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Georgia Department of Revenue Business e-File & e-Pay System Bulk File Layouts #

Overview #

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This knowledge base article provides comprehensive guidance on preparing and uploading bulk file layouts for the Georgia Department of Revenue Business e-File & e-Pay System. The article focuses on the G-7 Return for Monthly, Quarterly, and Semi-weekly Filers, with specific emphasis on the ProPay software’s role in file preparation.

Key Features #

  1. Bulk file layout preparation for G-7 Returns
  2. Field definition and customization
  3. File upload process
  4. Compatibility with ProPay software

Bulk File Layout Preparation #

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Monthly and Quarterly Filers #

  1. Access the Bulk File Layout section for your filing frequency (Monthly or Quarterly).
  2. Define the fields in your file using the provided layout.
  3. Use the numbers on the left to reorder fields as needed.
  4. For fixed-length files, specify the length of each field.
  5. For numeric fields with implied decimals, specify the number of digits.
  6. Remove non-mandatory fields not in your file by checking the box in the right-hand column.

Adding Filler Fields #

If your file contains fields not mentioned in the data layout:

  1. Select the < ADD FILLER > box.
  2. Indicate the position of the filler field in your file.
  3. Click < REFRESH > to update the layout.
  4. (Optional) Define the field for your records, though not necessary for filing purposes.

File Upload Process #

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  1. Prepare your file according to the Bulk File Layout fields using ProPay software.
  2. Access the Georgia Department of Revenue Business e-File & e-Pay System.
  3. You will be prompted to define the Bulk File Layout fields you are uploading.
  4. Follow the on-screen instructions to complete the upload process.

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Field Descriptions (Monthly) #

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​​Describe the fields in your file using this section. Use the numbers on the left to reorder the fields. You can use any numbers you want; the fields will be automatically renumbered when you hit the refresh button. When using a fixed-length file, specify the length of each field in your file. For numeric fields, if there is an implied decimal, specify the number of digits. You may remove any non-mandatory fields that are not in your file by checking the box in the right-hand column. #

Below are the field formats and descriptions for the G-7 Quarterly Return for Monthly Filers. #

Field NameDescriptionSizeFormat
State Tax IDEmployer’s State Tax Identification number (Not provided by Pro-Pay)0Numeric
Withholding IDEmployer’s withholding number (e.g., 1234567AB)9Alpha-numeric
FrequencyFiling frequency (M=Monthly, Q=Quarterly, T=Semi-weekly, A=Annual)1Alpha
Period EndEnd of the reporting period (MM/DD/YYYY)10Date
Return TypeO for Original, A for Amended1Alpha

Monthly Breakdown #

For each month in the quarter, the following fields are required:

Field NameDescriptionSizeFormat
MonthNumeric digit for the calendar month (1-12)2Numeric
Tax WithheldTax withheld for the month (cannot be negative)11Numeric
Adjustment to TaxTotal adjustments to tax withheld11Numeric
OverpaymentAmount claimed from overpayment in another quarter11Numeric
Job Tax CreditAmount claimed from Job Tax Credit11Numeric
Headquarters CreditAmount claimed from Headquarters Job Tax Credit11Numeric
Film CreditAmount claimed from Film Credit11Numeric
Additional TaxAdditional tax due not originally shown11Numeric
Tax DueTax due for the month (Tax Withheld +/- adjustments)11Numeric
Tax PaidTax previously paid for the month11Numeric

Quarterly Totals and Penalties #

Field NameDescriptionSizeFormat
Quarterly TotalTotal tax due for the quarter15Numeric
Total Tax Previously PaidTotal tax previously paid for the quarter15Numeric
Penalty for Failure to File on TimeLate filing penalty ($25.00 if applicable)11Numeric
Penalty for Failure to Pay on TimeLate payment penalty (if applicable)11Numeric
Interest for Failure to Pay on TimeInterest due for late payment11Numeric
Additional Amount Due or (Credit)Amount over or underpaid15Numeric

Payment Information #

Field NameDescriptionSizeFormat
Payment MethodE=EFT, M=Check by mail, C=Credit card, G=Global, Z=Zero due1Alpha
Payment DateDate of payment (MM/DD/YYYY)10Date
Bank Account TypeC for Checking, S for Savings1Alpha
Bank Account NumberAccount number for EFT payments17Numeric
Bank Routing NumberNine-digit routing number for EFT payments9Numeric

Troubleshooting #

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  1. Issue: Unable to enter State Tax ID
    Solution: The State Tax ID field is not provided by Pro-Pay. Ensure you have this information from the Georgia Department of Revenue.
  2. Issue: Negative values in Tax Withheld field
    Solution: The Tax Withheld field cannot contain negative values. Double-check your calculations and ensure you’re entering positive amounts.
  3. Issue: EFT payment not accepted for small amounts
    Solution: If the additional amount due is under $1.00, EFT cannot be used. Choose an alternative payment method.
  4. Issue: Confusion about adjustment fields
    Solution: If there are no adjustments or they net to $0, enter zero in the Adjustment to Tax field. Use the negative sign only if the overall adjustment is negative.

