csv trd packet - web.ongard.state.nm.usweb.ongard.state.nm.us/home/help/trd csv packet.pdfcsv trd...

CSV TRD PACKET

http://web.ongard.state.nm.us/Home/Help/ 1

Table of Contents Getting Started .............................................................................................................................................. 2

CSV Requirements......................................................................................................................................... 3

ABC’s of CSV .................................................................................................................................................. 4

CSV TRD Layout ............................................................................................................................................. 5

CSV OGT1 Header – Discloses the layout for the header (summary) record. This record will always go

first in the file. ............................................................................................................................................... 6

CSV OGT2 Detail – Discloses the layout for the detail records. These records will always go after the CSV

OGT1 Header records. .................................................................................................................................. 8

CSV OGT3 Notices - Discloses the layout for the Lease Records. These records will follow a CSV OGT1

Header or CSV OGT2 Detail record. ............................................................................................................ 10

CSV OGT Sample - Has a sample paper return, its associated field mapping and a sample CSV file. ........ 11

CSV Upload Procedures .............................................................................................................................. 13

CSV TRD PACKET


Getting Started

Before testing can begin, a filing agreement will need to be filled out in duplicate, signed and

sent back to the Agencies you will be exchanging information with.

1. Obtain the appropriate filing agreements from the Web site. Fill it in and send into the

appropriate Contact listed.

2. Fill out the Contact Information form and return via e-mail.

Obtain the appropriate CSV file layout and create a test file (preferably last month’s

production).

3. Send your file(s) using the method documented in the CSV Upload Procedures link.

4. An e-mail will be sent to the e-mail addresses you specified in the Contact Information

form. The e-mail will disclose if your file was accepted or rejected.

http://web.ongard.state.nm.us/home/help/CSV%20TRD%20Filing%20Agmt.pdf

http://web.ongard.state.nm.us/Home/TRD/TRDSupport.aspx

http://web.ongard.state.nm.us/home/help/TRD%20CSV%20Contact%20Information%20Form.doc

CSV TRD PACKET


CSV Requirements

Recommended System Requirements

Microsoft Windows XP with Service Pack 2 (SP2) or higher

Microsoft Mouse or compatible pointing device

Microsoft Internet Explorer 6 or greater

Internet access (fees may apply)

CSV TRD PACKET


ABC’s of CSV

The CSV reporting format gives Companies with limited resources an easier way to file electronically. The CSV format is widely used by other State Governments and the software industry. The format itself is not proprietary, and is widely used by spreadsheet and database vendors. The format can also be created programmatically using any language that can create a text file. The layout consists of fields separated by commas. The CSV format saves on key entry by not requiring fields to be padded with spaces or zeros. It is important to note that commas cannot be used within the field data, as this will introduce extra fields in the record.

First the Companies will need to fill out the appropriate filing agreements and apply for a

Sender ID. Then Companies will create a test CSV (text) file based on the appropriate

layout. Once all approvals have been achieved you will be able to send the test file using your

web browser to our Network for verification. An e-mail acknowledgment will be sent back

usually between 15 - 30 minutes with the status of your file and any errors found within.

CSV TRD PACKET


CSV TRD Layout

You will find the layouts for all Tax record types on the left.

Record type header 1 (OGT-1 Summary information) is required for every tax transaction made with the NM Taxation and Revenue Department. Whether you are paying current month production taxes, amending taxes or paying any tax assessment/invoice (including annual advance payment or annual ad valorem production equipment tax); a record header type 1 must precede the action. In other words, a record type header 1 is required on every transaction sent in CSV format.

Record type header 2 (OGT-2 tax detail) is required when you are submitting any type of tax detail line. Whether it be current month reporting, amendment line, credit line to offset an assessment/invoice, a record header type 2 is required.

Record type header 3 (tax notices) is only required when you are actually taking all or a part of a credit/overpayment invoice against a return; when you are paying (through actual payment or credit detail lines) all or part of an outstanding assessment that due. You may only include credits/overpayment/assessments that are issued for the OGRID number matching record header type 1 and only for Oil and Gas Tax programs (OGT). You cannot include any type of tax invoice from the Natural Gas Processors Tax (NGPT) program. Do not provide a record type header 3 for any invoice that you are adjusting through the detail amendment process and are not actually paying on or taking the credit.

Please see the Link Descriptions below for more information.

Click on the logo to download Acrobat Reader.

http://www.adobe.com/products/acrobat/readstep.html

CSV TRD PACKET


CSV OGT1 Header – Discloses the layout for the header (summary) record. This record

will always go first in the file.

