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Crude Oil & Natural GasELECTRONIC REPORTING USER REFERENCE GUIDE
Glenn Hegar Texas Comptroller of Public Accounts96-998 (9-15)
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Contents 1.
Welcome to the Crude Oil and Natural Gas EDI Software User Guide ..............................1 2.
2.1. What You Need Before You Begin: ................................................................1 2.2. About This User Guide ....................................................................................1
Downloading the Software ..................................................................................................2 3.
3.2. Changing the Software Tax Type to Crude Oil or Natural Gas.......................4
Add Taxpayer Account Information ....................................................................................5 4.
4.2. Adding the First Taxpayer Record...................................................................5 4.3. Adding Addition Taxpayer Records ................................................................5
Add an Other Party ..............................................................................................................6 5.
5.1. Adding the First Other Party Record ...............................................................6 5.2. Adding an Additional Other Party ...................................................................6
Add a New Natural Gas Lease .............................................................................................7 6.
6.1. Add First Lease Setup ......................................................................................7 6.2. Add Additional Lease Setup Records ..............................................................7
Add a New Crude Oil Lease ................................................................................................9 7.
7.1. Adding the First Crude Oil Lease ....................................................................9 7.2. Adding Additional Crude Oil Lease Records ..................................................9
Creating a Report ...............................................................................................................11 8.
8.2. Enter Lease Data for Natural Gas ..................................................................11 8.3. Enter Lease Data for Crude Oil .....................................................................11 8.4. Add a Lease After a Return Has Been Started ..............................................12
8.5. Enter Payments and Penalties ........................................................................12
Processing (Saving) Returns for Submission .....................................................................13 9.
9.2. Envelope Multiple Returns ............................................................................13
Transmitting Returns to the Comptroller’s Office .............................................................14 10.
Transferring Information to a New Computer ...................................................................15 11.
11.1. Upgrade a Database File ..............................................................................15 11.2. Move Software to a New Computer ............................................................15
Button and Icon Legend .....................................................................................................16 12.
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Welcome to the Crude Oil and Natural Gas EDI Software User 2.
Guide
The Crude Oil and Natural Gas Electronic Data Interchange (EDI) user guide is intended to help
familiarize and provide specific instructions for the free Comptroller Natural Gas and Crude Oil EDI
software. Advanced topics regarding the software may be accessed by selecting on the help button in the
EDI software
2.1. What You Need Before You Begin:
11-digit taxpayer number: Each taxpayer has an 11-digit taxpayer number assigned by the Texas
Comptroller.
WebFile Number: Each taxpayer and tax type is assigned a WebFile Number. The WebFile Number starts
with RT and is followed by six digits (RT000000). This number is found on the top, left corner of pre-
printed returns sent to the mailing address on file for the taxpayer. Can’t find this number? Watch our
How to Locate A WebFile Number video or call the Comptroller’s Electronic Reporting Section at 1-800-
442-3453.
Natural Gas and Crude Oil Only: To file returns on behalf of a Natural Gas or Crude Oil taxpayer, a
Power of Attorney Form may be required. For more information, please call 1-800-252-1384.
2.2. About This User Guide
Button references are formatted in bold (strong) and green.
Window names, field names or section names are in italics (emphasis).
Important warnings are formatted in red and are underlined.
Buttons and icon images are explained in the Button Legend section.
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Downloading the Software 3.
This section provides instructions for downloading and installing the Natural Gas and Crude Oil
Electronic Data Interchange (EDI) software for submitting EDI reports. Warning! If reinstalling the
software, save the original database file named petro40.db to the computer desktop before continuing.
3.1.1. Enter the following URL: Crude Oil Natural Gas Website into a web browser.
3.1.2. Select the free software link on the webpage:
3.1.3. Save the file to the computer desktop.
3.1.4. Go to the computer desktop and double-click on the petrofullv4.exe icon.
3.1.5. Select the Next button on the Natural Gas and Crude Oil Fuel ETF Data Entry System Setup window.
3.1.6. Select the Next button on the Destination Directory window.
3.1.7. Select the Finish button.
3.1.8. Delete the petrofull.exe icon from the computer desktop.
3.1.9. Double-click on the Natural Gas and Crude Oil ETF icon on the computer desktop.
3.1.10. If a previous version of the Natural Gas and Crude Oil EDI software is installed a prompt to import the
data from prior versions of the software will open. Select the Yes button when asked “Do you want to copy
information from your old database.”
