Petroleum e-Services Step-by-Step Instructions

What you will need 

1. Log in to e-Services.
2. At the e-Services login screen, enter your Username and Password. Click on Login.
3. Click on the Petroleum Tax Returns and Periods hyperlink.
4. Select the File Returns hyperlink for the period you would like to file a return.
5. A message screen may appear with important information. Please read and respond accordingly.
6. The Petroleum Tax Return screen appears and gives you two options to file. In this instance we want to use Option 2: Manually Enter Your Return Data. Click Next to continue.
7. You will now be on the Enter Schedule Transactions page. There are two options on this page which you can choose:
   1. Option one is if your company had no transactions for the period. Check the box, click the Next button, and be taken to the summary page. Click Next again and you will be on the Confirm No Total Tax page where, once again, you would check the box for no tax. Click Next to return to the summary page where you will submit your zero return. Click Submit and you will receive a confirmation summary for the return. Print a copy of this confirmation for your records.
   2. Option two is to add your bill of lading information to complete your tax return. Click on the Add a Bill of Lading hyperlink to be taken to the data input screen. Here you will enter all the required information for the load to be reported on your tax return. Each required field has a drop down box of available options for completing the entry. This is also where you would report your farm sales, governmental sales, other credits on your tax return and exports. Below is a list of required fields and definitions for each field.
      • A schedule code is used to select what you did with the product. If you want more information what each schedule code means, click on the circle “i” next to the field.
      • A product code is used to report the type of product (gasoline, diesel, cng) you are reporting.
      • The mode is how the product was shipped or to report summary information.
      • A terminal is where you report the IRS terminal ID number or your FEIN if product comes from your bulk plant. For a complete list of Terminal ID numbers please see Tax Preparation-IRS Terminal Codes.
      • A Bill of Lading is where you report the bill of lading number exactly as it is on the document from the terminal. You can also use this field to report invoice numbers or other unique numbers for transactions that you are reporting.
      • A Supplier FEIN is where you report your supplier’s FEIN number for the load you purchased or report your own FEIN number if you are reporting sales from your bulk plant.
      • A Carrier FEIN is where you report the carrier’s FEIN number of who hauled the product from the terminal. It could also be your own FEIN number if you are carrying product from your bulk plant to your customer and that transaction is reportable.
      • A Distributor FEIN is your FEIN number for the load you purchased or it could be your customers FEIN if you made a sale that is reportable.
      • State is where the product was shipped to. This field will error out if you are reporting an export and MN is being used in this field. You must accurately report the destination of the fuel.
      • Ship Date is the date on the bill of lading or the date a transaction took place that you are reporting on your tax return. 
      • Gross Gallons/Cubic Feet is where you report the gallons of product you are reporting. If you are reporting CNG you would then enter cubic feet of compressed natural gas that you are reporting.

Once you enter your BOL information you can:

Add a Bill of Lading – this gives you a new entry screen to enter additional BOL’s

Copy Row – this allows you to keep the information that you just entered and then edit the information to save data entry time.

Delete this Bill of Lading- deletes information entered on current screen.

Save and Finish Later – this saves your entries in the history tab and allows you to come back and add additional BOL/transaction information at a later time.

After entering BOL/transaction information, click Next to view a summary page where you can see the results of your transactions entered. The summary page reports everything in dollars. Click the blue hyperlinks next to each tax type to view gallon information based upon what you entered.

8. Click Next to file the return and select a payment option or click Save and Finish Later to save it in your history tab and complete filing the return at a later time. If you choose Save and Finish Later, instructions will be provided on your screen for how to access the return you uploaded but did not complete. When you come back to e-Services and click your history tab, the return will be shown as Not Submitted. To access the return, click the confirmation number hyperlink. 
9. Click the Change button to continue working on the return and to submit it. Click Next on the Enter Information screen. On the Schedule Transactions screen review the transactions to make sure they are correct. Click the Next button to go to the summary page. Verify the tax amounts on this page. If everything looks correct click the Next button to proceed to payment screen.
10. On payment screen, you have three options: 
    1. Pay the projected amount due of $xxx.xx
    2. Pay another amount
    3. I do not want to pay at this time
11. Make your selection and click Next. On the Payment screen designate where the funding is originating. Enter the payment and banking information to complete the payment and filing of the return. When you are finished entering the information, click Next to continue.
12. The return summary will appear again to verify and show your payment information at the bottom of the page. Click Submit to submit return and payment information. Print the confirmation page for your records. You have now completed filing and paying your return for the period and can exit e-Services.

