table of contents

INTRODUCTION.. 2

ASSISTANCE.. 2

SYSTEM REQUIREMENTS.. 2

INSTALLING IdaFuel.. 3

PRE-INSTALLATION FOR WINDOWS ’95 AND WINDOWS ’98. 3

INSTALLING RUNTIME.. 4

INSTALLING IDAFUEL.. 5

SETUP FOR IDAFUEL.. 8

DUE DATE CALENDAR ......... 8

YOUR TOOLS ........... 10

YOUR COMPANY INFORMATION ........... 14

YOUR BUSINESS PARTNERS ......... 15

YOUR PICK LISTS 18

PRODUCTS Pick list ......... 19

TRANSPORTATION MODES PICK LIST ........ 20

TERMINALS PICK LIST ............ 20

RECEIPT SCHEDULES PICK LIST ....... 21

DISBURSEMENT SCHEDULES PICK LIST 21

Fuel Tax Report Preparation.. 23

SUMMARY.. 23

TAX FORMS ......... 23

SCHEDULES. 24

OVERVIEW - SCHEDULE SUMMARY SCREEN.. 24

DETAIL - SCHEDULE SUMMARY SCREEN.. 26

DATA ENTRY - SCHEDULE OF RECEIPTS (OR DISBURSEMENTS) 29

IMPORT - SCHEDULE OF RECEIPTS (OR DISBURSEMENTS) 33

WORKSHEETS. 38

REPORTS. 41

FORM 1450, DATA ENTRY SCREEN.. 41

FORM 1450, PAGE 1. 45

FORM 1450, Page 2. 47

SUBMITTING FORM 1450. 50

Administrative Procedures.. 51

INTRODUCTION

This publication is for fuel distributors using IdaFuel software to electronically file Idaho’s Distributor’s Fuel Tax Report (Form 1450). A basic understanding of the instructions for completing the Distributor’s Fuel Tax Report and the Schedules of Receipts and Disbursements are needed. Familiarity with personal computers (PC) and the Windows environment is also required.

ASSISTANCE

If you need technical assistance with installing or operating IdaFuel or have other fuels tax reporting questions, please contact:

Electronic Filing Help Desk

Idaho State Tax Commission

(208) 332-6632 or toll free 1-800-972-7660 ext 6632

efilehelp@tax.idaho.gov

SYSTEM REQUIREMENTS

The PC requirements for the IdaFuel software include:

• Pentium II or AMD K6 (or greater) processor in an IBM compatible computer.

• VGA (or better) Monitor with Windows compatible graphics display adapter. Best results are obtained with True color (24-bit) color palette (or higher), 800 x 600 monitor resolution, and small fonts (10-point Arial at 96 pixels per inch).

• Windows 95 or higher.

• Sixteen megabytes (16MB) of available random access memory (RAM). Thirty-two megabytes (32MB) are recommended.

• A hard disk that can accommodate the following storage space requirements:
• Program and Data files 9MB – depending on the volume of monthly loads
• Access Runtime 38MB
• User Guide 3MB

• A CD ROM Drive

INSTALLING IdaFuel

PRE-INSTALLATION FOR WINDOWS ’95 AND WINDOWS ’98

(This step is ONLY needed for Windows ’95 and Windows ’98 operating systems.)

• Open Win95 Folder on the CD
• Double click on each .exe file
• DCOM98.exe
• DCM98CFG.exe
• For each .exe, if you get a message that your computer has newer files than the ones replacing them, choose not to replace the files.
• Go to Installing Runtime

INSTALLING RUNTIME

Installing Runtime ensures IdaFuel has the files available to function properly. Once installed, future re-installations or upgrades of IdaFuel will not need this step.

The first time IdaFuel is installed:

• Disable any anti-virus software running on the computer. (Contact the Electronic Filing Help Desk for assistance.)
• Insert the IdaFuel installation CD in the CD drive.
• Click on the Start button
• Click on Run
• Click on Browse to look for the CD ROM Drive
• With the CD drive selected, open the Runtime folder (see Figure 1- Runtime Step 1)
• Double click on Setup.exe (see Figure 2 – Runtime Step 2)
• Follow the prompts to complete the Runtime installation.

Figure 1 – Runtime Step 1

Figure 2 – Runtime Step 2

INSTALLING IDAFUEL

After Runtime has been installed, complete the following steps to install IdaFuel:

• Make sure to disable any anti-virus software running on the computer. (Contact the Electronic Filing Help Desk for assistance.)

• Return to the CD
• Double click on setup.exe (see Figure 3 – Setup Step 1)
• Click on the computer icon to install IdaFuel in the default directory. IdaFuel can be installed in a different directory by clicking on the Change Directory button. (See Figure 4 – Setup Step 2)
• After choosing the location for installation, click on Continue to accept the default Windows Program Group as “Fuel Tax Report 2002” (see Figure 5 – Program Group).
• Once the installation is complete, a confirmation dialog box will be received (see Figure 6 – Setup Complete).

Figure 3 – Setup Step 1

Figure 4 – Setup Step 2

Figure 5 – Program Group

Figure 6 – Setup Complete

SHORTCUT

Double clicking on the icon will run the IdaFuel application or restore it if it has been minimized.

Figure 7 – Program Icon

The application can also be run from the Start Menu Programs as illustrated in Figure 8.

Figure 8 – Start Menu Programs

SETUP FOR IDAFUEL

Before creating the first Distributor’s Fuel Tax Report (Form 1450), Your Company and Your Business Partner information must be entered in a series of Setup screens or imported from IdaFuel 3.2 from Your Tools. The information entered is saved and used for all subsequent Form 1450’s until the Setup information is changed.

Tax Period

Pick the month of the first reporting period using IdaFuel 3.4.

Figure 9 - Main Screen

The Setup information is entered from the Main Screen. You can either import the information for each of the following categories from the previous version of IdaFuel or enter the setup information.

Your Due Date Calendar

Your Tools

Your Company

Your Business Partners

Your Pick Lists

Your Tax Forms (returns, schedules, and worksheets)

Exit the application

DUE DATE CALENDAR

A calendar indicating the due date for the current reporting month is available.

Figure 10 - Calendar

YOUR TOOLS

Your Tools provides a maintenance function for the software. Return data can be imported, exported, or deleted. State Tax Commission contact information is also available through Your Tools.

Figure 11 – Your Tools

Export All Data from this Database Creates a backup of your entire database in 13 Excel files. These files are created in the “IE\Backup” subdirectory of your installation folder (“C:\Program Files\FTR2002”, by default). It’s recommended that you backup your data at least once a month. Should you ever need to recover the data in your database, this would be the most comprehensive source of recovery. Exporting your data to other applications is also available after completing this step.

Import All Data Previously Exported from IdaFuel will import the files created in the previous Export process.

Contact the IDSTC (Idaho State Tax Commission) provides contact information (see Figure 12 - Contact options). Contact can be made by e-mail for both technical and tax related questions and by telephone. (With an analog phone, IdaFuel can dial the Tax Commission.)

Figure 12 – Contact options

Delete report provides a mechanism to delete past returns no longer needed for historical purposes. Returns will be deleted based on the selected Beginning and Ending Report Month (see Figure 13). Once a return is deleted, it is no longer accessible through the software.

Figure 13 – Delete Selected Report

YOUR COMPANY INFORMATION

Use the Distributor Setup screen (see Figure 14) to identify your company.

FEIN

Enter your federal Employer’s Identification Number.

Permit No.

Enter your Idaho Distributor’s License Number.

Name and Address

Enter your company’s name and mailing address.

Contact Name Number And Phone

Enter the name and office telephone number, including the area code, of the conta