Zortec Business Tax: Session 2 Local Government Corporation

In this session we will cover:  Importing/Exporting Data  Printing Reports and Knowing what They Mean  Updating Accounts  Printing License  Deleting/Updating Duplicate Accounts

Importing and Exporting Files This process should be ran daily after 11am before 4pm.

Transferring Files from State  From the Business License Menu choose option 54- Site Options. Select Transfer Files from State option. ***All files listed must be imported before running this option again.*** Print this for your records. File/Print/Select printer.

 Now that you have your list of files to be imported close your notepad window and escape one time.  From you list of menu options choose option (55) State Import/Export.  Now it’s time to learn the file names, what they mean and what they are importing.

File Names and What They Mean SBN (New) SBT (Tax amount paid) LBE (Error on new business sent to the state) SBC (Changes)

Importing Files Always make sure your SITUS code is correct Filename is file type followed by SITUS number, year, month, day Always update Report Only as (N) to update your files

Have you ever gotten this message? You know you have files for this date, but you get this message. Call LGC for assistance

SBC Files  This file is imported to update changes from the Department of Revenue to report accounts that have been closed. These closure files are sent from the DOR on Fridays. The accounts are closed when the business has remitted a final return to the DOR or when there is an administrative reason to close the account.

Sample SBC Report Status T-Terminated State is closing business account either for final return filed or administrative reasons

SBN Files  This file is imported to update state numbers and reports new businesses sent from the Department of Revenue. If the business has already applied for business license in your office and the LBN file has been submitted to the state this file will update your local account with the state business number.

SBN Files Cont’d  If the business has not submitted application and initial license fee, this file will create a new local number and possibly a higher number of Your local business tax office is responsible for contacting these businesses for application and fee remittance. After importing SBN files look up each business to inquire if there are duplicated accounts.

 If a new business is duplicated you must determine which was created by your local business tax office and which was created by the state. First take a look at screen 3, businesses created by your local tax office will have a $15 license. SBN Files Cont’d

 If you create your business accounts using the next available account number look for accounts with missing Business types. SBN Files Cont’d Missing Type is a sure way to determine the business was imported from the state.

SBN Files Cont’d Business accounts numbered above were imported from the state.

Sample SBN Report Comments that may need to be investigated: Incorrect SITUS Number (If SITUS # for the business is incorrect and doesn’t match the SITUS entered at runtime. This is more common when you local business tax office has more than one SITUS #. State Bus # Already Exists Business Not on File New Business from State

Gather Info from state created business  From screen 1 write down the FYE, Class, FEIN, and State Business Number.  From screen 3 make sure there are no license. If there are write those down as well. They will need to be deleted and created on the city created account.  Last from screen 13 check for SOS#, Owner Type and double check the Sales Tax #.

Ready to Delete the Duplicate File  After updating your local record with all the information gathered from account created by the state go to File Maintenance (2), Business File (1), (D) Delete.

LBE Files  This file will contain errors on new businesses that have once been submitted to the DOR by your local business tax office. The errors must be corrected and resubmitted to the DOR. Since the DOR does not receive LBC files we suggest after correcting the errors update screen 13, new business submitted to state? (N). This will allow the business to be submitted to the DOR again on your next LBN file.  **NOTE: This should be the only time you updated the submitted to state flag. There are special circumstances, but please, call LGC with assistance.**

Sample LBE Report Check owner information: SS#, address, address, phone, etc. Error Code Definition 01Invalid SITUS 02Incorrect Class on Record 03Invalid FEIN or SSN 04Duplicate Account 05Invalid Address 06Missing Owner Information 07Missing Name 08Incorrect Owner Name Format 09Invalid Bus Type 10Invalid Country Code 11Invalid License Indicator 15Invalid Class Identifier

File Maintenance  Use File Maintenance to correct errors and update any missing information.  Business License Menu File Maintenance (2), Business File (1), (U) Update.

Resubmit to State After Correcting Account This shows file has been submitted By updating to (N) this will allow the file to be resubmitted as a new business.

SBT Files  This file should be imported daily. This file contains businesses who have filed and paid taxes due. It is the responsibility of your local business tax office to print and mail license.

Sample SBT Report Investigate Business Not on File Check Local Bus Number Duplicate License Check FYE Incorrect State Bus # Incorrect SITUS Number

PRINT LICENSES  After importing all files are complete, don’t forget to print the business tax licenses.  From menu options Billing (3), Print License Forms (5)

Transferring Files to State  After importing all the files and updating accounts on any LBE files, it’s time to export your files to the state.

Exporting Files LBC(Changes) LBN (new) There are two files that are sent to the state.

Date Range for this File From Change Date- Last Export Date Thru Change Date-Current Date

LBC Files  This file exports changes you make to an account. This data file is not yet being received by the state; however, they are in the process of updating this to receive certain data submitted. In the mean contact the state whenever there have been changes made. (615) or submit helpdesk ticket online

Sample Change Report

Date Range for New Business File Issue Date Range defaults with From Issue Date 01/01/1900 Thru current date- Don’t change this.

LBN Files  This file exports new businesses that have been created by your local business tax office. This file will also contain those businesses that were reported back to in an LBE file that have since been corrected and the submitted to state flag has been updated to (N) on screen 13 of the business.

Sample New Business Report

Transferring Files to the State  This process is much like transferring from the state. From the Business License Menu choose Site Options (54) and select Transfer Files to State. Print this for your records. File/Print/Select printer.

You have just completed your import/export process What’s next?

Check Your Files for Missing State Account Numbers  The files you import from the state will only be correct if the State Account Numbers in your files are correct.

 A great tool to use to search for State Account Numbers is the State Clearance Website, Do You Have Missing State Account Numbers?

Don’t have access to the state website? Contact Jane Lacy with the Tennessee Department of Revenue at (615) She will send you the disclosure forms needed to be assigned login credentials.

Searching in the State Website  After your successful login click Business Tax Reports to begin your search.

Ready to Begin Searching From here enter the first few letters in the business name you are searching.

How to search Click the filter and select Contains to begin the search

Here you will find the State Account Number Local Business Number Listed here

Click Business Tax Reports to reset for next search