What you will need 

To file your return, you will need: 

• Internet access with a browser that meets our system requirements. For details, see e-Services Information.   
• Username
• Password
• Banking information

Instructions

1. Log in to e-Services.
2. At the e-Services login screen, enter your Username and Password. Click on Login.
3. Click on the Petroleum Tax Returns and Periods hyperlink.
4. Select the File Returns hyperlink for the period you would like to file a return.
5. A message screen may appear with important information. Please read and respond accordingly.
6. The Petroleum Tax Return screen appears and gives you two options to file. In this instance we want to use Option 2: Manually Enter Your Return Data. Click Next to continue.
7. You will now be on the Enter Schedule Transactions page. There are two options on this page which you can choose: 
   1. Option one is if your company had no transactions for the period. Check the box, click the Next button, and be taken to the summary page. Click Next again and you will be on the Confirm No Total Tax page where, once again, you would check the box for no tax. Click Next to return to the summary page where you will submit your zero return. Click Submit and you will receive a confirmation summary for the return. Print a copy of this confirmation for your records.
   2. Option two is to add your bill of lading information to complete your tax return. Click on the Add a Bill of Lading hyperlink to be taken to the data input screen. Here you will enter all the required information for the load to be reported on your tax return. Each required field has a drop down box of available options for completing the entry. This is also where you would report your farm sales, governmental sales, other credits on your tax return and exports. Below is a list of required fields and definitions for each field.
      • A schedule code is used to select what you did with the product. If you want more information what each schedule code means, click on the circle “i” next to the field.
      • A product code is used to report the type of product (gasoline, diesel, cng) you are reporting.
      • The mode is how the product was shipped or to report summary information.
      • A terminal is where you report the IRS terminal ID number or your FEIN if product comes from your bulk plant. For a complete list of Terminal ID numbers please see Tax Preparation-IRS Terminal Codes.
      • A Bill of Lading is where you report the bill of lading number exactly as it is on the document from the terminal. You can also use this field to report invoice numbers or other unique numbers for transactions that you are reporting.
      • A Supplier FEIN is where you report your supplier’s FEIN number for the load you purchased or report your own FEIN number if you are reporting sales from your bulk plant.
      • A Carrier FEIN is where you report the carrier’s FEIN number of who hauled the product from the terminal. It could also be your own FEIN number if you are carrying product from your bulk plant to your customer and that transaction is reportable.
      • A Distributor FEIN is your FEIN number for the load you purchased or it could be your customers FEIN if you made a sale that is reportable.
      • State is where the product was shipped to. This field will error out if you are reporting an export and MN is being used in this field. You must accurately report the destination of the fuel.
      • Ship Date is the date on the bill of lading or the date a transaction took place that you are reporting on your tax return. 
      • Gross Gallons/Cubic Feet is where you report the gallons of product you are reporting. If you are reporting CNG you would then enter cubic feet of compressed natural gas that you are reporting.

Once you enter your BOL information you can:

Add a Bill of Lading – this gives you a new entry screen to enter additional BOL’s

Copy Row – this allows you to keep the information that you just entered and then edit the information to save data entry time.

Delete this Bill of Lading- deletes information entered on current screen.

Save and Finish Later – this saves your entries in the history tab and allows you to come back and add additional BOL/transaction information at a later time.

After entering BOL/transaction information, click Next to view a summary page where you can see the results of your transactions entered. The summary page reports everything in dollars. Click the blue hyperlinks next to each tax type to view gallon information based upon what you entered.  

Licensed governmental special fuel accounts have a new return filing process. Below is an example of how you report to pay your motor fuel excise tax for dyed fuel gallons used on road. The FEIN used below are just examples. You should report your actual FEIN for Terminal, Supplier FEIN, Carrier FEIN and Distributor FEIN. For Bill of Lading enter the date for the last day of the period. You will only be making one entry so report the total gallons of dyed diesel used for taxable purposes in the gross gallons/cubic feet field.

9. Click Next to file the return and select a payment option or click Save and Finish Later to save it in your history tab and complete filing the return at a later time. If you choose Save and Finish Later, instructions will be provided on your screen for how to access the return you uploaded but did not complete. When you come back to e-Services and click your history tab, the return will be shown as Not Submitted. To access the return, click the confirmation number hyperlink. 
10. Click the Change button to continue working on the return and to submit it. Click Next on the Enter Information screen. On the Schedule Transactions screen review the transactions to make sure they are correct. Click the Next button to go to the summary page. Verify the tax amounts on this page. If everything looks correct click the Next button to proceed to payment screen.
11. On payment screen, you have three options: 
    1. Pay the projected amount due of $xxx.xx
    2. Pay another amount
    3. I do not want to pay at this time
12. Make your selection and click Next. On the Payment screen designate where the funding is originating. Enter the payment and banking information to complete the payment and filing of the return. When you are finished entering the information, click Next to continue.
13. The return summary will appear again to verify and show your payment information at the bottom of the page. Click Submit to submit return and payment information. Print the confirmation page for your records. You have now completed filing and paying your return for the period and can exit e-Services.

