Tobacco Tax Memo File Format & Processing - Alberta · TAX AND REVENUE ADMINISTRATION TOBACCO TAX...

TAX AND REVENUE ADMINISTRATION

Tobacco Tax Memo

File Format & Processing

Document Version: 1.2

Last Updated Date: 2018-07-06


TOBACCO TAX MEMO

FILE FORMAT REQUIREMENTS DOCUMENT VERSION: 1.2

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Table of Contents

1. Introduction ............................................................................................................. 2

2. Field Descriptions ................................................................................................... 3

2.1 Submission Information ................................................................................................... 3

2.2 Collector Information ....................................................................................................... 3

2.3 Invoice Information .......................................................................................................... 3

3. XML Character Rules .............................................................................................. 5

4. About XML and File Processing ............................................................................ 5

4.1 Submission Information ................................................................................................... 5

4.2 Submission Date ............................................................................................................. 5

4.3 Submission Process ........................................................................................................ 6

4.3.1 TRACS Home Webpage ............................................................................................ 6

4.3.2 Tax Memo File Browse Webpage .............................................................................. 6

4.3.3 Tax Memo File Review Webpage ............................................................................... 7

4.3.4 Tax Memo File Confirmation Webpage ...................................................................... 8

4.4 Submission of Duplicate Files ......................................................................................... 9

4.5 New Electronic Tax Memo Suppliers ............................................................................... 9

5. Sample XML File ................................................................................................... 10

6. Appendices ........................................................................................................... 12

6.1 Collector Codes ..............................................................................................................12

6.2 Province Codes ..............................................................................................................13


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1. Introduction

Tax memos are sent to Tax and Revenue Administration (TRA) by Tax Memo Suppliers that sell tobacco products to registered tobacco collectors. TRA then sorts and redistributes these tax memos to the applicable tobacco collectors that received the product in Alberta during the month. The tobacco collectors use the tax memos as a reference when completing their monthly tobacco tax return.

Tax memos can be sent to TRA by uploading an electronic tax memo file directly to a TRA application known as Tax and Revenue Administration Client Self-Service (TRACS). TRA uses an Extensible Markup Language (XML) file format standard. This document provides the field definitions, file format, and additional instructions necessary to assist Tax Memo Suppliers with the creation of their own tax memo files to be uploaded into TRACS.

Tax Memo Suppliers must conduct their own internal testing of XML file they create prior to testing with TRA. Tax Memo Suppliers must ensure that the files have been formatted correctly and to validate the data prior to submitting the actual (production ready) data to TRA. To validate your XML file prior to uploading, please find an appropriate XML Editor. Please email our office at [email protected] if you require further assistance or information.

mailto:[email protected]


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2. Field Descriptions

2.1 Submission Information

The following field appears at the beginning of the XML document.

Field Field Name Lookup Required Field Validations

File Generation

Date FileGenerationDate Y

The date the file was generated.

Format must be YYYY-MM-DDTHH:MM:SS

2.2 Collector Information

2.3 Invoice Information


Shipping Name ShippingName N Name of the store the product is being shipped to. Free

format field, maximum of 70 characters.

Shipping Address ShippingAddress N The address product was shipped to. Free format field,

maximum of 70 characters.

Shipping City ShippingCity N The city product was shipped to. Free format field,

maximum 35 characters.

Shipping

Province ShippingProvince Y N The province the product was shipped to. Predefined list.

See Province Codes in appendix.

Shipping Postal

Code ShippingPostal N The postal code the product was shipped to. The field

must follow the format of A#A#A# where A is an

uppercase letter. Maximum of 6 characters.

Invoice Number InvoiceNumber Y Maximum of 15 characters.

Invoice Date InvoiceDate Y Date of the invoice. Format must be YYYY-MM-DD

Shipping Date ShippingDate N Date product was shipped to the Tobacco Collector.

