E E A BY Total Gallons gt Net Gross Ss Biled The User cannot enter Schedule Details onto this screen To begin entering Schedule Details click the Add button ACS Print Date 05 25 06 15 ACS State amp Local Solutions Inc Proprietary Information VISTA FT VIRGINIA TAX PAYER USER MANUAL Figure 2 6a E ACS State and Local Solutions Inc Y1WEBASCII Window CTAN Name ASCII 456 TEST FEIN SSN 456456456 License 45645645600 Month Year 02 2006
11. button The system opens the record for modification When the user is completed with the modification they click the Save button to save the change gt Delete This button will delete a single record from the list The user highlights the record that needs to be deleted and presses the delete button gt View Pressing the view button will take you in to view the highlighted record When view is pressed no modifications can be made gt Close Pressing close will return you to the face copy totals page of the tax return ACS Print Date 05 25 06 21 ACS State amp Local Solutions Inc Proprietary Information VISTA FT VIRGINIA TAX PAYER USER MANUAL SCHEDULE DETAIL DESCRIPTION OF TERMS Table 2 2 ITEM SAMPLE VALUE DESCRIPTION Name ACS DEF Oil Company Trade Company or Legal Name FEIN SSN 123400014 Federal Employer Identification Number or Social Security Number for individuals License 12340001400 State assigned number Month Year 03 2005 Return Period for tax return Jurisdiction VA State the Tax Return is being filed in Tax Type DS The tax type filed on the Original tax return Return Type Original Can be Original Amendment or Correction Return Seq 1 Return Sequence Number Original is always 1 amendments and corrections will follow incrementally Transmission Status Incomplete This term is discussed above in Table 1 2 Access Update VISTA FT account sta
12. job to file on their computer DELETE Allows the Web User to delete the Tax Return displayed including any supporting receipts and disbursements The Delete button is disabled if the Transmission Status is other than Not Requested FILER PROFILE This button is never active for a filer This button is only used by the Jurisdiction Users SUBMIT Marks a Web User s completed Tax Return for transmission to the Virginia DMV Once the return is submitted it is sent to the Virginia financial system At this point no further changes can be made After the financial system has processed the return the status is changed to Successful Once this has occurred the only means to change the return information is to create an amended return CALCULATE This button is used to validate changes to calculations on the Main Tax Return or re accumulate gallons and validate calculations from Schedule Details supporting the Tax Return Note When the Calculate button is used within a Tax Return created using Schedule Details the system re executes every underlying calculation If any changes were made to the return the system will change the values on the face of the Tax Return SAVE Saves the changes just performed to the Tax Return CLOSE Exits the current Tax Return and returns to the Tax Return Queue EDI Review Queue screen ACS Print Date 05 25 06 14 ACS State amp Local Solutions Inc Proprietary Information VISTA FT VIRGINIA
13. one easy to use screen This screen consists of two sections the Tax Return Queue and the EDI Review Queue Figure 2 2 IM QA Virginia Fuels Tax E File System V1CLIENT DER Window Ga Confirmation Number Queue Virginia 1S fax E kiling System Confirmation Number 60 Retrieve Filing Details Create New Tax Return Restore View Close TAX RETURNS Confirmation Tax Type Period Return Type License TCN FileName Postmark Status 00006944000 Distributor 2005 07 Original 52078497100 FT APPLICATION 05 11 2006 Incomplete 00007648001 Provider of Altemati 2005 04 Correction 52078497100 DATA_ENTRY 05 23 2005 Successful 00007622001 Distributor 2005 04 Correction 52078497100 DATA_ENTRY 05 24 2005 Successful 00007272001 Provider of Altemati 2005 04 Original 52078497100 FT APPLICATION 05 23 2005 Successful 00007224001 Distributor 2005 04 Original 52078497100 FT APPLICATION 05 24 2005 Successful HISTORY EDI REVIEW 00006943000 Distributor 2006 02 Original FT APPLICATION 05 11 2006 Incomplete f 00006944000 Distributor 2005 07 Original FT APPLICATION 05 11 2006 Incomplete El y The upper section of the screen is the Tax Return Queue This queue contains all tax returns entered into the system It identifies the current status of each return in the queue The bottom section of the screen is the EDI Review Queue This queue is not used for Web Users only It is for correcting EDI filing errors and will be empty for this type of filer g
14. portion of the screen This is a read only copy of the details used for referencing when investigating an Unresolved Error Use the scroll bar at the bottom to view more record details W QA Virginia Fuels Tax E File System V1WEBEDI Window a EDI Error Detail Filing Info Trade Name ED 789 TEST Tax Type DS Postmark TS 05 24 06 12 05 23 PM FEIN 789789789 Return Period 2004 07 File 1D 00007831001_EDI_C11_DS_JULO4_RESUB T State No 78973978900 Return Type Original Data Source ED Confirmation 00007831001 EDI Analyzer Info Resolution Info Process TS 05 24 06 12 05 22 PM Resolved 2 No On Error Count 1 Action Error Code Tax Type Fuel Type Schedule Type Mismatch Action Value Error Value DS 897 1 Notes Jur Mst Tx Return Sch FuelExp Det Ret DatRet Buyer Seller Cd Acct Typ Period Typ Typ St Seq Sq Sic Typ Fein Jur Tax No Buyer Seller Name Fein 24 zeai los 200807 fi ear Sex 1 E O 789783789 78978378900 AMOLADE CORPORATION O S077170 ACE TR Note Click the Close Schedule button to hide the Schedule Details Click the Print Preview button to obtain a printable copy of the detail ACS Print Date 05 25 06 41 ACS State amp Local Solutions Inc Proprietary Information VISTA FT VIRGINIA TAX PAYER USER MANUAL The EDI file reported an invalid product code for the schedule and return reported Click the Resolve Error button to co
15. returns be transmitted to Virginia Can no longer be modified gt Successful Successfully accepted by the Virginia financial system ACS Print Date 05 25 06 10 ACS State amp Local Solutions Inc Proprietary Information VISTA FT VIRGINIA TAX PAYER USER MANUAL 2 2 CREATE NEW TAX RETURN The first section of the Main Menu screen is the Tax Return Queue section This section lists all the tax return entered into the system When creating a new tax return the Web User has two options The first option is to just click the Create New Tax Return button The system displays the Tax Return Selection screen shown in Figure 2 3 below The screen may or may not contain the necessary selection information The user is required to select all the criteria to create the return The second option is to select a specific tax return record on the Tax Return Queue before clicking on the Create New Tax Return button By selecting a specific return record the system populates the Tax Return Selection screen with the necessary account information obtained from the selected record This option prefills the selection criteria to reduce the time required to select the information manually The Web User highlights a specific record and selects the Create New Tax Return button from the main menu the Tax Return Selection screen is displayed The fields in this screen will auto populate based on the information associated with the return and a