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3.1.11. Select the Start button on the Convert Database window:
3.1.12. Select the OK button on the Pipe Log window:
3.1.13. If any leases are not formatted properly a list of these leases will provided in the Natural Gas/Crude Oil
ETF System Migration window. The list may be printed by selecting the Print button or select the Close
button. All other data should be migrated to the new software:
3.1.14. Once the data has piped from the older version of the software the Status Row on the Convert Database
window should show “Complete.” If an error occurs during migration the Status Row will show “Error.”
3.1.15. Select the Close button and review data for completeness.
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3.2. Changing the Software Tax Type to Crude Oil or Natural Gas
The EDI software has a Natural Gas Mode and a Crude Oil Mode. The default mode for the software is
Natural Gas Mode. To switch the software tax type modes use the following instructions. Note: All
windows within the software must be closed before changing the tax mode.
3.2.1. Select File from the Menu Bar.
3.2.2. Select Change Tax.
3.2.3. Select the radio button for Crude Oil or Natural Gas on the Change Tax Type window:
3.2.4. Select the OK button.
3.2.5. The background image will indicate either Crude Oil Mode or Natural Gas Mode:
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Add Taxpayer Account Information 4.
4.1.1. This section provides instructions on adding the basic information regarding Natural Gas and Crude Oil
taxpayer accounts including taxpayer information, banking information, and license types. Note: To request a
preload import file, send an e-mail to: [email protected] with the taxpayer number, tax type, and period.
4.2. Adding the First Taxpayer Record
4.2.1. The system will prompt users to add the first Taxpayer record:
4.2.2. Go to number 4.2.4
4.3. Adding Addition Taxpayer Records
4.3.1. Select the Taxpayer button.
4.3.2. Select the New button.
4.3.3. The Taxpayer Window will open:
4.3.4. Enter Taxpayer Number, Name, Address, City, State and Zip Code.
4.3.5. Enter Contact Information including First and Last Name, Phone Number and Email Address.
4.3.6. Do not enter the Transmitter Number.
4.3.7. Enter Route/Transit Number, Account Type (Checking or Savings), and Bank Account Number. Note:
EFT payment information is optional. Banking information must be entered on this window to include a
payment with a return.
4.3.8. After entering all data in the appropriate fields, select the Save button located on the menu bar.
4.3.9. Select the OK button.
4.3.10. Repeat prior steps as needed for additional taxpayers.
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Add an Other Party 5.
This section provides instructions on Other Party setup for Crude Oil or Natural Gas. New users will be
prompted to add their first Other Party:
5.1. Adding the First Other Party Record
5.1.1. The system will prompt users to add the first Other Party record. Select the Yes button
5.1.2. Go to 5.2.3 in the next section.
5.2. Adding an Additional Other Party
5.2.1. Select the Other Party button. Note: New users will be prompted to add their first Other Party.
5.2.2. Select the New button.
5.2.3. The Other Party Information window will open:
5.2.4. Enter the Taxpayer Number of the Other Party.
5.2.5. Enter the Name of the Other Party.
5.2.6. Select Save and close the Other Party Information window.
5.2.7. Repeat previous steps for additional Other Parties.
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Add Natural Gas Leases 6.
This section provides instructions on lease and lease setup for Natural Gas. New users will be prompted
to add the first Lease setup record:
6.1. Add the First Natural Gas Lease
6.1.1. The system will prompt users to add the first Lease record. Select the Yes button.
6.1.2. Go to 6.2.3 in the next section.
6.2. Add Additional Natural Gas Leases
6.2.1. Select the Lease Setup button.
6.2.2. Select the New button.
6.2.3. The Add new Lease and First Lease Setup window will open:
6.2.4. Select the Lease Type Drop-Down button field to display values and choose Oil Lease or Gas Lease.
6.2.5. Enter the County Name in the County of Production field or select the County of Production Drop-
Down button to display a list of 254 counties in Texas and make a selection.
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6.2.6. Enter the Railroad Commission (RRC) provided Lease Number into the Lease Number field.
Gas Lease: Enter the six-digit number which was assigned by the Railroad Commission.
Oil Lease: Enter a zero and then the five-digit number assigned by the Railroad Commission.
