TAX AND REVENUE ADMINISTRATION
Tobacco Tax Memo
File Format & Processing
Document Version: 1.0
Last Updated Date: 2014-04-10
TAX AND REVENUE ADMINISTRATION
TOBACCO TAX MEMO
FILE FORMAT REQUIREMENTS
DOCUMENT VERSION: 1.0
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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TAX AND REVENUE ADMINISTRATION
1.
TOBACCO TAX MEMO
FILE FORMAT REQUIREMENTS
DOCUMENT VERSION: 1.0
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 TRA.revenue@gov.ab.ca if you require further assistance or information.
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TOBACCO TAX MEMO
FILE FORMAT REQUIREMENTS
TAX AND REVENUE ADMINISTRATION
2.
Field Descriptions
2.1
Submission Information
DOCUMENT VERSION: 1.0
The following field appears at the beginning of the XML document.
Field
File Generation
Date
2.2
Field Name
Lookup
Required
Field Validations
The date the file was generated.
FileGenerationDate
Y
Format must be YYYY-MM-DDTHH:MM:SS
Collector Information
Field
Field Name
Lookup
Required
Field Validations
Standard Name of Tobacco Tax Collector. Predefined list.
See Collector Codes in appendix.
Collector Code
CollectorCode
Y
Y
When a tax-in transaction occurs in Alberta, Tax Memo
Supplier must use the generic collector code of TXI00.
2.3
Invoice Information
Field
Field Name
Lookup
Required
Field Validations
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
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
collector. Maximum of 9 digits. Can be a positive or
negative value.
Y
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TOBACCO TAX MEMO
FILE FORMAT REQUIREMENTS
TAX AND REVENUE ADMINISTRATION
Field
Field Name
Lookup
DOCUMENT VERSION: 1.0
Required
Field Validations
Tobacco Sticks
(by stick) Marked
TobaccoSticksMarked
N
Number of Alberta marked tobacco sticks shipped to
the collector. Maximum of 9 digits. Can be a positive or
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.
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.
Tax Memo
Amount ($)
TotalAmount
N
The Tax Memo Amount or the Tax Amount Collected
must be greater than or less than zero.
Only one of Tax Memo Amount and Tax Amount
Collected may have a value that is greater or less than
zero.
When the Tax-In Collector Code of TXI00 is used the
Tax Memo Amount must be zero.
Amount of taxes collected by invoice. Maximum of 9
digits before decimal and 2 digits after decimal.
Maximum value of 999,999,999.99. Can be a positive
or negative value.
Tax Amount
Collected ($)
CollectedAmount
N
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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TAX AND REVENUE ADMINISTRATION
3.
TOBACCO TAX MEMO
FILE FORMAT REQUIREMENTS
DOCUMENT VERSION: 1.0
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
&
&
“
"
‘
'
<
&lt;
>
&gt;
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 2.5 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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TAX AND REVENUE ADMINISTRATION
TOBACCO TAX MEMO
FILE FORMAT REQUIREMENTS
4.3
Submission Process
4.3.1
TRACS Home Webpage
DOCUMENT VERSION: 1.0
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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TAX AND REVENUE ADMINISTRATION
TOBACCO TAX MEMO
FILE FORMAT REQUIREMENTS
DOCUMENT VERSION: 1.0
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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TAX AND REVENUE ADMINISTRATION
TOBACCO TAX MEMO
FILE FORMAT REQUIREMENTS
DOCUMENT VERSION: 1.0
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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TAX AND REVENUE ADMINISTRATION
4.4
TOBACCO TAX MEMO
FILE FORMAT REQUIREMENTS
DOCUMENT VERSION: 1.0
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
TRA.revenue@gov.ab.ca 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 TRA.revenue@gov.ab.ca.
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TAX AND REVENUE ADMINISTRATION
5.
TOBACCO TAX MEMO
FILE FORMAT REQUIREMENTS
DOCUMENT VERSION: 1.0
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>
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TAX AND REVENUE ADMINISTRATION
TOBACCO TAX MEMO
FILE FORMAT REQUIREMENTS
DOCUMENT VERSION: 1.0
<ShippingPostal>T9L3M7</ShippingPostal>
<InvoiceNumber>23456</InvoiceNumber>
<InvoiceDate>2013-10-10</InvoiceDate>
<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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TOBACCO TAX MEMO
FILE FORMAT REQUIREMENTS
TAX AND REVENUE ADMINISTRATION
6.
Appendices
6.1
Collector Codes
DOCUMENT VERSION: 1.0
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
ALI01
Company Name
984664 ALBERTA 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
CMI01
CORE-MARK INTERNATIONAL, INC
CWC01
COSTCO WHOLESALE CANADA LTD
DGI01
DISTRIBUTION G.V.A. INC
DCI01
DOMINION CIGAR INC.
DTC01
DYNASTY TOBACCO COMPANY INC
FCL01
FEDERATED CO-OPERATIVES LIMITED
HHC01
HAVANA HOUSE CIGAR & TOBACCO MERCHANTS LTD
HOH01
HOUSE OF HORVATH INC.
ITC01
IMPERIAL TOBACCO COMPANY LIMITED – IMPERIAL
TOBACCO COMPAGNIE LIMITEE
JMC01
JTI-MACDONALD CORP
KFL01
KOHL & FRISCH LIMITED
KII01
KRETEK INTERNATIONAL, INC
KRK01
KRISTON, KELLY
LMT01
LANWEST MFG. TECHNOLOGIES INC
LOI01
LOBLAWS INC
MEE01
MOTHER EARTH ESSENTIALS CORP
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
RBH01
ROTHMANS, BENSON & HEDGES INC.
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TAX AND REVENUE ADMINISTRATION
TOBACCO TAX MEMO
FILE FORMAT REQUIREMENTS
Code
6.2
DOCUMENT VERSION: 1.0
Company Name
SRE01
SAI RAM ENTERPRISE INC.
STG01
SCANDINAVIAN TOBACCO GROUP CANADA INC
SCI02
SOBEYS CAPITAL INCORPORATED
SWI01
SOBEYS WEST INC.
SMI01
SPIKE MARKS INC.
SMC01
SUCK MY CIGAR CORP.
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.
Province Codes
Province Code
AB
BC
MB
NB
NL
NS
NT
NU
ON
PE
QC
SK
YT
Province
PROVINCE OF ALBERTA
PROVINCE OF BRITISH COLUMBIA
PROVINCE OF MANITOBA
PROVINCE OF NEW BRUNSWICK
PROVINCE OF NEWFOUNDLAND AND LABRADOR
PROVINCE OF NOVA SCOTIA
NORTHWEST TERRITORIES
TERRITORY OF NUNAVUT
PROVINCE OF ONTARIO
PROVINCE OF PRINCE EDWARD ISLAND
PROVINCE OF QUEBEC
PROVINCE OF SASKATCHEWAN
TERRITORY OF YUKON
– 13 –