16. 07823001_EDI_C32_PS_APF 05 18 2006 Incomplete 00007821001 Motor Fuel Transpo 2005 01 Amendment 78978978900 00007821001_EDI_C28_TR_JAN 05 18 2006 Incomplete HISTORY 7 EDI REVIEW 00007830000 Distributor 2006 05 Original MAY_2006_TEST_FILE TXT 05 24 2006 X 12813 File Receive 00007825001 Aviation Consumer 200511 Amendment D0007825001_EDI_C38_AC_NO 05 18 2006 EDI Filing Removed 00007817001 Blender 2005 10 Original 00007817001_EDI_C15_BL_OCT 05 18 2006 Incomplete 00007828001 Distributor 2005 09 Original 00007828001_EDI_C48_DS_SEF 05 18 2006 Incomplete 00007827001 Occasional Importe 2005 07 Original 00007827001_EDI_C47_OI_JULC 05 18 2006 Incomplete 00007819001 Distributor 2005 07 Original 00007819001_EDI_C20_DS_JUL 05 18 2006 Incomplete 00007826001 Elective Supplier 2005 06 Original 00007826001_EDI_C46_ES_JUN 05 18 2006 EDI Filing Removed 00007824001 Bonded Importer 2005 05 Amendment 00007824001_EDI_C37_BI_MAY 05 18 2006 Incomplete gt To view the details of a record highlight the record in the History EDI Review section and click the Retrieve Filing Details button ACS Print Date 05 25 06 38 ACS State amp Local Solutions Inc Proprietary Information VISTA FT VIRGINIA TAX PAYER USER MANUAL 43 UNRESOLVED ERRORS This screen displays a more detailed view of the record gt Unresolved Errors A list of critical EDI errors that require action by the user in order for the filing to become the tax return File submissi
17. 1 800 234 1009 extension 2054 3 128 bit encryption 1 2 1 Login Connecting to Our Web Site gt Connect to your Internet Service Provider or on line service AOL Bellsouth etc gt Type the following URL Connection address into the Web Address field and press the Enter key on the keyboard or click the go search button with the mouse on your browser bar The browser displays the Web page shown in Figure 1 1 below https www mvs e filing com vlft vlftlogin asp 3 LOGON PAGE Microsoft Internet Explorer File Edit View Favorites Tools Help a gt O Ad amp a Qu x Bl fD Sera Le Favorites A amp fel laa Q 3 Address a https test mvs e filing com v 1ft v 1ftlogin asp x Go Links A CUSTOMER LOGIN VIRGINIA Fuels Tax E File System Password az 1 First Time Access e Before logging into the E Filing Application open this link Fuels Tax Browser Setup Instructions for important browser setup information Notice to the User e For security purposes please enter the username and password that were supplied to you by the Virginia Department of Motor Vehicles If you do not have this information please call 804 367 4328 to receive further instructions If you are unable to receive the information you require please call 1 800 234 1009 Press 1 then 2054 to reach an E File representative You may also reference the instruction manual available online by cli
18. 3 1 FILE UPLOADING If you send an EDI or ASCII tax return to the Virginia Department of Motor Vehicles you will be automatically directed to the screen shown below after you have entered your user name and password Figure 3 1 E Virginia Fuels Welcome Page Microsoft Internet Explorer DES Fie Edit View Favorites Tools Help ay Ou O RAG sa fraes E 2 2 m Los Address El https test mvs e flling com v 1ft v 1ftprodO2 asp x Go Links gt Virginia UelS dax E Filing System VIRGINIA FUELS TAX E FILE Welcome All fields are required Information that you enter on this screen does NOT change the contents of your electronic file You must make intended changes inside the file For example if you are trying to send an amended file your file must contain that information in the corresponding field IMPORTANT For amended returns do not resubmit all return data Only submit correcting data and data not previously reported in the original or a prior amended return To submit your EDI X12 or ASCII files complete the following information Choose One n Select the type of tax report from the drop down menu Combined_Filer El Original or amended file Original Amended O Select the filing period from the drop down menus Select Month Select Year Continue with EDI File Transfer Enter Virginia Tax Return System ACS Print Date 05 25 0
19. 5 18 2006 Successful 00007823001 Permissive Supplier 2005 04 Original 78978978900 00007823001_EDI_C32_PS_APF 05 18 2006 Incomplete 00007821001 Motor Fuel Transpo 2005 01 Amendment 78978978900 00007821001_EDI_C28_TR_JAN 05 18 2006 Incomplete HISTORY 7 EDI REVIEW 00007830000 Distributor 2006 05 Original MAY_2006_TEST_FILE TXT 05 24 2006 X 12813 File Receive 00007825001 Aviation Consumer 2005 11 Amendment 00007825001_EDI_C38_AC_NO 05 18 2006 EDI Filing Removed 00007817001 Blender 2005 10 Original 00007817001_EDI_C15_BL_OCT 05 18 2006 Incomplete 00007828001 Distributor 2005 09 Original 00007828001_EDI_C48_DS_SEF 05 18 2006 Incomplete 00007827001 Occasional Importe 2005 07 Original 00007827001_EDI_C47_O_JULC 05 18 2006 Incomplete 00007819001 Distributor 2005 07 Original 00007819001_EDI_C20_DS_JUL 05 18 2006 Incomplete 00007826001 Elective Supplier 2005 06 Original 00007826001_EDI_C46_ES_JUN 05 18 2006 EDI Filing Removed 00007824001 Bonded Importer 2005 05 Amendment 00007824001_EDI_C37_BILMAY 05 18 2006 Incomplete ACS Print Date 05 25 06 50 ACS State amp Local Solutions Inc Proprietary Information
20. 6 25 ACS State amp Local Solutions Inc Proprietary Information VISTA FT VIRGINIA TAX PAYER USER MANUAL Use the first drop down menu to choose the tax type of the file you are uploading For example if you are submitting a file for the Distributor tax type then select the Distributor item in the drop down menu If you are submitting a file that contains more than one tax type in it then choose the Combined Filing option in the drop down menu 3 Virginia Fuels Welcome Page Microsoft Internet Explorer File Edit View Favorites Tools Help ay Qe Q x a yo Search Sh Favorites e 2 wj ls C 33 Address l https test mvs e filing com v 1ft v 1ftprod02 asp x Go Links Es VIRGINIA FUELS TAX E FILE Welcome All fields are required Information that you enter on this screen does NOT change the contents of your electronic file You must make intended changes inside the file For example if you are trying to send an amended file your file must contain that information in the corresponding field IMPORTANT For amended returns do not resubmit all return data Only submit correcting data and data not previously reported in the original or a prior amended return To submit your EDI X12 or ASCII files complete the following information Select the type of tax report from the drop down menu iris eae 2 Original or amended file Original Amended O Select the filing period from the drop down