If no lease number has been assigned, enter the six-digit drilling permit number assigned by the
Railroad Commission. Note: The drilling permit number is a temporary fix until the lease number is
assigned by the Railroad Commission.
6.2.7. Select Yes or No to the Drilling Permit Number question.
6.2.8. Enter the Lease Name into the Lease Name field.
6.2.9. The Setup Status field is automatically set to Active.
6.2.10. Select the Exemption Type Drop-Down button to display a list of exemption types.
6.2.11. Select the Exemption for the lease.
If no exemption on the lease, select 0 No Exemption.
6.2.12. Select the Commodity Drop-Down button to display the list of commodities. Select the appropriate
Commodity Code.
6.2.13. Select Yes or No to Liable for Tax.
6.2.14. Select Yes or No to Off Lease Sale.
6.2.15. Select Yes or No to Tax Reimbursement.
6.2.16. Enter the API number in the API Number Field if applicable.
6.2.17. Select the Taxpayer Lookup button to see the taxpayer list.
6.2.18. Select the Taxpayer Number from the Taxpayer Lookup index and Select OK.
6.2.19. Select the Other Party Lookup button to see the Other Party list.
6.2.20. Select the Other Party Number from Other Party Lookup index and Select OK.
6.2.21. For exemption type 11 only: Select the AVG NG Price Drop-Down button and choose the appropriate
average price, if applicable.
6.2.22. For exemption type 5 only: Enter the Reduced Tax Rate in the lease type 5 Tax Rate field.
6.2.23. Select the Save button.
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Add Crude Oil Leases 7.
The section provides instructions on adding a new Crude Oil lease. New users will be prompted to enter
their first Crude Oil lease.
7.1. Adding the First Crude Oil Lease
7.1.1. The system will prompt users to add the first Lease record. Select the Yes button
7.1.2. Go to number 7.2.3 in the next section.
7.2. Adding Additional Crude Oil Leases
7.2.1. Select the Lease button.
7.2.2. The Add new Lease and First Setup window will open:
7.2.3. Select the New button.
7.2.4. Enter the County Name in the County of Production field or select the County of Production Drop-
Down button to display a list of 254 counties in Texas and make a selection.
7.2.5. Enter the Railroad Commission (RRC) provided Lease Number into the Lease Number field.
Oil Lease: Enter a zero and then the five-digit number assigned by the Railroad Commission.
If no lease number has been assigned, enter the six-digit drilling permit number assigned by the
Railroad Commission. Note: The drilling permit number is a temporary fix until the lease number is
assigned by the Railroad Commission.
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7.2.6. Select Yes or No to the Drilling Permit Number question.
7.2.7. Enter the Lease Name into the Lease Name field.
7.2.8. Select the Exemption Type Drop-Down button to display a list of exemption types. Select the
exemption for the lease
If no exemption on the lease, select “0 No Exemption.”
7.2.9. Select the EOR Drop-Down Button to choose Baseline production or Incremental production, if
applicable.
7.2.10. Select the Yes or No radio button for the Lease Operator question.
7.2.11. Select Yes or No radio button for the Liable for Tax question.
7.2.12. Enter the API number in the API Number field if applicable.
7.2.13. Select the Taxpayer Lookup button to see a list of taxpayer added in the software by the user in previous
steps.
7.2.14. Select the Taxpayer Number from the Taxpayer Lookup Index and select OK.
7.2.15. Select the Other Party Lookup button to see the Other Party list.
7.2.16. Select the Other Party from Other Party Lookup Index and select OK.
7.2.17. For exemption type 11 only: Select the AVG CO Price Drop-Down Button and choose the appropriate
average price, if applicable.
7.2.18. Select the Save button.
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Creating a Report 8.
This section provides instructions for creating a report for data entry.
8.1.1. Select the Report button.
8.1.2. Select the New button. The Header Tab will open.
8.1.3. Select Original or Amended for the Report Type button.
8.1.4. Enter the Period for which are filing in the Period field. Enter the period in YYYY/MM format. For
example 2014/10, represents the October 2014 reporting period.
8.1.5. Select the Filing Type Drop-Down button field and select the type of report.
8.1.6. Select the Taxpayer Number Drop-Down button field and select the Taxpayer Number.
8.1.7. Select the Add Lease Detail button.
8.2. Enter Lease Data for Natural Gas
This section provides instructions for entering lease data for Natural Gas.