Format must be YYYY-MM-DD

Cigarettes (by

stick) Unmarked CigarettesUnmarked N Number of unmarked cigarette sticks shipped to the collector. Maximum of 9 digits. Can be a positive or

negative value.

Cigarettes (by

stick) Marked CigarettesMarked N Number of Alberta marked cigarette sticks shipped to the

collector. Maximum of 9 digits. Can be a positive or

negative value.

Tobacco Sticks

(by stick)

Unmarked TobaccoSticksUnmarked N

Number of unmarked tobacco sticks shipped to the


negative value.


Collector Code CollectorCode Y Y

Standard Name of Tobacco Tax Collector. Predefined list.

See Collector Codes in appendix.

When a tax-in transaction occurs in Alberta, Tax Memo

Supplier must use the generic collector code of TXI00.


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Tobacco Sticks

(by stick) Marked TobaccoSticksMarked N Number of Alberta marked tobacco sticks shipped to the


negative value.

Fine Cut (grams)

Unmarked FineCutUnmarked N Grams of unmarked fine cut shipped to the collector.

Maximum of 9 digits before decimal and 2 digits after

decimal. Can be a positive or negative value.

Fine Cut (grams)

Marked FineCutMarked N Grams of Alberta marked fine cut shipped to the collector. Maximum of 9 digits before decimal and 2

digits after decimal. Can be a positive or negative value.

Pipe Tobacco

(grams) PipeTobacco N Grams of pipe tobacco shipped to the collector. Maximum of 9 digits before decimal and 2 digits after

decimal. Can be a positive or negative value.

Cigars

(individual) Cigars N Number of cigars shipped to the collector. Maximum of

9 digits. Can be a positive or negative value.

Smokeless

(grams) Smokeless N Grams of smokeless shipped to the collector. Maximum

of 9 digits before decimal and 2 digits after decimal. Can

be a positive or negative value.

Tax Memo

Amount ($) TotalAmount N

Total amount of tax memo by invoice. Maximum of 9 digits before decimal and 2 digits after decimal.

Maximum value of 999,999,999.99. Can be a positive or

negative value.

The Tax Memo Amount or the Tax Amount Collected

must be greater than or less than zero.

Only one of Tax Memo Amount and Tax Amount

Collected may have a value that is greater or less than

zero.

When the Tax-In Collector Code of TXI00 is used the

Tax Memo Amount must be zero.

Tax Amount

Collected ($) CollectedAmount N

Amount of taxes collected by invoice. Maximum of 9

digits before decimal and 2 digits after decimal. Maximum value of 999,999,999.99. Can be a positive or

negative value.

The Tax Memo Amount or the Tax Amount Collected

must be greater than or less than zero.

Only one of Tax Memo Amount and Tax Amount

Collected may have a value that is greater or less than

zero.

Note: At least one of the product fields (Cigarettes Unmarked, Cigarettes Marked, Tobacco Sticks Unmarked, Tobacco Sticks Marked, Fine Cut Unmarked, Fine Cut Marked, Pipe Tobacco, Cigars, Smokeless) must have a value greater or less than zero.


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3. XML Character Rules

The following characters are not acceptable in the tax memo XML file unless they appear in XML character format.

Character Acceptable XML Character Format

& &

“ "

‘ '

< <

> >

4. About XML and File Processing

An XML Schema (XSD) is defined for formatting the Tobacco Tax Memo data fields into a valid XML file structure. Once the XML file is created, it must then be run through an XSD validation process. This is an operation in which the XML file is checked to ensure that it is valid (in accordance to the XSD). If any errors are identified in the file, specific error messages will be displayed on the TRACS screen. The entire file must be free of errors before TRA will accept the file. The maximum acceptable file size is 20 MB. Once the file has been uploaded without error, a confirmation number will be displayed.