21. EIN E85 ss Billed Undefined Other Products Blending Components Alcohol Gasohol Aviation Gasoline Jet Fuel Kerosene Undyed Low Sulphur Kerosene Undyed High Sulphur Kerosene Undyed No 1 Fuel Oil Undyed Heating Oil gt Product Type list displays the allowable product codes defined for the Tax Return currently being created Different tax returns provide different product type select lists ACS Print Date 05 25 06 18 ACS State amp Local Solutions Inc Proprietary Information VISTA FT VIRGINIA TAX PAYER USER MANUAL SELECTION BOX TRANSPORTATION MODE Figure 2 10 E ACS State and Local Solutions Inc V1WEBASCII Window Name ASCII 456 TEST FEIN SSN 456455456 License 45645645600 Month Year 02 2006 Jurisdiction VA Tax Type DS Return Type Original Retum Seq 1 Transmission Status Incomplete Access Add Schedule Type Export State Product Type Carrier Name Carrier FEIN Mode POOTCN Origin Address County St Zip PODTCN Destination Address City County St Zip E Transportation Mode ASA x Purchaser Seller Name PIS FEIN Find Mode Transportation Mode Book Adjustment Truck Pipeline Rail Ship Great lakes or ocean marine vessel State Adjustment Stick Transfer Cancel gt Mode lists FTA defined transportation mode codes Note Not all fields are mandatory If a field is mandatory and you do not enter data in the required f
22. Update Returns that were created only by the Web User and have not been submitted gt View Returns created under the account the Web User is registered to file for gt Manage EDI Errors that are created when bad data is sent in the file Depending on the type of error this can include resolving the error or removing the error Jurisdiction Users can gt Create Returns for any company They can create web user tax returns not previously started by the Web Filer Jurisdiction Users can create Original Amendment and Correction type returns but may not update an Original that was created by a Web Filer They can only create Corrections to Original returns filed by the Web User gt Update Returns created by Jurisdiction User only gt View Returns created by any User 1 2 LOGGING ON TO SYSTEM Computer Recommendations gt Windows 2000 or higher gt Pentium II 400 MHZ or faster processor Pentium IV recommended gt 256 MB RAM or higher 512 recommended gt 10GB hard drive gt Adobe Acrobat 5 5 or higher for printing gt Internet Connection high speed recommended gt 56K V 90 modem for dialup users ACS Print Date 05 25 06 2 ACS State amp Local Solutions Inc Proprietary Information VISTA FT VIRGINIA TAX PAYER USER MANUAL gt Web Browsing Capability 1 Microsoft Internet Explorer Version 6 0 Preferred Browser 2 Netscape Users need to contact ACS technical support VISTA FT Client Analyst at
23. VISTA FT VIRGINIA TAX PAYER USER MANUAL Commonwealth of Virginia Electronic Filing Program for Fuel Taxes Taxpayer User Manual Version 1 0 Date May 2006 ACS Print Date 05 25 06 i ACS State amp Local Solutions Inc Proprietary Information VISTA FT VIRGINIA TAX PAYER USER MANUAL ASC State and Local Solutions Private Data This document contains proprietary information concerning the design and system requirements of the VISTA FT processing system This document and its contents are not to be disclosed to persons other than authorized employees or carriers of the jurisdiction who are reviewing or utilizing this document This document may not be reproduced or disclosed without the expressed written consent of ACS State and Local Solutions Inc A C S 2002 ACS State amp Local Solutions Inc ACS Print Date 05 25 06 i ACS State amp Local Solutions Inc Proprietary Information VISTA FT VIRGINIA TAX PAYER USER MANUAL TABLE OF CONTENTS SECTION I ENTERING THE SYSTEM uu cscsssccsscsssscccccssscssscsssccssccsscesecssccsscesscssscsssescssscsssssssssseseees 1 1 1 INTRODUC HON A OO 2 1 2 LOGGING ON TOS YSTEMS scccssmesceeticcsens cites meres EE EEEE rete E e EE eS 2 1 21 LOGIN seseina EER EEE E E R EEEN E EEE RE 3 12 2 CHANGE PASSWORD sisas tonal 5 SECTION Il WEB DIRECT csssssssssssssssssscssosssosssoncseacssnsssssssssecssecssecscsseosscsssosssosesosssnsssnsssnsvsnoves
24. ame ED 789 TEST Tax Type D5 Postmark TS 05 24 06 12 05 23 PM FEIN 789789789 Return Period 2004 07 File 1D 00007831001_EDI_C11_DS_JULO4_RESUB T State No 78978978300 Return Type Original Data Source ED Confirmation 00007831001 EDI Analyzer Info Resolution C11 Process TS 05 24 0612 05 22F y Change Error Count 1 From DS 8971 Error Code Tax Type Fuel Type 1 Error Value DS 897 1 To DS 0651 O Delete Ok Jur Mst Tx Retum Sch FuelExp Det Ret DatRet Cd Acct Typ Period Typ Sq Src Typ ACS Print Date 05 25 06 45 ACS State amp Local Solutions Inc Proprietary Information VISTA FT VIRGINIA TAX PAYER USER MANUAL After all errors are corrected click the Close button to close the unresolved errors screen to return to the Confirmation Number Queue Figure 4 11 Ml QA Virginia Fuels Tax E File System V1WEBEDI DER 3 EDI List UNRESOLVED ACS Print Date 05 25 06 46 ACS State amp Local Solutions Inc Proprietary Information VISTA FT VIRGINIA TAX PAYER USER MANUAL When the EDI errors are all corrected and you return to the Confirmation Number Queue where you can view or create tax returns view history or correct additional EDI Review errors Click on the Restore View button to refresh the screen The corrected return is available for completion Figure 4 12 E QA Virginia Fuels Tax E File System V1WEBEDI Window A Confirmation Number Queue Confirmation Number Retrieve F
25. ard code Gallons of non taxable fuel imported from a terminal Gallons of Aviation Jet Fuel sold to licensed Aviation Consumers tax not collected Gallons pulled from bulk storage for export Gallons sold tax exempt to the U S Government or other tax exempt persons Gallons sold at retail tax not collected using a credit card or fleet card to U S Government or other tax e Gallons sold to Virginia state or local government Gallons sold at retail tax not collected using a credit card or fleet card to Virginia state or local governme Purchaser Seller Name gt The Schedule Type list displays the allowable schedule types for the selected Tax Return Different tax returns provide different schedule type select lists ACS Print Date 05 25 06 17 ACS State amp Local Solutions Inc Proprietary Information VISTA FT VIRGINIA TAX PAYER USER MANUAL SELECTION BOX PRODUCT TYPE Figure 2 8 E ACS State and Local Solutions Inc V1WEBASCII Window Name ASCII 456 TEST FEIN SSN 456456456 License 45645645600 Jurisdiction VA Tax Type DS Return Type Original RetunSeq 1 Transmission Status Incomplete Schedule Type Export State Product Type E E m Product Types x Carrier Name Carrier FEIN Mode pooten Find El Code Fuel Name Gasoline 0 Gasoline MTBE POD TCN Kerosene Dyed Zip Low Sulphur Kerosene Dyed High Sulphur Kerosene Dyed E75 Ins Purchaser Seller Name PIS F
26. b E SECTION 2 PENALTY AND INTEREST CALCULATION 8 LATE REPORTS ONLY Record the penalty for late report 9 LATE REPORTS ONLY Calculate The interest for late reports at 0 1 times Line 8 Compounded monthly 10 Add together Lines 3 and 9 to calculate the Total Amount Due 4l By using the vertical scroll bar on the right the User can review the amounts shown on the return If changes need to be made click the Schedule button to access the details screen and make any necessary corrections Note At this time the User may choose to click the Calculate button For details of this process reference Section 2 3 above If the User has completed the Tax Return they can click the Submit button The system marks this submission Submitted These returns will be sent to the Virginia financial system later that evening When these returns are processed by financials the status will be changed to Successful If the users has not completed the filing and wants to exit the system and return at a later time to complete the return the User may also click the Close button to return to the Main Menu and finish and or submit this filing at a later date ACS Print Date 05 25 06 23 ACS State amp Local Solutions Inc Proprietary Information VISTA FT VIRGINIA TAX PAYER USER MANUAL SECTION III EDI ACS Print Date 05 25 06 24 ACS State amp Local Solutions Inc Proprietary Information VISTA FT VIRGINIA TAX PAYER USER MANUAL