8.2.1. The Lease Detail Tab will open.
8.2.2. Enter the Total Lease Volume (Producer’s reports only), Your Volume, Value of Volume, Govt. Exempt
Volume, Exempt Value, and Marketing Costs. Note: When creating an amended report the Net Taxable Value
must be manually entered.
8.2.3. Select the Next button to access the next lease.
8.2.4. Select the Save button at any time to save the report.
8.2.5. Review the return data by selecting the Index Tab.
8.2.6. Review all leases entered and available for reporting on the Active Setups Tab. Only the leases entered on
the report are checked.
8.2.7. Select any leases that need to be added to the report.
To select one lease, double-click on the lease.
To select all of the remaining leases: Select the first unchecked lease, press and hold the Shift key
on the keyboard, then select the last lease on the list.
Select the Apply Lease Detail button.
8.3. Enter Lease Data for Crude Oil
This section covers entering lease information into a return.
8.3.1. The Lease Detail Tab will open.
8.3.2. Enter API Gravity, Gross Barrels, Gross Value, Exempt Barrels, Exempt Value and Trucking Cost for
that lease. Note: When creating an amended report the Net Taxable Value must be entered manually.
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8.3.3. Select the Next button to access the next lease.
8.3.4. Select the Save button at any time to save the report.
8.3.5. Review the return data by selecting the Index Tab.
8.3.6. Review all leases entered and available for reporting on the Active Setups Tab. Only the leases entered on
the report are checked.
8.3.7. Select any leases that need to be added to the report.
To select one lease, double-click on the lease.
To select all of the remaining leases: Select the first unchecked lease, press and hold the Shift key
on the keyboard, then select the last lease on the list.
Select the Apply Lease Detail button.
8.4. Add a Lease After a Return Has Been Started
If creating a new lease setup during the entry of the report use the following instructions.
8.4.1. Close the report window. When indicated select to save the report.
8.4.2. Once completed select the Return button
8.4.3. Double-click the desired report.
8.4.4. Select the Active Setups Tab.
8.4.5. Double-click the new lease.
8.4.6. The new lease will appear on the Lease Detail Tab.
8.5. Enter Payments and Penalties
This section provides instructions for entering penalties and payment that will be include with the EDI
return. The EFT payment date or settlement date is the date on which the funds will be withdrawn. To
receive the allowance for handling discount, the EFT payment date must be no later than the due date of
the report, and the report payment file must be transmitted by 2:30pm (CT) on the business day before
the due date. Please refer to the due date chart for EFT payment in the Texnet Booklet.
8.5.1. Open the Report window selecting the Report button.
8.5.2. Select the Summary Tab.
8.5.3. Enter EFT Payment information in the Payment Amount, and Date fields. Note: Payment information
must be entered into the Taxpayer Profile Information window before these fields are available within the
return.
8.5.4. Enter any previous payments for the period. Note: Credits from other periods may be verified by calling
the Comptroller’s Office for verification.
8.5.5. Enter Penalty and Interest amounts if the report is late and penalty and/or interest are due.
8.5.6. Select the Save button.
8.5.7. Close the Report window.
8.5.8. Continue to Processing (Saving) Returns for Submission.
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Processing (Saving) Returns for Submission 9.
This section provides instructions for Processing (Saving) Returns for Submission to the Comptrollers
Office. A Production file may only be submitted after completing the Registration and Enrollment
Process. Warning! Reporting of EDI files has not been completed until receipt of a confirmation email
from the Comptroller’s office with a Status of “Passed.”
9.1.1. From the Report Index window, highlight the file to be processed and select the Create EDI File button.
9.1.2. A notification box confirming processing of the return. Alternations will not be allowed after processing.
9.1.3. If everything is correct, select the Yes button or select the No button. Note: If EFT payment has been
entered, the Processing Payment Verification window will appear showing the payment information. If
everything is correct, select the Yes button.
9.1.4. To change the information, select the No button and return to the Report Summary window to make
changes.
9.1.5. The Select EDI File to Create window will appear, with a highlighted system-generated file name. Note:
The file name may be changed but the file extension type must remain a Text Document (.txt).