4.1 Submission Information

The file name must end with an .xml extension. If the file does not have an .xml extension, it cannot be uploaded in TRACS. There are no other naming restrictions. TRA does not store submitted tax memo files. It is important that Tax Memo Suppliers be able to retrieve the file for possible resubmission if corrections and re-upload are necessary. Once a Tax Memo Supplier chooses to begin uploading and submitting electronic tax memo files using TRACS, no other submission method will be accepted.

4.2 Submission Date

Tax Memo Suppliers are required to submit their tax memo file by the 7th calendar day of each month.


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4.3 Submission Process

4.3.1 TRACS Home Webpage

The TRACS Home webpage is displayed after Tax Memo Suppliers sign into TRACS. The TRACS Home webpage provides a link to navigate to the Upload Tax Memo webpage.

4.3.2 Tax Memo File Browse Webpage

The following TRACS webpage provides Tax Memo Suppliers with the ability to search for and select the tax memo file. After the tax memo file is selected and the Continue button is pressed, file validation occurs.


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If errors are present with the file, an error message is displayed listing the error details. Please correct the errors in the tax memo file. Once the errors have been corrected browse and select the revised tax memo file and press the Continue button to perform the validations on the file.

4.3.3 Tax Memo File Review Webpage

Once the errors with the file are corrected, the revised file can be uploaded. If the uploaded file passes all validations, the Review Tax Memo webpage is displayed.


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On the Review Tax Memo webpage, the Total Invoice Submitted and the Total Tax Amount is calculated by the system and displayed. Total Invoice Submitted shows the total number of invoices in the file while Total Tax Memo Amount calculates the Tax Memo amount for all invoices in the file. If the values are incorrect, please correct the values in the tax memo file and navigate back to the Upload Tax Memo webpage by pressing the Previous button. Browse and select the revised tax memo file and press the Continue button to perform the validations on the file. If the file contains no errors, the Review Tax Memo webpage will be displayed. Please verify the Total Invoices Submitted and the Total Tax Memo Amount. If these values are correct, submit the file.

4.3.4 Tax Memo File Confirmation Webpage

The Tax Memo Confirmation page is displayed after pressing the Submit button. The confirmation page provides a confirmation number and the ability to print the Tax Memo Confirmation information in a printer friendly format.


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4.4 Submission of Duplicate Files

Tax Memo Suppliers can only submit one file per month. If a Tax Memo Supplier submits a file that contains errors and would like to resubmit a new file, please contact us at 780-427-3044 (toll free within Alberta by dialing 310-0000, then 780-427-3044) or by email at [email protected] prior to resubmitting a new file.

4.5 New Electronic Tax Memo Suppliers

Any Tax Memo Supplier who chooses to begin submitting tax memo files electronically through TRACS are advised to first test their files internally then request TRA to test the files. To initiate testing, please contact us at 780-427-3044 (toll free within Alberta by dialing 310-0000, then 780-427-3044) or by email at [email protected].