27. ccount selected from the Tax Return Queue Some of the information can be changed by clicking the down arrow to the right of the field to display a drop down list of values for selection To create a new tax return the Web User must select a new Return Period or change the Tax Type if they file more than one type Figure 2 3 EE ACS State and Local Solutions Inc Y 1CLIENT ep VISTAJFT Accourk Selection Criteria 8 Account Name Accourk m State Number FEIN Tex Type Dictnbutor oo Retum Period Februay 2006 TOLD A E Retum Mode All five selection boxes must be populated with the correct information in order to create a Tax Return The descriptions below are for each of the drop down list boxes displayed on the account selection screen ACS Print Date 05 25 06 11 ACS State amp Local Solutions Inc Proprietary Information VISTA FT VIRGINIA TAX PAYER USER MANUAL ACCOUNT Provides the name of the company that is filing the return Ifthe company has several License Numbers the correct one can be chosen by clicking the down arrow to the right of the field Only accounts associated with the filer are displayed TAX TYPE LICENSE Provides a list of licensed Tax Type s for the selected account If an account is not selected all tax types are displayed This field will auto populate based on the selection made in the Account box RETURN PERIOD Provides a list of Tax Return filing pe
28. cking here Fuels Tax E File Instructions You will have limited attempts to login to the system If you fail to login your account will be locked out If you are locked out please call 804 367 4328 to have your account released If you are unable to reach someone at this number please call 1 800 234 1009 Press 1 then 2054 to reach an E File representative If you receive an error message indicating that your browser does not support 128 bit encryption you must upgrade your browser 128 bit High Encryption Please use this link for assistance e This application works best with a browser of Internet Explorer 5 5 or i Gees To upgrade e instructio ns and downloads Please refer to internet Explorer Netscape Users Please refer to Netso is We z ctions and downloads k ACS Print Date 05 25 06 3 ACS State amp Local Solutions Inc Proprietary Information VISTA FT VIRGINIA TAX PAYER USER MANUAL gt To access the Tax Return system the Web User will enter the User ID and Password provided and clicks the Login button The User ID and Password was provided to you by the Virginia DMV or your ACS client analyst at the time of registration Tax payers that file by Web Direct Forms will see a Security Alert window when they click the Login button see Figure 1 2 This is normal and is just informing you that you are transitioning from the Internet Explorer security to a web based Oracle form that uses a di
29. e e If you receive an error message indicating that your browser does not support 128 bit encryption you must upgrade your browser_128 bit High Encryption Please use this link for assistance e This application works best with a browser of Internet Explorer 5 5 or greater To upgrade internet Explorer Users Please refer to the Microsoft s Downloads Web Site for more instructions and downloads Netscape Users Please refer to Netscsce s Downloads Web Site for more instructions and downloads v ACS Print Date 05 25 06 4 ACS State amp Local Solutions Inc Proprietary Information VISTA FT VIRGINIA TAX PAYER USER MANUAL 1 2 2 Change Password The first time a new tax payer enters the system they will be prompted to change their password The Change Password screen will allow the user to change the provided Password to a self created Password The system requires the old Password to be entered and the new Password be entered twice to confirm the change Once this has been done click the Change Password button as shown in the Figure 1 3 Figure 1 3 ek ay Z CHANGE PASSWORD SCREEN Microsoft Internet Explorer Eile Edit View Favorites Tools Help Qe Q x a A yo Search She Favorites B a w LJ D 3 Address a https test mvs e filing com v 1ftfv 1ftChangePassword asp i Go Links gt Peels tax E Filing System CHANGE PASSWORD Please Change Your Password Current Password new Password
30. e data fields to access all rows of data The WHITE fields indicate that the system will allow the user to enter values into the fields These values cannot be calculated from the schedule details The LIGHT GREY fields indicate the system does not allow the user to enter values in these fields The system will generate these values from the supporting schedule details or calculate them based on the return The DARK GRAY fields indicate that no values are expected ACS Print Date 05 25 06 13 ACS State amp Local Solutions Inc Proprietary Information VISTA FT VIRGINIA TAX PAYER USER MANUAL 2 3 TAX RETURN BUTTONS The Tax Return screen contains several buttons as seen above in Figure 2 5 During certain circumstances some buttons will be disabled while others are enabled A brief description of each button is provided gt SCHEDULE When a Tax Return has been created the user is required to enter supporting Receipts and Disbursements information This button accesses the form to enter receipts and disbursements schedule information If this button is not active the user may be in View mode and or the details may not be updatable depending on the status of the return NOTES This button is never active for a filer This button is only used by the Jurisdiction Users PRINT Opens the document in an Adobe Acrobat window Standard print options are available within this window The user can also save the print
31. e details of the return See Figure 2 5 below for an example of a return screen IM ACS State and Local Solutions Inc V1WEBASCII Department of Motor Vehicles Figure 2 5 Name ASCII 45 Jurisdiction VA Tax Type DS Return Type Original Retum Seg 1 SECTION 1 INVENTORY RECEIPTS Gasoline Diesel viatiori AND DISBURSEMENTS SUMMARY Gasohol Undyed Jet Fuel Aviation Gasoline 1 Enter Beginning inventory in gallons by product type Note This must agree with the prior month s ending inventory 2 Add each reported receipt schedule to calculate Total Receipts 3 Add Lines 1 and 2 together and enter the Total Gallons Available 4A Add each disbursement schedule reported in Part A to calculate Total Disbursement 4B Enter all disbursements not reported on Line 4A 5 Add together Lines 4A and 4B subtract the results from Line 3 and enter the Gallons Available 6 Enter Gains or Losses in gallons 7 Add gains or subtract losses on Line 6 to from Line 5 and enter the Ending Inventory in gallons by product type SECTION 2 PENALTY AND INTEREST CALCULATION 8 LATE REPORTS ONLY Record the penalty for late report O 00 9 LATE REPORTS ONLY Calculate The interest for late reports at 0 1 times Line 8 Compounded monthly 00 10 Add together Lines 8 and 9 to calculate the Total Amount Due ane 4l gt Use the scroll bar on the right of th