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Field Descriptions (Quarterly) #

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Describe the fields in your file using this section. Use the numbers on the left to reorder the fields. You can use any numbers you want; the fields will be automatically renumbered when you hit the refresh button. When using a fixed-length file, specify the length of each field in your file. For numeric fields, if there is an implied decimal, specify the number of digits. You may remove any non-mandatory fields that are not in your file by checking the box in the right-hand column.  #

Below are the field formats and descriptions for the G-7 Quarterly Return for Quarterly Filers.  #

Field NameDescriptionSizeFormat
State Tax IDEmployer’s State Tax Identification number (not the withholding number). This unique number houses all information related to a business registered with the Georgia Department of Revenue. Cannot be left blank if included in the layout.0Numeric
Withholding IDEmployer’s withholding number. Do not include dashes. Example: 1234567AB9Alpha-numeric
FrequencyEmployer’s filing frequency. M=Monthly, Q=Quarterly, T=Semi-weekly, A=Annual1Alpha

Return Information #

Field NameDescriptionSizeFormat
Period End [MM/DD/YYYY]End of the quarter or year for the reporting period. Do not use the due date or payment date.10Date
Return TypeEnter “O” for Original or “A” for Amended.1Alpha

Tax Calculations #

Field NameDescriptionSizeFormat
Tax WithheldTax withheld for the quarter. Cannot be negative.11Numeric
Adjustment to TaxTotal adjustments to tax withheld for the quarter. Use “-” for negative numbers. Enter 0 if no adjustments.11Numeric
OverpaymentAmount claimed from overpayment in another quarter. Do not use negative sign.11Numeric
Job Tax CreditAmount claimed from Job Tax Credit. Do not use negative sign.11Numeric
Headquarters CreditAmount claimed from Headquarters Job Tax Credit. Do not use negative sign.11Numeric
Film CreditAmount claimed from Film Credit.11Numeric
Additional TaxAdditional tax due not originally shown on Tax Withheld line.11Numeric
Tax DueTotal tax due for the quarter (Tax Withheld +/- adjustments). Use “-” for negative numbers.11Numeric
Tax Previously PaidTotal tax previously paid for the quarter. Do not use negative sign.15Numeric

Penalties and Interest #

Field NameDescriptionSizeFormat
Penalty for Failure to File on TimeEnter $25.00 if return is filed late.11Numeric
Penalty for Failure to Pay on TimeLate payment penalty amount.11Numeric
Interest for Failure to Pay on TimeInterest due for late payment.11Numeric

Payment Information #

Field NameDescriptionSizeFormat
Additional Amount Due or (Credit)Amount over or underpaid. Use “-” for credit.15Numeric
Payment MethodE=EFT, M=Check by mail, C=Credit card, G=Global, Z=Zero due1Alpha
Payment Date [MM/DD/YYYY]Date of payment. Required for EFT payments.10Date
Bank Account TypeC=Checking, S=Savings. Required for EFT payments.1Alpha
Bank Account NumberAccount number for payment withdrawal. Required for EFT payments.17Numeric
Bank Routing NumberNine-digit bank routing number. Required for EFT payments.9Numeric

Common User Queries #

Q1: How do I calculate the Adjustment to Tax? #

A1: The Adjustment to Tax field should reflect the total of all adjustments to the tax withheld for the quarter. This may include overpayments, job tax credits, headquarters credits, film credits, or additional tax due. Use a negative sign if the overall adjustment reduces the tax due.

Q2: What if I don’t have any adjustments to report? #

A2: If you have no adjustments to report, enter “0” in the Adjustment to Tax field. Do not leave this field blank.

Q3: How do I report an overpayment from a previous quarter? #

A3: Enter the amount you’re claiming from the previous overpayment in the Overpayment field. Do not use a negative sign, as this value is assumed to be negative.

Troubleshooting #

Issue: Unable to submit return due to error in State Tax ID #

Solution:

  1. Verify that you have entered the correct State Tax Identification number, not the withholding number.
  2. Ensure the field is not left blank if it’s included in your layout.
  3. Check that the number is in numeric format.
  4. If the issue persists, contact the Georgia Department of Revenue to confirm your State Tax ID.

Issue: Payment Method error when trying to submit with $0 due #

Solution:

  1. If your return shows $0 due, you must use “Z” as the Payment Method.
  2. Double-check all calculations to ensure the $0 due amount is correct.
  3. If you believe there should be an amount due, review the Tax Withheld and Adjustment fields for accuracy.

Troubleshooting #

Common Issues and Solutions #

  1. Issue: Unable to upload file
    Solution: Ensure your file adheres to the defined layout. Check for any formatting errors or missing mandatory fields.
  2. Issue: Fields not aligning correctly
    Solution: Verify the field lengths and positions in your file match the defined layout. For fixed-length files, ensure each field has the correct number of characters.
  3. Issue: Numeric fields not processing correctly
    Solution: Check that the number of digits and implied decimal places match the field definition.

FAQ #

Q: What if I need to change the order of fields in my file?

A: Use the numbers on the left in the Bulk File Layout section to reorder fields. Click < REFRESH > to apply changes.

Q: Can I remove fields that are not in my file?

A: Yes, you can remove non-mandatory fields by checking the box in the right-hand column of the layout.

Q: How do I handle fields in my file that are not in the standard layout?

A: Use the < ADD FILLER > option to add placeholder fields for any additional data in your file.

Additional Resources #

For further assistance, please refer to:

Feedback #

We value your input! If you have suggestions for improving this documentation or encounter any issues not addressed here, please contact our support team through the ProPay software help menu or visit our website at https://www.paysoft.com.