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5. Sample XML File

<TaxMemo> <FileGenerationDate>2014-01-30T10:37:43</FileGenerationDate> <Collector> <CollectorCode>ABC01</CollectorCode> <Invoice> <ShippingAddress>123 67 Street</ShippingAddress> <ShippingCity>Edmonton</ShippingCity> <ShippingProvince>AB</ShippingProvince> <ShippingPostal>T2K3I9</ShippingPostal> <InvoiceNumber>CFG1234</InvoiceNumber> <InvoiceDate>2013-10-01</InvoiceDate> <ShippingDate>2013-10-05</ShippingDate> <CigarettesMarked>1000</CigarettesMarked> <TobaccoSticksUnmarked>200</TobaccoSticksUnmarked> <FineCutMarked>10</FineCutMarked> <Cigars>100</Cigars> <Smokeless>34000</Smokeless> <TotalAmount>5501.40</TotalAmount> </Invoice> <Invoice> <ShippingAddress>45 85 Avenue</ShippingAddress> <ShippingCity>Calgary</ShippingCity> <ShippingProvince>AB</ShippingProvince> <ShippingPostal>T2L8Y7</ShippingPostal> <InvoiceNumber>CFG1567</InvoiceNumber> <InvoiceDate>2013-10-02</InvoiceDate> <ShippingDate>2013-10-12</ShippingDate> <CigarettesMarked>200</CigarettesMarked> <TobaccoSticksMarked>1200</TobaccoSticksMarked> <FineCutMarked>2</FineCutMarked> <Cigars>500</Cigars> <Smokeless>5000</Smokeless> <TotalAmount>3480.28</TotalAmount> </Invoice> </Collector> <Collector> <CollectorCode>DEF01</CollectorCode> <Invoice> <ShippingName>Branch A</ShippingName> <ShippingAddress>891 Street</ShippingAddress> <ShippingCity>Red Deer</ShippingCity> <ShippingProvince>AB</ShippingProvince> <ShippingPostal>T7U4H2</ShippingPostal> <InvoiceNumber>12345</InvoiceNumber> <InvoiceDate>2013-10-08</InvoiceDate> <ShippingDate>2013-10-15</ShippingDate> <CigarettesUnmarked>500</CigarettesUnmarked> <CigarettesMarked>82000</CigarettesMarked> <TobaccoSticksUnmarked>100</TobaccoSticksUnmarked> <TobaccoSticksMarked>2300</TobaccoSticksMarked> <FineCutUnmarked>1500</FineCutUnmarked> <FineCutMarked>3000</FineCutMarked> <PipeTobacco>25</PipeTobacco> <Cigars>10</Cigars> <Smokeless>200</Smokeless> <TotalAmount>17481.50</TotalAmount> </Invoice> <Invoice> <ShippingName>Branch B</ShippingName> <ShippingAddress>25 Crescent</ShippingAddress> <ShippingCity>Lacombe</ShippingCity> <ShippingProvince>AB</ShippingProvince> <ShippingPostal>T9L3M7</ShippingPostal> <InvoiceNumber>23456</InvoiceNumber> <InvoiceDate>2013-10-10</InvoiceDate>


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<ShippingDate>2013-10-18</ShippingDate> <CigarettesUnmarked>20</CigarettesUnmarked> <CigarettesMarked>102300</CigarettesMarked> <TobaccoSticksUnmarked>15</TobaccoSticksUnmarked> <TobaccoSticksMarked>200</TobaccoSticksMarked> <FineCutUnmarked>20</FineCutUnmarked> <FineCutMarked>400</FineCutMarked> <PipeTobacco>125</PipeTobacco> <Cigars>8</Cigars> <Smokeless>600</Smokeless> <TotalAmount>20704.50</TotalAmount> </Invoice> <Invoice> <ShippingName>Branch C</ShippingName> <ShippingAddress>891 Avenue</ShippingAddress> <ShippingCity>High River</ShippingCity> <ShippingProvince>AB</ShippingProvince> <ShippingPostal>T2C8H4</ShippingPostal> <InvoiceNumber>78950</InvoiceNumber> <InvoiceDate>2013-10-21</InvoiceDate> <ShippingDate>2013-10-25</ShippingDate> <CigarettesMarked>52000</CigarettesMarked> <TotalAmount>10400.00</TotalAmount> </Invoice> </Collector> <Collector> <CollectorCode>JOC01</CollectorCode> <Invoice> <ShippingAddress>23 786 Avenue</ShippingAddress> <ShippingCity>Calgary</ShippingCity> <ShippingProvince>AB</ShippingProvince> <ShippingPostal>T3S5V7</ShippingPostal> <InvoiceNumber>R1234</InvoiceNumber> <InvoiceDate>2013-10-05</InvoiceDate> <ShippingDate>2013-10-21</ShippingDate> <CigarettesMarked>20000</CigarettesMarked> <FineCutMarked>2000</FineCutMarked> <Cigars>12</Cigars> <CollectedAmount>2660</CollectedAmount> </Invoice> </Collector>

</TaxMemo>


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6. Appendices

6.1 Collector Codes

When a tax-in transaction occurs in Alberta, Tax Memo Suppliers must use the generic collector code of TXI00. Otherwise the following collector codes must be used.