32. f the error was resolved or not On Date and time the error was resolved By User ID of the person who resolved the error Action Action taken in resolving the error Action Value Change To value when a Change action occurs Notes User notes which explain the fixes in greater detail ACS Print Date 05 25 06 48 ACS State amp Local Solutions Inc Proprietary Information VISTA FT VIRGINIA TAX PAYER USER MANUAL SECTION VI EXIT SYSTEM ACS Print Date 05 25 06 49 ACS State amp Local Solutions Inc Proprietary Information VISTA FT VIRGINIA TAX PAYER USER MANUAL 5 1 EXIT SYSTEM To exit the system click the Close button Figure 5 1 EM QA Virginia Fuels Tax E File System V1WEBEDI DER Window 7a Confirmation Number Queue Confirmation Number Retrieve Filing Details Create New Tax Return l Restore View Close TAX RETURNS Confirmation Tax Type Period RetumType License TON FileName Postmark Status 00007828001 Distributor 2005 09 Original 78978978900 00007828001_EDI_C48_DS_SEF 05 18 2006 Incomplete 00007827001 Occasional Importe 2005 07 Original 78978978900 00007827001_EDI_C47_OLJULC 05 18 2006 Incomplete 00007819001 Distributor 2005 07 Original 78978978900 00007819001_EDI_C20_DS_JUL 05 18 2006 Incomplete 00007824001 Bonded Importer 2005 05 Amendment 78978978900 00007824001_EDI_C37_BI_MAY 05 18 2006 Incomplete 00007798000 Bonded Importer 2005 05 Original 78978978900 FT APPLICATION 0
33. fferent security setup Figure El A LOGON PAGE Microsoft Internet Explorer O O DAG Po rm O SE DOs Address https test mvs e flling com v1ft v 1ftlogin asp x Go Links E Us Dor Virginia b A elS dax E Filing System CUSTOMER LOGIN VIRGINIA Fuels Tax E File System VICLIENT Security Alert You are about to be redirected to a connection that is not s secure x The information you are sending to the current site might First Time Access be retransmitted to a nonsecure site Do you wish to continue Before logging into the E Filing Applicatio Important browser setup information 4 Notice to the User e For security purposes please enter the username and password that were supplied to you by the Virginia Department of Motor Vehicles If you do not have this information please call 804 367 4328 to receive further instructions If you are unable to receive the information you require please call 1 800 234 1009 Press 1 then 2054 to reach an E File representative You may also reference the instruction manual available online by clicking here Fuels Tax E File Instructions e You will have limited attempts to login to the system If you fail to login your account will be locked out If you are locked out please call 804 367 4328 to have your account released If you are unable to reach someone at this number please call 1 800 234 1009 Press 1 then 2054 to reach an E File representativ
34. hat was selected This can be done multiple times within different data columns to narrow the search To undo a filter the Web User will double click the data item a second time to restore that column to its original unfiltered state Table 1 2 below provides a helpful list of the column names used on the Confirmation Number Queue screen CONFIRMATION NUMBER QUEUE DESCRIPTION OF TERMS Item Table 2 1 Description Confirmation Number assigned to a tax return by the system for tracking purposes This field contains information represented by the particular licenses held by the Tax Type Web Filer with the Commonwealth of Virginia and corresponds to the particular tax return that has been filed Period The return period which the Tax Return was filed Contains Original Amendment or Correction Corrections are only created by Return Type Songs Jurisdiction Users License TCN State issued license number or Terminal Code Number File Name Name given to the file by the User or the system when returns are entered on line Postmark Date that the filing was sent to the Commonwealth of Virginia Transmission Status mode of Tax Returns entered in the VISTA FT system These are the most common statuses in the system Other may be displayed and can be explained by the Tax Commission or ACS personnel Status gt Incomplete Tax return still available for updating or editing gt Submitted Web Filer requests tax
35. hedule information gt If you are filing your taxes by EDI ANSI X12 4030 or ASCII Flat File continue on to Section Ill This section will discuss the steps necessary to upload your tax return information using the ASCII or EDI format ACS Print Date 05 25 06 6 ACS State amp Local Solutions Inc Proprietary Information VISTA FT VIRGINIA TAX PAYER USER MANUAL SECTION II WEB DIRECT ACS Print Date 05 25 06 7 ACS State amp Local Solutions Inc Proprietary Information VISTA FT VIRGINIA TAX PAYER USER MANUAL Upon entering your User ID and Password the Web Direct filer will see the screen change to the one below Do not close this window as it will exit the system and you will need to reenter your login information An additional new window will open which will be the main work screen Figure 2 1 2 MYSXDE DEY 9iasRel2 box Servlet Mode IE5 Native Microsoft Internet Explorer Fie Edt View Favorites Tools Help E Q ea Q x 2 N p Search Pe Favortes A des D 33 Address A e Eso lids gt ACS Tracking System Please do NOT close this window or you will lose your connection ACS Print Date 05 25 06 8 ACS State amp Local Solutions Inc Proprietary Information VISTA FT VIRGINIA TAX PAYER USER MANUAL 2 1 CONFIRMATION NUMBER QUEUE The Confirmation Number Queue allows the Web User to find view create update pay and submit their tax returns to the Virginia DMV from
36. ield you will be notified of this when trying to save the record ACS Print Date 05 25 06 19 ACS State amp Local Solutions Inc Proprietary Information VISTA FT VIRGINIA TAX PAYER USER MANUAL SCHEDULE DETAILS HEADER BUTTON DESCRIPTION W ACS State and Local Solutions Inc V1WEBASCII Window fa VISTA FT Name ASCII 456 TEST FEIN SSN 456456456 License 45545645601 Month Year 02 2006 Jurisdiction VA Tax Type DS Return Type Original RetumSeg 1 Transmission Statue Incomplete Access Add Schedule Type Export State Product Type g El El Carrier Name Carrier FEIN Mode POOTCN Origin Address City County St Zip Cntr Al E POD TCN Destination Address City County St Zip Cntr Gallons Purchaser Seller Name P S FEIN Recv Ship Dt Document Net Gross Billed gt Duplicate This button saves the currently active record and a NEW record is created and displayed Fields Recv Ship Dt Document Net Gross and Billed are left blank while all other fields are left intact as they were in the previously highlighted record The blank fields are unique and must be reentered by the user for the new record gt Delete This button is not active from this screen If user needs to delete a record that can be done from the schedule detail list screen gt Copy This button is not active gt Add Schedule This button will add the completed record to the sched