9.1.6. Select the Save button.
9.1.7. The following message will appear: “EDI file saved as”…and the location the file was saved. The
location the file is based on the computer’s operating system.
Windows Vista, Windows 7, and Windows 8 saves in C:\ProgramData\TexasCPA\Petro40
9.1.8. Select the OK button.
9.1.9. Continue to section Processing (Saving) Returns for Submission. Note: Once a return is processed it will
only be viewable by choosing the Processed radio button in the Data Filter box.
9.2. Envelope Multiple Returns
This section provides instructions on how to combine two or more returns in one file after the returns
have been processed in the software.
9.2.1. Select the Processed radio button from the Data Filter box to the bottom right of the Report Index
window.
9.2.2. Highlight all returns to be enveloped by holding down the Control key on the keyboard and selecting
each file to be enveloped.
9.2.3. Select the Envelope button.
9.2.4. Select the Save button on the Select Envelope EDI file window.
9.2.5. Select the OK button in the Envelope EDI File Saved As window. The file name will appear in the
Envelope Filename column.
9.2.6. Continue to section Processing (Saving) Returns for Submission.
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Transmitting Returns to the Comptroller’s Office 10.
This section provides instructions for transmitting a Processed (Saved) return to the Comptroller’s Office. Warning! Processing alone does not submit the file. The EDI file created in the Processing (Saving) Returns for Submission must be
transmitted using the following instructions.
10.1.1. Select the Report button to view the Report Index window.
10.1.2. Select the Processed radio button in the Data Filter box on the bottom right of the window.
10.1.3. Select the Transmit button. Your web browser will open to the Electronic Data Interchange Website.
10.1.4. Select the Login button.
10.1.5. Enter the Taxpayer Number and Personal Identification Number (PIN).
10.1.6. Select Crude Oil or Natural Gas tax type. Note: You must have a separate account for Crude Oil and
Natural Gas. Each will have its own pin number.
10.1.7. Select the Continue button.
10.1.8. Verify taxpayer information and select Continue.
10.1.9. Select the Upload Production File button.
10.1.10. Select the Continue button.
10.1.11. Select the Browse button.
10.1.12. Navigate to the return that was processed previously. The location the file is located is based on your
operating system:
Windows Vista, Windows 7, and Windows 8 saves in C:\ProgramData\TexasCPA\Petro40
10.1.13. Select the Open button.
10.1.14. Select the Submit button.
10.1.15. A confirmation number will appear on the window. An email will be sent with details of Pass/Fail status
of your file upload:
Pass: No action required
Fail: Read the attachment, correct errors and resubmit file.
10.1.16. Once you have received a passed file, enter the confirmation number in the software, Select the Report
button; select the Processed Data Filter; and enter the confirmation number next to the appropriate report in
the Confirmation Number column.
10.1.17. Select the Save button.
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Transferring Information to a New Computer 11.
11.1. Upgrade a Database File
Before a database can be transferred to a new computer it must be in the newest software version format.
If the EDI software is a prior version, download and install the most current version of Crude Oil
Natural Gas EDI software to both computers using the Downloading the Software section instructions.
Note: If the most current version is already installed on both computers skip this section and go to the
next set of instructions, Moving Software to a New Computer.
11.2. Move Software to a New Computer
In order to move a Crude Oil Natural Gas prior version database to a new computer use the following
instructions:
11.2.1. Close the Crude Oil Natural Gas EDI software on both computers.
11.2.2. Locate the EDI software database file on the old computer. The software defaults to the below location
but this can be altered by the user or operating system:
Windows Vista, Windows 7, and Windows 8 saves in C:\ProgramData\TexasCPA\Petro40.
11.2.3. Right click on the file and select Copy (CTRL + C).
11.2.4. Transfer (email, flash drive, or CD) the file to the new computer.
11.2.5. Transfer the database to the correct folder for the new computer.
Windows Vista, Windows 7, and Windows 8 saves in C:\ProgramData\TexasCPA\Petro40.
11.2.6. Open the Crude Oil Natural Gas EDI software on the new computer.
11.2.7. Review the software for the data that existed in the old computer.
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12. Button and Icon Legend
Texas Comptroller of Public Accounts
Electronic Reporting Section
http://www.comptroller.texas.gov/taxinfo/etf/etfs_ngco.html
1-800-442-3453
Publication #96-998, Revised 2016