Code Company Name

ALI01 984664 ALBERTA INC.

TBC01 10281735 CANADA INC.

NUB01 1563643 ONTARIO INC.

AWC01 AFFICIANADO WHOLESALE CIGAR CORP

BDC01 BASTOS DU CANADA LTEE

BCC01 BONDELE CIGAR COMPANY LTD

BEI01 BRIGHAM ENTERPRISES INC

BLF01 BUY-LOW FOODS LIMITED PARTNERSHIP

CCC01 CANADIAN CIGAR COMPANY LTD

CAN01 CONSULTANTS ANZAR INC.

CMI01 CORE-MARK INTERNATIONAL, INC

CWC01 COSTCO WHOLESALE CANADA LTD

DGI01 DISTRIBUTION G.V.A. INC

DCI01 DOMINION CIGAR INC.

FCL01 FEDERATED CO-OPERATIVES LIMITED

HHC01 HAVANA HOUSE CIGAR & TOBACCO MERCHANTS LTD

HOH01 HOUSE OF HORVATH INC.

IMC01 IMAGINATION CARDS INC.

ITC01 IMPERIAL TOBACCO COMPANY LIMITED – IMPERIAL TOBACCO COMPAGNIE LIMITEE

JMC01 JTI-MACDONALD CORP

KII01 KRETEK INTERNATIONAL, INC

KRK01 KRISTON, KELLY

MET01 LEGAL, LISE AND BULLARD, TANNIS

LOI03 LOBLAWS INC

NAD01 NAKASHIMA, DANIEL

NST01 NATIONAL SMOKELESS TOBACCO COMPANY LIMITED

NST02 NORTH SHORE TOBACCO CANADA INC.

NSF01 NORTHERN SNACK FOODS LTD

OFG01 OVERWAITEA FOOD GROUP LIMITED PARTNERSHIP

PCI01 PRIMERO CIGAR IMPORTS LTD


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Code Company Name

RBH01 ROTHMANS, BENSON & HEDGES INC.

SRL01 SACRED RAW LEAF TOBACCO LTD.

STG01 SCANDINAVIAN TOBACCO GROUP CANADA INC

SCI03 SOBEYS CAPITAL INCORPORATED

SC102 SOBEYS CAPITAL INCORPORATED

SWI01 SOBEYS WEST INC.

SMI01 SPIKE MARKS INC.

TSM01 TEL-STAR MARKETING GROUP (1993) LTD

TNW01 THE NORTH WEST COMPANY LP

THT01 THOMAS HINDS TOBACCONIST LTD

TCC01 TLG CANADA CORP.

WCI01 WALLACE & CAREY INC.

ZID01 ZOE INTERNATIONAL DISTRIBUTING INC.

6.2 Province Codes

Province Code Province

AB PROVINCE OF ALBERTA

BC PROVINCE OF BRITISH COLUMBIA

MB PROVINCE OF MANITOBA

NB PROVINCE OF NEW BRUNSWICK

NL PROVINCE OF NEWFOUNDLAND AND LABRADOR

NS PROVINCE OF NOVA SCOTIA

NT NORTHWEST TERRITORIES

NU TERRITORY OF NUNAVUT

ON PROVINCE OF ONTARIO

PE PROVINCE OF PRINCE EDWARD ISLAND

QC PROVINCE OF QUEBEC

SK PROVINCE OF SASKATCHEWAN

YT TERRITORY OF YUKON

Tobacco Tax Memo File Format & Processing - Alberta · TAX AND REVENUE ADMINISTRATION TOBACCO TAX...

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