Electronic Data Interchange (EDI)

You can save time and money by using Electronic Data Interchange (EDI) - the electronic exchange of routine business data - to transmit quarterly and monthly tax information for certain taxes. EDI is designed for businesses reporting a large number of outlets, leases, schedules or authorities.

Tax filers who are required to use TEXNET to electronically transmit their money are also required to electronically transmit their tax data.

Download, Install and Update Free EDI Software

Important: Save a copy of your databases before upgrading your software.

The Comptroller’s office provides free software that creates files in an approved format. (Windows® 8 or greater is required.)

You can also purchase EDI software from third-party vendors.

Note that files created by EDI software can only be used with EDI. They cannot be used in lieu of the preprinted tax forms.

1. Download the software for your tax to your desktop.
   • Sales Tax/Direct Pay v7.1 (staxfull.exe, 35.1M)
   • Motor Fuels v6.2 (mtrffullV62.exe, 40.5M)
   • Crude Oil/Natural Gas v5.2 (petrofullV52.exe, 34.2M)
   • IFTA v4.5 (iftafullV45.exe, 47.7M)
2. Quit all Windows applications before installing the software.
3. Double click on the downloaded file to start the install process.
4. Follow the screen prompts until the installation is complete.

Additional Information by Tax Type

Select your tax type for details on downloading and installing EDI software, entering data and filing your return or report.

Sales Tax

About the Sales Tax Software

The Texas Sales Tax Electronic Reporting Using Electronic Data Interchange (EDI) Quick Reference Guide (PDF) has detailed instructions on downloading the software, entering data and filing taxes.

Important: Save a copy of your databases before upgrading EDI software.

• For Version 7.x, Stax7.db is located in C:\ProgramData\TexasCPA\Stax7
• Download the sales tax EDI software (EXE, 35.1M)

Keep Your Tax Rate Files Up-to-Date

To ensure that your balances and billings are computed correctly, the Sales Tax EDI software will prompt you to automatically import the newest tax rates each quarter.

You can also manually import the tax rate tables by downloading the current tax rate file or historical tax rate files.

You can use the Sales Tax Rate Locator to verify the taxing jurisdiction(s) for your outlet or list return. Enter the address and we'll tell you which taxing jurisdiction(s) apply.

Support Higher Education

You can contribute all or part of your timely filing discount to the TEXAS Grant and Teach for Texas Loan Repayment Assistance Programs. To contribute, mail the contribution form (PDF) with your donation.

Motor Fuels

About the Motor Fuels Software

The Motor Fuels User Guide (PDF) has detailed instructions on downloading the software.

Important: Save a copy of your databases before upgrading EDI software.

• For Version 6.0, MotorFuels6.db is located in: C:\ProgramData\TexasCPA\Motorfuels6
• Download the free Motor Fuels EDI software (EXE, 40.5M).

Entering Data and Filing Your Return

For specific information on completing the returns and schedules, go to Motor Fuels Returns and Instructions. To view or print instructions for completing the report, select the report for your license type. The instructions are included with the form and schedules.

Natural Gas and Crude Oil

About the Natural Gas and Crude Oil Software

Download and read the Crude Oil and Natural Gas User Reference Guide (PDF) for detailed instructions.

Important: Save a copy of your databases before upgrading EDI software.

• For Version 4.0+, Petro40.db is located in C:\ProgramData\TexasCPA\Petro40
• For Version 3.1 or 3.0, Petro30.db is located in C:\Petro30

Download the Crude Oil/Natural Gas v5.2 (petrofullV52.exe, 34.2M).

International Fuel Tax Agreement (IFTA)

About the International Fuel Tax Agreement (IFTA)Software

If you are reporting less than 30 jurisdictions or states, consider filing using Webfile.

Download and read the International Fuel Tax Agreement Quick Reference Guide (PDF) for detailed instructions.

Important: Save a copy of your databases before upgrading EDI software.

• For Version 4.0+, IFTA4.db is located in C:\ProgramData\TexasCPA\Ifta4
• Download the IFTA EDI software (EXE, 47.7M).

Keep Your Tax Rate Files Up-to-Date

IFTA tax rates change periodically as states adopt, reduce or eliminate fuels taxes. These changes become effective quarterly.

To ensure that your balances and billings are computed correctly, the software will prompt you to update your tax rates quarterly.

Sign up for EDI

EDI users must complete the EDI registration and enrollment process and successfully submit a test before submitting your first report.

You will need:

• Your 11-digit taxpayer number
• A Webfile number
• A properly formatted EDI file (this file can be produced using the Comptroller’s free EDI software)
• For natural gas and crude oil, you may be required to submit Form 01-137, Limited Power of Attorney (PDF)

Read EDI Registration and Enrollment Process (PDF) for details.

If you are already registered, log into EDI and transmit your completed EDI file.

Confirmation of Received EDI File

EDI filers transmitting returns to the Comptroller’s office receive a confirmation number once the transmission is complete. This is not confirmation that the return has been accepted - only that the EDI file was received.

The automated approval process is available from 4:00 a.m. to 11:00 p.m. (CT), Monday through Friday.

During this time, EDI files will be reviewed and confirmation emails will be sent within an hour of submission. EDI files received outside of these hours will be reviewed during the next approval process window.

• Files with a “Passed” status have been accepted.
• Files with a “Failed” status must be resubmitted. Please correct errors noted in the email attachment. For help correcting the file, contact the Comptroller’s Electronic Reporting Section at 800-442-3453.

Due Dates and Payments

Electronic filers must comply with established report due dates. Payment may be included with EDI returns. Use Webfile for payment-only options - EDI does not support payment only.

• EDI returns with payment need to submitted with “Passed” status before 2:30 p.m. (CT) on the last banking day before the due date to be considered timely.
• EDI returns without payment must be transmitted with “Passed” status by 11:59 p.m. (CT) on the due date to be considered timely.

Software Vendors

To become an approved software provider, email an application to us. with the following information:

• Software provider name
• Contact name
• Contact telephone number
• Contact email address
• Address including city, state and zip
• Tax types (Sales Tax, Motor Fuels, Crude Oil and Natural Gas, IFTA)

Approved software vendors are provided a transmitter number that must be included in the Begin Tax Information (BTI) segment. Software vendors and taxpayers can download the Texas EDI Maps for the ANSI ASC X12 813 transaction set.

Need Help?

• Email us.
• Call: 800-442-3453
• Fax: 512-936-0008
• Mail your request to:

Account Maintenance Division
Electronic Reporting
P.O. Box 13528
Austin, Texas 78711-3528