37. iling Details Create New Tax Return Restore View Close TAX RETURNS Confirmation Tax Type Period RetumType License TCN FileName HISTORY EDI REVIEW 00007830000 Distributor 2006 05 Original MAY_2006_TEST_FILE TXT 05 24 2006 X 12813 File Receive 00007831001 Distributor 2004 07 Original 00007831001_EDI_C11_DS_JU Incomplete ACS Print Date 05 25 06 47 ACS State amp Local Solutions Inc Proprietary Information VISTA FT VIRGINIA TAX PAYER USER MANUAL UNRESOLVED ERROR DETAIL DESCRIPTION OF TERMS FILING INFO Table 4 1 Trade Name Account Name submitted on the filed tax return FEIN Company or business identification number Usually the owners SSN License State Number Tracking ID Number assigned by the system when a file is marked for transmission Tax Type Tax Type Return Period Month and Year of the return period Return Type Tax Return Type Postmark TS Date and time that the electronic filing was sent postmarked File ID Internal identification number for the electronic filing Data Source Data submission method EDI ANALYZER INFO Table 4 2 Process TS Date and time the electronic filing was processed by the EDI Analyzer Error Count Number of schedule detail records in error Error Code Error description Error Value Actual data in error in the schedule detail RESOLUTION INFO Table 4 3 Resolved Indicates i
38. lete the following information A SA Select the type of tax report from the drop down menu Tax fank Fes a Original or amended file Original Amended Select the filing period from the drop down menus May y Continue with EDI File Transfer Enter Virginia Tax Return System ACS Print Date 05 25 06 29 ACS State amp Local Solutions Inc Proprietary Information VISTA FT VIRGINIA TAX PAYER USER MANUAL After choosing the filing period click the Continue with EDI File Transfer button advance to the next screen in the file upload process Figure 3 6 3 Virginia Fuels Welcome Page Microsoft Internet Explorer i File Edit View Favorites Tools Help a O O AOD Axo Joe 2 32 1093 Address E https test mvs e filing com v 1ft v 1ftprod02 asp Go Links ruels fax E Filing System VIRGINIA FUELS TAX E FILE Welcome Allfields are required Information that you enter on this screen does NOT change the contents of your electronic file You must make intended changes inside the file For example if you are trying to send an amended file your file must contain that information in the corresponding field IMPORTANT For amended returns do not resubmit all return data Only submit correcting data and data not previously reported in the original or a prior amended return To submit your EDI X12 or ASCII files complete the following information Select the type of tax repor
39. ll Schedule Details they can click on the Save button and then on the Close button to return to the Tax Return screen The system will have entered data from the Schedule Details into some of the grey shaded cells as in the Figure 2 13 below Figure 2 13 W ACS State and Local Solutions Inc V1WEBASCII Window Tra VISTAZFT Department of Motor Vehicles Virginia Fuels Tax Distributor s Report Name ASCII 456 TEST FEIN SSN 456456456 License 45645645600 Month Year 02 2006 Jurisdiction VA Tax Type DS Retum Type Original Retum Seq 1 Tranemieson Silur Incomplete SECTION 1 INVENTORY RECEIPTS asoline les wviation AND DISBURSEMENTS SUMMARY Gasohol Undyed _ Jet Fuel 1 Enter Beginning inventory in gallons by product type 11 000 12 000 Note This must agree with the prior month s ending inventory ki x m 1 480 2 Add each reported receipt schedule to calculate Total Receipts 1 250 3 Add Lines 1 and 2 together and enter the Total Gallons Available 1 250 1 480 4A Add each disbursement schedule reported in Part A to calculate o Total Disbursement 4B Enter all disbursements not reported on Line 4A l 1 200 S Add together Lines 4A and 4B subtract the results from Line 3 1 420 and enter the Gallons Available a 6 Enter Gains or Losses in gallons 2 400 1 480 7 Add gains or subtract losses on Line 6 to from Line and enter the Ending Inventory in gallons
40. menus Select Month Y Select Year Continue with EDI File Transfer Enter Virginia Tax Return System ACS Print Date 05 25 06 26 ACS State amp Local Solutions Inc Proprietary Information VISTA FT VIRGINIA TAX PAYER USER MANUAL Next choose the radio button that corresponds to the return type you are submitting If you are sending an original tax return click the button next to Original If you are sending an amendment tax return click the button next to Amendment Figure 3 3 EN Fuels Welcome Page Microsoft Internet Explorer File Edit View Favorites Tools Help Ar Que gt x a DO search She Favorites A R A ial LJ DS 3 Address httos test mvs e fiing comfv1ft v1ftprod02 asp e Eso links gt Virginia UelS dax E Filing System VIRGINIA FUELS TAX E FILE Welcome All fields are required Information that you enter on this screen does NOT change the contents of your electronic file You must make intended changes inside the file For example if you are trying to send an amended file your file must contain that information in the corresponding field IMPORTANT For amended returns do not resubmit all return data Only submit correcting data and data not previously reported in the original or a prior amended return To submit your EDI X12 or ASCII files complete the following information Select the type of tax report from the drop down menu or TAE Feb 2
41. o submit your file to Virginia Department of Motor Vehicles Return to Welcome Page ACS Print Date 05 25 06 31 ACS State amp Local Solutions Inc Proprietary Information VISTA FT VIRGINIA TAX PAYER USER MANUAL By clicking the Browse button you will display a window that shows the contents of your computer Navigate to the tax return file you have created and highlight it as seen in the image below Figure 3 8 Upload Page Microsoft Internet Explorer ES a Qu amp x 2 O yo Search She Favorites Ez B A mj mm D 33 Address a https test mvs e filing com v 1ft v 1ftprod03 asp x Go Links gt Virginia us tax E Filing System VIRGINIA FUELS TAX E FILE Choose file Look in Test File ens Ee 8 may_2006 Test File txt Documents E Desktop inutes to page the file pht process to k the status of a My Documents My Computer My Network Filename May_2006_Test_File bt y Open Places Files of type All Files X gt Once you have located the tax return file click the Open button which will input the path of the file into the field next to the Browse button Now click the button near the bottom of the page labeled Click here to submit your file to Virginia Department of Motor Vehicles ACS Print Date 05 25 06 32 ACS State amp Local Solutions Inc Proprietary Information VISTA FT VIRGINIA TAX PAYER USER
