idafuel 4 handbook

tax.idaho.gov

Contact: [email protected]

IdaFuel 4 Handbook

For Idaho Fuel Distributor’s Tax Reporting

Idaho State Tax Commission: IdaFuel 4 Handbook (for Idaho Fuel Distributor’s Tax Reporting)

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Contents

New in IdaFuel 4.2 ................................................................................................................................... 3

System requirements ................................................................................................................................ 3

Installing IdaFuel 4 (Important notice) .................................................................................................... 3

Pre-installation ......................................................................................................................................... 4

Installing IdaFuel 4 and Microsoft Access 2013 Runtime ....................................................................... 7

Using the IdaFuel Application ........................................................... (Available via in-app User Guide.)

This publication is for fuel distributors using IdaFuel software to electronically file Idaho Form 1450, Distributor’s Fuel Tax Report. You should have:

• A basic understanding of the instructions for completing the Form 1450 and the Schedules of Receipts and Disbursements.

• Familiarity with personal computers (PCs) running the MS Windows® operating system.

For more detailed instructions, see the “IdaFuel User Guide” included under the Help menu in the software.

If you need technical assistance with downloading, installing, or operating IdaFuel, or have fuel tax reporting questions, contact the Idaho State Tax Commission Electronic Filing Help Desk at 332-6632 in the Boise area or toll-free at (800) 972-7660 ext. 6632. You can email us at [email protected].

mailto:[email protected]


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New in IdaFuel 4.2

1. Allow for negative Beginning and Ending Inventories. 2. Changed product name for product code 175 to “Other Distillates.” 3. Changed description of Schedule of Disbursement Type 9 to “Gallons delivered to Idaho National Guard

- tax exempt.” 4. Changed description of Schedule of Disbursement Type 10T to “Gallons delivered to an Idaho Indian

Tribe.” 5. Changed description of Schedule of Disbursement Type 10U to “Gallons delivered - transfer fee not

collected.” 6. Changed some of the Terminal Codes and updated their numbers.

System requirements

The PC requirements for the IdaFuel software include:

• Pentium 4, 3.4 GHz (or greater) processor in an IBM-compatible computer running Windows 7, 8 or 10 operating system (with service packs applied). Minimum of 2GB of available RAM.

• VGA (or better) monitor with Windows-compatible graphics display adapter. Best results are obtained with True Color (24-bit) color palette (or higher), 800 x 600 monitor resolution (or higher), and small fonts (10 point Arial at 96 pixels/inch).

• Hard disc space to accommodate: IdaFuel 4 (20MB) and Microsoft Access (285MB). • .NET version 4.30319 (or higher). It’s already included in the install package, should you need to install

it. If this is the case, you’ll get a corresponding error message during installation.

The software may be downloaded from our website or a CD can be provided upon request. If requesting a CD, indicate your operating system:

• Windows 10 • Windows 8 / 8.1 • Windows 7 • Earlier Windows versions (Vista, XP, Millennium, 98, 95)

Installing IdaFuel 4 (Important notice)

The DEFAULT folder for IdaFuel 4 is C:\IdaFuel40, but you can install it anywhere on your PC or network.

• However, it’s important to remember that wherever you install IdaFuel 4, you’ll need to have full control over that folder and all of its subfolders.

• In addition, since the output of IdaFuel will always appear in a subdirectory under C:\IdaFuel40, you’ll also need full control over this folder and all of its subfolders, regardless of where you install IdaFuel.


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Pre-installation

Installing Microsoft Access RUNTIME ensures IdaFuel will run with the Runtime version of Microsoft Access furnished on the install CD or from our website (http://tax.idaho.gov/pubs/EPR00083/), instead of different commercial versions of Microsoft Access that may or may not be present on your computer. Once installed, future re-installations or upgrades of IdaFuel will not need this step.

There are two versions of Microsoft Access 2013 Runtime included in each install package: 32-bit and 64-bit. Which version you install depends on what version of Microsoft Office may already be installed on your PC – if at all.

• If you have the 32-bit version of Microsoft Office installed on your PC, you can only install the 32-bit version of the Access 2013 Runtime and IdaFuel 4.

• Likewise, if you have the 64-bit version of Microsoft Office installed on your PC, you can only install the 64-bit version of the Access 2013 Runtime and IdaFuel 4.

If you choose the wrong one, you’ll get an error message warning you of the same. If you have no version of Microsoft Office installed on your PC, install the bit-version of Runtime and IdaFuel that matches the bit-version of your Windows operating system. The chart on the next page will help you decide on this issue.

http://tax.idaho.gov/pubs/EPR00083/


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Chart 1 – Deciding on what Bit-Version of Runtime and IdaFuel to install

To find out which version and edition of Office is already installed on your PC, click on the link below and follow the instructions on the web page:

https://support.office.com/en-us/article/What-version-of-Office-am-I-using-932788b8-a3ce-44bf-bb09-e334518b8b19




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Here’s an example for those with Microsoft Office 2010 installed on their PC:

1. Open one of Microsoft Office applications like Word, Excel, Access, or PowerPoint.

2. Go to File menu and then click Help to see the Office edition and version in the right-side pane.

Figure 1 – Finding Microsoft Office Version and Edition on your PC

Once you’ve determined what version of Office is already present on your PC, you’re ready to install first the correct version of Microsoft Access 2013 Runtime, and then the correct version of IdaFuel 4 on your PC. If you choose the wrong Runtime, you’ll receive an error message advising you to exit setup and choose the proper version of the Runtime as the wrong version will NOT install on your PC. Finally, although you will be able to install the wrong bit version of IdaFuel 4, you will NOT be able to run it, and will receive an error message advising you to run it with the proper bit version of Microsoft Access. At this point, you should uninstall the wrong bit version of IdaFuel 4 that you’ve installed, and install the correct bit version instead.