Form: 813 Record Type 1 Header OGT1

Field Order

Field Name Field Description

Type Max Field Length

Validation

1 REC TYP CDE Record Type Numeric 1 Must be 1

2 RET SUBM DATE

Return submit Date (CCYYMMDD)

Numeric 8 4 digit year, followed by 2 digit month and then 2 digit day

3 OGRID Oil and Gas Reporting Identifier number

Numeric

6 Valid OGRID, registered as an approved CSV filer

4 XMIT CTL NBR

Unique Sequential Number used to identify the file transmission per OGRID and transaction type (Recommend starting with 1)

Numeric

9 Must be greater than the last Xmit Ctrl Nbr used in your previous file transmission if your return was accepted

5 SENDER ID Will be Issued for the Company by Ongard, must be entered by company

Alpha 15 Will be validated in Ongard database

6 OPER PRCH IND

Indicates if return filed by Operator (working interest owner) or Purchaser

Alpha 1 Valid values are: O or P

7 FNL RET IND Final Return or not Alpha 1 Valid values are: Y or N

8 ESTIMATED PAY AMT

Estimated payment amount with approved extension

Numeric 9 Cannot be negative, can be 0 or greater (9999999.99)

9 EST PAY USE AMT

Estimated payment previously entered on OGT-1 when OGT-2 is attached


10 TOT TAX PD AMT

Total tax amount from OGT2 detail

Numeric 10 Can be negative, can be 0 or greater (99999999.99)

11 TOT ASSMNT PD AMT

Total amount paid as assessments with a tax return


CSV TRD PACKET


Example for Record Type 1: 1,20010125,123456,123456789,Senderid1234567,O,N,1234567.01,1234567.01,-12345678.90, 12345678.90,12345678.90,12345678.90,12345678.90,12345678.90,2,2001025,O,2001025,1345678.01,12345678.90,AAA NOTE: the above 2 Lines are actually 1 continuous Line ; Negative fields accept minus signs - , even if max field length is entered. Decimal is not counted in max value.

12 CR TAKEN AMT

Total amount of credit taken when filing a tax return


13 OVPAY CR TAKEN

Total amount of overpayments taken in a tax return


14 TOT ADV PAY AMT

Total amount paid as advance or credit taken as advance


15 TOT TAX RMT AMT

Total tax remitted or credit due


16 REMIT CDE Code to identify type of payment/remittance

Numeric 2 Valid codes are: 01,02,03,04,05

17 RET POSTM DTE

Postmark date of Oil & Gas tax return

Numeric 8 Will be overlaid by Ongard with system timestamp

18 OUTSTATE CHK IND

Indicates if check remitted is In-state or out

Alpha 1 Valid values are: I or O

19 RET RCPT DTE

Date return was received at TRD

Numeric 8 Will be overlaid by Ongard with system timestamp

20 VALD CHK AMT

Check remittance amount after payment has been validated by TRD


21 REPORTERS REF

An identifier used by Tax remitter to identify a return

Alpha-numeric

20 Can be blank

CSV TRD PACKET


CSV OGT2 Detail – Discloses the layout for the detail records. These records will always

go after the CSV OGT1 Header records.

Form: 813 Record Type 2 Detail OGT2

Field Order



Validation



Numeric 6 Must be same as Record 1 (OGT1 Summary)

3 SALE MTH/YR NUM

Sales month/year (MMYY) Numeric 4 Cannot be zeros or blanks, must be valid MMYY

4 PUN Number used to report on a distinct property, pool, OGRID

Numeric 7 Cannot be blank or zeros

5 PUN SFX CDE Number to identify location/beneficiary of ad valorem tax

Numeric 4 Cannot be blank or zeros

6 LAND TYP CDE

Code to identify type of subsurface land ownership

Alpha 1 Valid values are: P,F,I,S

7 PRD CDE Number used to report product type

Numeric 2 Valid 2 digit codes must be entered: Gas: 03,04,07,16 Oil: 01,02,05,14 Carbon Dioxide: 17

8 SPL TAX RTE CDE

Number used to identify tax incentive type

Numeric 3 Can be 0 or greater

9 AFFL CDE Number used to identify the affiliation of a transaction


10 TRN CDE Number used to determine status of a transaction reported


11 VOL NUM Volume of Oil/Gas Production as related to the tax detail line

Numeric 8 Can be negative, can be 0 or greater

12 GROSS VAL AMT

Value of Oil/Gas product prior to deductions as related to the tax detail line


13 XPORT DEDN AMT

Allowable transportation deduction as related to the tax detail line


CSV TRD PACKET


14 PROC DEDN AMT

Allowable processing deduction as related to the tax detail line


15 ROY EXMP AMT

Exemption allowable for Royalty due or paid as related to the tax detail line


16 TAX PD AMT Amount paid as Oil/Gas Tax as related to tax detail line


17 REPORTERS REF

An identifier used by the Tax remitter to identify a tax detail line

Alpha or numeric

20 Can be blank

18 REPORTERS USE

Reporters Use Alpha or numeric

20 Can be blank

Example for Record Type 2: 2,123456,1101,1234567,1234,A,01,123,12,51,-12345678,-123456789.01,-123456789.01,-12346789.01,-123456789.01,-12345678.90,BBB,CCC NOTE: Negative fields accept minus signs - , even if max field length is entered. Decimal is not counted in max value.

CSV TRD PACKET


CSV OGT3 Notices - Discloses the layout for the Lease Records. These records will

follow a CSV OGT1 Header or CSV OGT2 Detail record.