42. on of the screen is the Tax Return Queue This queue contains all tax returns ever entered into the system by the filer It identifies the current status of each return in the queue The bottom section of the screen is the EDI Review Queue This queue contains filings that are under review due to errors that have been found within the EDI X12 813 or ASCII Flat File data submitted by the filer These filings must be examined by the filer to correct any errors required to be fixed by the system in order for the data to become a tax return Figure 4 3 EM QA Virginia Fuels Tax E File System V1WEBEDI DER Window a Confirmation Number Queue AS Virginia ae AN els ax E Filing System iling Details i jg fy A Retrieve Fi Create New Tax Return Restore View Close TAX RETURNS Confirmation Tax Type Period RetumType License TCN FileName Postmark Status Confirmation Number 00007828001 Distributor 2005 09 Original 78978978900 00007828001_EDI_C48_DS_SEF 05 18 2006 Incomplete 00007827001 Occasional Importe 2005 07 Original 78978978900 00007827001_EDI_C47_OL_JULC 05 18 2006 Incomplete 00007819001 Distributor 2005 07 Original 78978978900 00007819001_EDI_C20_DS_JUL 05 18 2006 Incomplete 00007824001 Bonded Importer 2005 05 Amendment 78978978900 00007824001_EDI_C37_BILMAY 05 18 2006 Incomplete 00007798000 Bonded Importer 2005 05 Original 78978978900 FT APPLICATION 05 18 2006 Successful 00007823001 Permissive Supplier 2005 04 Original 78978978900 000
43. ons with critical errors cannot become returns until the error are resolved In some cases the tax return must be removed and the EDI filing resubmitted Figure 4 4 E QA Virginia Fuels Tax E File System V1WEBEDI 7a EDI List UNRESOLVED sae ten ra Ped Tope Sous EDI 789 TEST 78978978900 789789789 DS 2004 07 O EDI 05 24 2006 Tax Type Fuel Type Schec 1 05 24 2006 gt Click on the Detail button for a more detailed view of this record ACS Print Date 05 25 06 39 ACS State amp Local Solutions Inc Proprietary Information VISTA FT VIRGINIA TAX PAYER USER MANUAL This screen displays a more detailed view of the selected record Figure 4 5 W OA Virginia Fuels Tax E File System V1WEBEDI Window a EDI Error Detail Filing Info Trade Name ED 789 TEST Tax Type D5 Postmark TS 05 24 06 12 05 23 PM FEIN 789789789 Return Period 2004 07 File 1D 00007831001_EDI_C11_DS_JULO4_RESUB T State No 78978978300 Return Type Original Data Source ED Confirmation 44 00007831001 EDI Analyzer Info Process TS 05 24 06 12 05 22 PM Error Count 1 Resolution Info Resolved No On Action Error Code Tax Type Fuel Type Schedule Type Mismatch Error Value DS 897 1 Action Value Notes ACS Print Date 05 25 06 40 ACS State amp Local Solutions Inc Proprietary Information VISTA FT VIRGINIA TAX PAYER USER MANUAL The Schedule button will reveal Schedule Details in the lower
44. ort from the drop down menu Combined Filer Original or amended file Original Amended O Select the filing period from the drop down menus Select Month Select Year x Continue with EDI File Transfer Enter Virginia Tax Return System gt A Security Alert window will appear after clicking the button This is normal and is just informing you that you are transitioning from the Internet Explorer security to a web based Oracle form that uses a different security setup Click Yes to continue into the system ACS Print Date 05 25 06 36 ACS State amp Local Solutions Inc Proprietary Information VISTA FT VIRGINIA TAX PAYER USER MANUAL Filers will see the screen change to the one below Do not close this window as it will exit the system and you will need to reenter your login information An additional new window will open which will be the main work screen Figure 4 2 TA D MYSXDE DEV 9iasRel2 box Servlet Mode IES Native Microsoft Internet Explorer Oe Ex Fie Edt View Favorites Tools Help sr Q ax Q x 2 N p Search Pe Favores E A des D 3 Address A vE lids gt ACS Tracking System Please do NOT close this window or you will lose your connection ACS Print Date 05 25 06 37 ACS State amp Local Solutions Inc Proprietary Information VISTA FT VIRGINIA TAX PAYER USER MANUAL 4 2 EDI REVIEW SCREEN The screen is split into two sections The upper secti
45. riods currently being accepted by Virginia DMV RETURN TYPE Provides the following two methods of creating a Tax Return gt Original Create an Original Tax Return gt Amendment Allows the User to create an amended return This can only be chosen if an Original return already exists and is in a SUCCESSFUL status RETURN MODE Provides the Web User with one option to create a Tax Return that is a Schedule Tax Return This type of return requires the filer to supply all necessary information to create the return This option cannot be changed Once all fields contain the correct values the User will click the OK button A pop up window will ask the User to confirm the creation of a new Tax Return Click OK to continue E ACS State and Local Solutions Inc V1WEBASCII Account Tax Type Return Period Return Type Retum Mode ASCII 456 TEST Distributor February 2006 Original Schedule Figure 2 4 Account Selection Criteria Account Name State Number O FEIN x You are about to Create a new Original Tax Return for ASCII 456 TEST Tax gt DS Period gt 200602 Sequence gt 1 Press lt 0K gt to Continue MEME ACS Print Date 05 25 06 12 ACS State amp Local Solutions Inc Proprietary Information VISTA FT VIRGINIA TAX PAYER USER MANUAL The system will now display the Tax Return screen and the User will be able to enter the values that will create th
46. rrect the error Figure 4 7 W OA Virginia Fuels Tax E File System Y 1WEBEDI Window a EDI Error Detail 2 oa AE E A cee Filing Info Trade Name ED 789 TEST Tax Type DS Postmark TS 05 24 06 12 05 23 PM FEIN 789789789 Return Period 2004 07 File 1D 00007831001_EDI_C11_DS_JULO4_RESUB T State No 78978978900 Return Type Original Data Source ED Confirmation 00007831001 EDI Analyzer Info Process TS 05 24 06 12 05 22 F Error Count 1 Resolution C11 Change From DS 8971 Error Code Tax Type Fuel Type Error Value DS 897 1 To El C Delete Ok Cancel la Mst Tx Retum Sch FuelExp Det Ret DatRet Buyer Seller od Acct Typ Period Typ Typ St Seq Sq Src Typ Fein Jur Tax No Buyer Seller Name Fein A A ACETA ON BON E je There are three ways to handle an error gt Accept Error System will accept data in error as is However the error is not corrected and the system may not be able to be displayed data associated with the error gt Remove Return Some errors cannot be resolved User must remove data file and resubmit a new file with the corrections made to the data gt Resolve Error User resolves errors using drop down list box to make the appropriate selection or manually enter in the correct data Note After an action is taken by the user the system fills in the Resolution Info section of the screen
47. t Confirmation Number This field allows the Web User to enter a specific confirmation number or part thereof to search the system for the specified tax return Enter the number or part thereof and click the Go button to display the filing or a list of filings to choose from gt Retrieve Filing Details This button will open the highlighted selected tax return record Based on the status of the return the system will open the return and allow the user to either view it or modify it in some way If the status is Submitted or Successful the return is in a read only view mode If the status is Incomplete or Complete the file details are in an updateable mode gt Create New Tax Return This button will allow the Web User to create an original tax return or an amended tax return for an existing submission Amendment tax returns can only be created for returns that are in Successful status ACS Print Date 05 25 06 9 ACS State amp Local Solutions Inc Proprietary Information VISTA FT VIRGINIA TAX PAYER USER MANUAL gt Restore View This button will remove all filters and return all data records to their initial listing order gt Close This button will exit the Web User from the Virginia Tax Filing System gt Advanced Filtering Once data has populated the screen the Web User may filter the data by double clicking any item displayed on the screen The system will then filter the records for the data item t