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Installing IdaFuel 4 and Microsoft Access 2013 Runtime

Once you’ve made a choice between a 32-bit and a 64-bit version of Microsoft Access 2013 Runtime/IdaFuel 4, you’re ready to install it on your PC. We can send you the install files on a CD or DVD, or you can download them directly from our website: http://tax.idaho.gov/pubs/EPR00083/.

Either way, install the Runtime first, and then install IdaFuel 4. If downloading the install files from our website, you can download either a compressed zip file, or the executables (.exe files).

If downloading the compressed Zip file, save and extract the 2 executable files inside it in a temporary folder somewhere on your PC. And then run (double-click) the Access Runtime and IdaFuel 4 install files – in that order. In ALL cases, you will notice 2 folders as in Figure 2a below:

Figure 2a – Installing from CD

http://tax.idaho.gov/pubs/EPR00083/


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If you have the full commercial version of Office 2013 (32 or 64-bit) already installed on your PC, you don’t need to install the Runtime as it will be ignored. Otherwise, install the Runtime BEFORE installing IdaFuel 4! This would tell IdaFuel 4 to run with Microsoft Access 2013 Runtime, instead of any other version of Microsoft Office that may reside on your system.

If you have a 32-bit version of Microsoft Office already installed on your PC, install from the 32-bit Office folder.

Figure 2b – Installing 32-bit Microsoft Access 2013 Runtime and IdaFuel 4


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If you have a 64-bit version of Microsoft Office already installed on your PC, install from the 64-bit Office folder.

Figure 2c – Installing 64-bit Microsoft Access 2013 Runtime and IdaFuel 4


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If you have NO Microsoft Office installed on your PC, the bit version of your Windows Operating System determines which bit version of Runtime and IdaFuel 4 you will install on your PC. Check the bit version of your Windows Operating System: right-click on My Computer and choose the Properties command from the shortcut menu.

Figure 2D – Checking the bit version of your operating system

If you have a 64-bit version of Windows, and no Microsoft Office on your PC, install the 64-bit version of Runtime and IdaFuel 4. Otherwise, install the 32-bit version.

You’ll go through several steps to install the Runtime and the software as depicted in the next images.


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Figure 3a – Installing Microsoft Access 2013 Runtime

Figure 3b – Installing Microsoft Access 2013 Runtime


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Figure 3c – Installing Microsoft Access 2013 Runtime

Click the Close button. At this point, you’re done with installation of Microsoft Access 2013 Runtime.


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But the first time you install it, you’ll get the following message from Microsoft:

Figure 3d – Installing Microsoft Access 2013 Runtime

You’ll have to choose one of the options to contend with this dialog box. It’s up to you. If you want less headaches and reminders from Microsoft, choose the middle option.


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Next, you’ll need to install IdaFuel 4 by double-clicking on the IdaFuel40SetupXXbit.exe file.

Figure 3e – Installing IdaFuel 4

Figure 3f – Installing IdaFuel 4


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• A typical installation will install IdaFuel 4 in your C:\IdaFuel40 folder. This folder will be created for you if you don’t already have it on your PC.

• Alternatively, if you prefer to install IdaFuel 4 in another local or network location, click on the Change link.

• WARNING! It is recommended that you Do Not Install IdaFuel 4 in the same folder as your previous versions of IdaFuel! Otherwise, you may lose ALL of your existing data!

Please stop and read “Installing IdaFuel 4” on page three again.

You can also choose to place a shortcut for IdaFuel 4 on your desktop.

Figure 3g – Installing IdaFuel 4


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You must read and agree to the legal statement presented before you can proceed with the installation of the software.

Figure 3h – Installing IdaFuel 4

Figure 3i – Installing IdaFuel 4


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This will take you to the following IdaFuel “Install confirmation” dialog box.

You can choose to open IdaFuel at this point, or uncheck the checkbox below to come back later.

Figure 3j – Setup Steps – IdaFuel 4 Install Confirmation

By default, you’ll get a shortcut on your desktop, unless you’ve chosen not to, during the installation.

Figure 4a – Desktop Shortcut for IdaFuel 4


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You’ll also get a Programs Menu item on your Start Menu | All Programs. You can use either of these shortcuts to run IdaFuel 4.

Figure 4b – Program Group Shortcut for IdaFuel 4

Note that you’ll also get an Uninstall Programs Menu item on your Start Menu. You can uninstall IdaFuel 4 either from here, or from the Control Panel.


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You may also get a security warning, like the one below, when you run IdaFuel 4. This is because Microsoft Access 2013 Runtime requires a valid current digital certificate to authenticate the software.

You won’t receive this warning if you have the full commercial version of Microsoft Access 2013.

Simply ignore the warning and click the Open button to open the application.

Figure 4c – Security Warning when running IdaFuel 4 Without a valid current digital certificate


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A similar warning may ensue when you try to open the User Guide from the main screen of IdaFuel 4. Again, just ignore it by clicking on the Yes button.

Figure 4d – Security Warning when opening IdaFuel 4 User Guide without a valid current digital certificate

The instructions to use IdaFuels 4 are included in the User Guide.

If you have questions that aren’t answered in this Handbook or in the in-app User Guide, please contact us. (See page 2.)

idafuel 4 handbook

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