General information regarding Motor Fuel can be found here.
Agvance makes the following assumptions as the documents are created in Agvance Motor Fuel:
- Reconciliation can only happen within the current fiscal year. Linking to a prior year to reconcile is not available.
- When setting up the Schedules, the state abbreviation must precede the Schedule number (i.e. Oregon Schedule 5 needs to be set up as OR5).
- If multiple Schedules have the same number (i.e. Schedule 1 and Schedule 1H), the Schedule with no letter following the number must have an R entered after the number (i.e. Oregon Schedule 1 is setup as OR1R)
Definitions
Product Codes
Oregon is a Uniformity State and must conform to the requirements set by the Uniformity States. Since the program must have the ability to report to Uniformity States, the Product Types used will be the Uniformity Fuel Codes listed below:
| INT04 | Product Description | Product Category |
| 065 | Gasoline | 1 – Gasoline |
| E10 | Gasoline Eth-Blended | 2 – Gasoline Eth-Blended |
| 125 | Aviation Gasoline | 3 – Aviation Gasoline |
| 130 | Jet Fuel | 4 – Jet Fuel |
| 160 | Diesel - Undyed | 5 – Diesel - Undyed |
|
|
Compressed Natural Gas (CNG) | 6 – Compressed Natural Gas |
| E00 | Ethanol (100%) | 8 – Ethanol |
| E99 | Ethanol (99% Denatured Alcohol) | 8 – Ethanol |
| E85 | Gasoline Eth-Blended Flex | 10 – Gasoline Eth-Blended Flex |
| 170 | Biodiesel - Undyed (non-UCO) | 11 – Biodiesel Blend - Undyed |
| 171 | Biodiesel - Dyed (non-UCO) | 12 – Biodiesel Blend - Dyed |
| 228 | Diesel - Dyed | 13 – Diesel - Dyed |
|
|
Liquid Natural Gas (LNG) | 14 – LNG |
| 122 | All Other Blending Components | 17 – Blending Components |
| B20 | Used Cooking Oil - Undyed (20%) | 19 – Used Cooking Oil - Undyed |
| D20 | Used Cooking Oil - Dyed (20%) | 20 – Used Cooking Oil - Dyed |
Schedules
The Schedule Codes must be set up in the Schedules List area on the General Info screen in the Motor Fuel module.
Note: Schedules ORINT02 and ORINT03 are not currently supported.
- 1 – Gallons received, (state) tax paid
- 10 – Gallons delivered to diplomats in city and county jurisdiction
- 10AC – Tax-exempt sales in city jurisdiction
- 10AD – Tax-exempt sales in county jurisdiction
- 10D – Gallons delivered to diplomats (state)
- 10T – Gallons delivered to Indian tribes or enrolled tribal members
- 1H – Gallons received, county or city tax paid
- 2 – Gallons received from licensed dealers, tax unpaid
- 3 – Gallons imported direct to customer
- 4 – Gallons imported into tax-free storage
- 5 – Gallons delivered, tax collected
- 5LO – Fuel distributor subject to local option taxes
- 6 – Gallons delivered to licensed dealers, tax not collected
- 7 – Gallons exported
- 7E – Gallons sold for export, originating city and/or county tax paid
- 8 – Gallons delivered to US Government, tax-exempt
- INT01 – Product Transfer Disbursement
- INT02 – Product Transfer Receipt
- INT03 – Ending Inventory
- INT04 – In-State Refinery Production
Modes of Transportation
- J – Truck
- R – Rail
- B – Barge
- PL – Pipeline
- S – Ship (ocean marine vessel)
- RT – Removal from Terminal (other than by truck or rail)
State of Oregon Setup
Setup specific to Oregon can be found at Motor Fuel / Reports / Oregon.
Facility IDs
Select Setup Facility IDs to enter the facility information.
Double-click on Location ID and a new line displays. Choose the Location ID from the drop-down, and the Location Name automatically populates. Enter the corresponding Facility ID and select Save.
Company Licenses
Choose Company Licenses to choose the Type of tax ID and enter the Tax ID: FEIN/SSN and License Number.
EDI Setup
The EDI Setup area gives the ability to establish information about the business that will be transferred along with the tax reports that are filed using EDI.
Tax Rates Setup
Choose Tax Rates Setup to enter the Special Fuels Tax Rate $/ga and Credit %.
Reports
The Oregon Reports window is found at Motor Fuel / Reports / Oregon.
Reports can be selected to run based on the specified Report Dates and Fiscal Month selected. Enter the path where the reports are to be saved, and enter a file name for each report.
Create Excel Files
When the Oregon Reports window is initially opened, the Motor Vehicle Fuel and Aircraft Fuel Dealer Tax report is highlighted, indicating this report will be created. To run both reports, select the Use Fuel Seller Tax report to highlight it in blue. To deselect a report, choose the report and the report will not be created.
Report Dates
The Starting Date, Ending Date, and Fiscal Month default in as the previous month. These may be manually entered but must agree (i.e. if July is Fiscal Month 11 and the Starting Date is selected as 07/01/2024 and the Ending Date as 07/31/2024 with the Fiscal Month set to 1, no data displays on the report).
Note: In order for the previous month defaulting to work, confirm the previous Fiscal Month has been closed.
Excel Files Folder
This is where the file will be stored. Either type in the path or choose the Browse button to the right. A Browse for Files window will open, giving the ability to select a place to store the files.
Note: The path entered defaults the next time the Oregon Reports window is opened. This allows the files to easily be stored in one place.
File Name for Reports
Choose file names for the reports by typing in the field. It is recommended to use a standard format such as MotorFuel Gas Month Year.csv and UseFuelSeller Month Year.csv and only switch the month/year in order to have consistency with file names.
Note: The .csv does not have to appear at the end of the file name. It is a helpful reminder because it indicates how the file is stored. In order to upload these files to the state of Oregon, they must first be saved as .xlsx files. Including .csv in the file name in the Oregon Reports window indicates to first save the files as .xlsx before uploading the files to the state of Oregon.
How to Save Files as .xlsx in Excel
After these reports are created, they may be opened in Excel. Once a report is opened in Excel, go to File / Save As. A drop-down will be populated with CSV (Comma delimited) (*.csv). From the drop-down, choose Excel Workbook (*.xlsx). The reports are now ready to be uploaded to the State of Oregon.
Creating Excel Files
After all the information in the Oregon Reports window has been entered correctly, select OK to generate the reports. The File created message displays for each file created.
Select OK to close the window. Open the files located in the path specified in the Excel Files Folder area. To finish the process, complete the steps specified in the How to Save Files as .xlsx in Excel section above.