48. t from the drop down menu Tax_Tank_Fee v Original or amended file Original Amended O Select the filing period from the drop down menus May v Continue with EDI File Transfer Enter Virginia Tax Return System ACS Print Date 05 25 06 30 ACS State amp Local Solutions Inc Proprietary Information VISTA FT VIRGINIA TAX PAYER USER MANUAL This next screen will allow you to locate and electronically send your tax return file Figure 3 7 E Upload Page Microsoft Internet Explorer x File Edit View Favorites Tools Help ay Que X x 2 O yo Search Le Favorites H B A mm 3 Address a https test mvs e fling com v 1ft v1ftprodo3 asp x Go Links gt Virginia ve Sax E Filing System VIRGINIA FUELS TAX E FILE Use the browse button to select the file that you want to submit The file you select must be in the format you selected on your e filer application Browse When you click the submit button you start the file transfer process It could take several minutes to complete the process Please do not cancel and start again When you see the confirmation page the file transfer is complete but your return has not been filed The file will be evaluated in an overnight process to identify any errors Login to the Virginia Tax Return System on the next business day to check the status of your file correct any errors and create and submit your return Click here t
49. the previous page to view the text only version This page will include other important information such as the file name you used and return period Figure 3 10 3 Printer Friendly Page Microsoft Internet Explorer fe fe i ay File Edit View Favorites Tools Help Q x Q x a DO search She Favorites 3 he E las DS 3 Add El https test mvs e filing comfv1ft v 1ftPrintFriendConfirm asp v Go Links gt CONFIRMATION PAGE Thank you for using the Virginia E File System We have received your file The status of your file will be available on the next business day Remember Only successful files can be converted to a tax return and you must logon again to actually create and submit your return Your submitted file is named MAY_2006_TEST_FILE TXT The file return type is Distributor The Return Month and Year are 05 2006 The type of filing submitted is Original The date and time the file was submitted 5 24 2006 11 45 15 AM Eastern Standard Time EST Your confirmation number is 00007830 Return to Welcome Page LOGOUT gt To submit another file click the Return to Welcome Page link and follow the same process To enter the EDI Review section click the Return to Welcome Page link and then the button at the bottom of the page labeled Enter Virginia Tax Return System To exit the system completely click the LOGOUT link gt Continue to Section IV for information about EDI Review
50. the type of tax report from the drop down menu Tax_Tank_Fee Original or amended file Original Amended O Select Year gt Select Month Select the filing period from the drop down menus January Continue with EDI File Transfer Feburary March April May June Enter Virginia Tax Return System July August September October November December ACS Print Date 05 25 06 28 ACS State amp Local Solutions Inc Proprietary Information VISTA FT VIRGINIA TAX PAYER USER MANUAL Now choose the year of the filing period for the file you are submitting Figure 3 5 3 Virginia Fuels Welcome Page Microsoft Internet Explorer fc E i File Edit View Favorites Tools Help a Ox 90 218 0 Po fro O 2 2 Us Address 48 https test mvs e fiing compv1ft v1ftprodO2 asp a vE co links gt Virginia ve Sax E Filing System VIRGINIA FUELS TAX E FILE Welcome All fields are required Information that you enter on this screen does NOT change the contents of your electronic file You must make intended changes inside the file For example if you are trying to send an amended file your file must contain that information in the corresponding field IMPORTANT For amended returns do not resubmit all return data Only submit correcting data and data not previously reported in the original or a prior amended return To submit your EDI X12 or ASCII files comp
51. tus Schd 1 Schedule Type Code Fuel 072 Fuel Type Code Trans Md J Transportation Mode of how the fuel was moved between locations Carrier Name ACS DEF Oil Company Trade Name of the Carrier Carrier FEIN 123400014 Federal Employer Identification Number of the Carrier Purchaser Seller Name ACS DEF Oil Company Trade Name of the Purchaser Seller Purchaser Seller FEIN 123400014 Federal Employer Identification Number of the Purchaser Seller Origin TCN T22VA3451 Terminal Code of the location the fuel was removed from NOT MANDATORY Origin City Richmond Location the fuel was removed from Origin State VA Location the fuel was removed from Destination TCN T51VA1265 Terminal Code of the location the fuel was delivered to NOT MANDATORY Destination City Virginia Beach Location the fuel was delivered to Destination State VA Location the fuel was delivered to Recv Ship Date 03 22 2005 Date the fuel was shipped received from the terminal Lading 416212 Number assigned by the terminal Net 11450 Number of gallons received disbursed Gross 11450 Number of gallons received disbursed Billed 11450 Number of gallons received disbursed ACS Print Date 05 25 06 a2 ACS State amp Local Solutions Inc Proprietary Information VISTA FT VIRGINIA TAX PAYER USER MANUAL 2 5 SUBMITTING A RETURN When the Web User has finished entering in a
52. ule list and clear the fields to allow the User to enter new record data gt Save and Close This button will save all of the data that is listed in the fields and return you to the list of schedule details gt Close No Save This button will exit the User back to the Tax Return screen ACS Print Date 05 25 06 20 ACS State amp Local Solutions Inc Proprietary Information VISTA FT VIRGINIA TAX PAYER USER MANUAL Once all necessary fields are entered the User can click the Save button This will add the Schedule Detail to the list Different buttons will become enabled during different scenarios Figure 2 11 E ACS State and Local Solutions Inc V1WEBASCII Window Ta VISTAZFT E E E E Reset Filters J FEIN SSN 456456456 License 45645645600 va Return Type Original Retum Seq 1 Transmission Status Incomplete Exp Det Ret Upd Tm Buyer Seller Buyer Seller Rov Ship Bill of Destination Gallons Schi Fuel State Seq Seq Ind Md Name FEIN Date Lading TCN City State Net Gross Billed ET er T i a gt Net Gross PI Bild 1250 gt Print This button will display the Schedule Detail list in a printable format gt Change This button gives the user the ability to correct information before submitting the return to the State The user highlights the record that needs to be changed and clicks the Change
Download Pdf Manuals
Related Search