Form: 813 Record Type 3 Notices OGT3

Field Order



Validation



Numeric 6 Must be same as Record 1 (OGT1 Summary)

3 FORM CDE Code to identify a form in Ongard

Numeric 2 Must be greater than 0

4 INVC NUM Invoice number of any tax notice

Numeric 8 Must be greater than 0

5 RSN CDE Identifies assessment/credit/ overpayment source type

Alpha 2 Cannot be blank, valid values must be entered: AC, BC, CC, CR, DC, EA, EQ, JA, OA, OR, PI, RC, RE, RR, UA

6 TAKEN OR PD AMT

Amount paid on assmnt or taken on overpayment/ credit notice


7 RPT VERIF AMT

Verified amount of this overpayment


Example for Record Type 3: 3,123456,12,123450,AC,1230111.05,23567819.01

CSV TRD PACKET


CSV OGT Sample - Has a sample paper return, its associated field mapping and a

sample CSV file.

This page has a sample paper return, its associated field mappings and a sample CSV file. For record type 3 - Notices paid, use the following table to find its close corresponding link:

Form Code

Reason Code

Notice Description Notice Type Link / Comment

02 RR Report Remittance Difference Assessment CSV OGT3 Sample A1

02 PI Late Penalty and Interest Assessment CSV OGT3 Sample A2

02 DC Debit Computation Assessment Most like sample A1

02 UA Underpayment of Advance Due Assessment Most like sample A1

02 EQ Equipment Tax Due Assessment Most like sample A1

02 BC Bad Check Assessment Most like sample A1

03 CR Credit Due Taxpayer Credit CSV OGT3 Sample B

03 RE Refund of Paid Penalty & Interest Credit Most like sample B

03 RC Refund Claim Credit Most like sample B

03 EA Excess Advance Payment Made Credit Most like sample B

26 OR Overpayment of Return Overpayment CSV OGT3 Sample C

26 CC Credit Computation Overpayment Most like sample C

26 OA Overpayment of Assessment Overpayment Most like sample C

Assessment amounts relate to Record Type 1, Field Order Number 11. Credit amounts relate to Record Type 1, Field Order Number 12. Overpayment amounts relate to Record Type 1, Field Order Number 13.

To see a field's associated field order number on the spreadsheet, hover your mouse on the column headings (near red small triangles) to find its associated record type and field order placements. If you have trouble viewing any of the comments, right click them and choose - show comment. The comment will then become stationary.

The link 'CSV OGT Sample.XLS' shows how an Excel file could be used to create the CSV file. When saving, pull down File, click on Save As, pull down save as type, and click on CSV (comma delimited) (*.csv). A message may appear stating; (your file name) may contain features that are not compatible with CSV (Comma delimited). Do you want to keep the workbook in this format? Choose Yes. The file will then be saved with a .CSV extension. This is the file that will need to be transferred to ONGARD. See the link 'CSV OGT Sample.CSV' for this example.

CSV OGT1 Sample.xls CSV OGT2 Sample.xls

http://web.ongard.state.nm.us/Home/Help/CSV%20OGT3%20Sample%20A1.xls

http://web.ongard.state.nm.us/Home/Help/CSV%20OGT3%20Sample%20A2.xls

http://web.ongard.state.nm.us/Home/Help/CSV%20OGT3%20Sample%20B.xls

http://web.ongard.state.nm.us/Home/Help/CSV%20OGT3%20Sample%20C.xls

http://web.ongard.state.nm.us/Home/Help/CSV%20OGT%20Sample.xls

http://web.ongard.state.nm.us/Home/Help/CSV%20OGT%20Sample.txt

CSV TRD PACKET


For more information on filing the TRD tax reports link over to: http://www.tax.newmexico.gov/

http://www.tax.newmexico.gov/

CSV TRD PACKET


CSV Upload Procedures

The CSV process uses your browser Internet connection to transfer your CSV 185 (Royalty), 813 (Tax), and 867 (Production) files for processing.

See the CSV SSL Configuration link for information on how to configure your computer to use this option.

Upload Procedure

Once you have completed the SSL / Web application setup configuration successfully, you will do the following procedure to transfer your file(s) on a monthly basis:

1. From your browser go to http://web.ongard.state.nm.us/home. Click on Tax and Revenue Department - Tax Online Filing. Click on Login. Enter your User Id (Sender Id), and password.

2. On the bottom of the page, click on the browse button to choose the file you wish to transmit, or enter the file name. You can only select one file at a time.

3. Click the Transmit button to transfer the file to the server. 4. Look under the Messages heading on the bottom of the screen, when it is refreshed, to

see if your file transferred successfully. 5. If you have more files to transfer, click on the browse and transmit buttons again to

transfer your remaining files.

The file can take between 5 to 30 seconds to transmit, depending on the size of the file and how busy the server is.

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csv trd packet - web.ongard.state.nm.usweb.ongard.state.nm.us/home/help/trd csv packet.pdfcsv trd...

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