What you will need 

To file your return, you will need: 

• Internet access with a browser that meets our system requirements. For details, see e-Services Information.   
• Username
• Password
• Banking information

Instructions

1. Log in to e-Services.
2. At the e-Services login screen, enter your Username and Password. Click on Login.
3. Click on the Petroleum Tax Returns and Periods hyperlink.
4. Select the File Returns hyperlink for the period you would like to file a Propane Fee return.
5. Enter, Gallons of propane dispensed at terminal for sale into Minnesota. If zero, see instructions below for next steps to complete return. 
6. Click Next
7. Review summary page for accuracy, verify gallons and projected amount due.
8. Click Next if you agree or Previous if you need to adjust gallons.
9. Projected amount due is $xxx.xx.  Would you like to make your payment now? Click Yes if you do or No if you want to make payment with a different method.
10. Verify bank information, choose payment date and confirm payment amount.
11. Click Next
12. Review confirmation page
13. Click Submit
14. Print/email confirmation page
15. Click OK

Instructions for Zero Return

1. Continuing from Step 5 above
2. Leave Number of Gallons as zero
3. Click Next
4. Confirm no total fee by checking box
5. Click Next
6. Confirm Summary
7. Click Next
8. Review confirmation page and click Next
9. Print/email confirmation page
10. Click OK

For additional information see Prepare Distributor Schedule Using Excel Template.

Transmit EDI File Instructions   

1. Log in to Virtual Room.
2. Enter your email address and password to access the Virtual Room.
3. Select "Upload a File" hyperlink. 
4. Click "Browse" and choose file name to upload.
5. Click "Upload File".
6. Submission status says "Received"; after a few seconds refresh webpage (F5) and status will change to complete or give you an error message if file fails.
7. Sign out.  

To amend a return using the distributor schedule Excel template, you will need to repeat all steps, just as you would file an original return. The only changes are: 

When entering transactions, add or subtract the transactions required or excluded for that period, then continue on to create your flat file.

1. Log in to e-Services. 
2. Click on Petroleum Tax Returns and Periods hyperlink. 
3. Find the period you want to amend and click on the “View or Change Returns” hyper link for that period. 
4. Under "I Want To" click "Change". 
5. On the next screen you should get a warning symbol, a yellow triangle with an exclamation point and red writing that says “This is an amended return”; click “Next” button. 
6. The Enter Schedule Transactions page appears, if you need to adjust any of the transactions already entered, click on the blue hyperlink for the load and make the appropriate changes to the Bill of Lading.  If you need to delete a line, click on the piece of paper with red x in corner on the line you want to delete.  If you need to add a line, click on the “Add a Bill of Lading” blue hyperlink.  Enter required information for the load.
7. Click the “Next” button when done making corrections.
8. When the Return Summary page appears, verify the changes you made and the projected amount due is correct of the adjustments you made.    
9. Click “Next” to continue.
10. If the changes made result in tax due:
    1. At the Explain Reason for Amend page, you must state a reason for the amend, then click Next.
    2. Select your payment option by clicking on the radio button and click Next.
    3. At the Review and Submit page, ensure that the information you provided is correct and accurate. Click Submit.
    4. After submitting, the last page is your confirmation page. Please record the confirmation number and print the page for your records.
11. If the changes made result in a refund:
12. At the Confirm Credit Due page, place a checkmark in the box just above the Save and Finish Later box, then click Next.
13. At the Explain Reason for Amend page, you must state a reason for the amend, then click Next.
14. At the Review and Submit page, ensure that the information you provided is correct and accurate. Click Submit.
15. After submitting, the last page is your confirmation page. Please record the confirmation number and print the page for your records.

To amend a monthly return using online entry system, you will need to access your account in e-Services.   

1. Log in to e-Services. 
2. Click on Petroleum Tax Returns and Periods hyperlink. 
3. Find the period you want to amend and click on the “View or Change Returns” hyper link for that period. 
4. Under "I Want To" click "Change". 
5. On the next screen you should get a warning symbol, a yellow triangle with an exclamation point and red writing that says “This is an amended return”; click “Next” button. 
6. The Enter Schedule Transactions page appears, if you need to adjust any of the transactions already entered, click on the blue hyperlink for the load and make the appropriate changes to the Bill of Lading.  If you need to delete a line, click on the piece of paper with red x in corner on the line you want to delete.  If you need to add a line, click on the “Add a Bill of Lading” blue hyperlink.  Enter required information for the load.
7. Click the “Next” button when done making corrections.
8. When the Return Summary page appears, verify the changes you made and the projected amount due is correct of the adjustments you made.    
9. Click “Next” to continue.
10. If the changes made result in tax due:
    1. At the Explain Reason for Amend page, you must state a reason for the amend, then click Next.
    2. Select your payment option by clicking on the radio button and click Next.
    3. At the Review and Submit page, ensure that the information you provided is correct and accurate. Click Submit.
    4. After submitting, the last page is your confirmation page. Please record the confirmation number and print the page for your records.
11. If the changes made result in a refund:
12. At the Confirm Credit Due page, place a checkmark in the box just above the Save and Finish Later box, then click Next.
13. At the Explain Reason for Amend page, you must state a reason for the amend, then click Next.
14. At the Review and Submit page, ensure that the information you provided is correct and accurate. Click Submit.
15. After submitting, the last page is your confirmation page. Please record the confirmation number and print the page for your records.