- Georgia Department of Revenue Business e-File & e-Pay System Bulk File Layouts
- Overview
- Key Features
- Bulk File Layout Preparation
- File Upload Process
- Field Descriptions (Monthly)
- 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.
- Monthly Breakdown
- Quarterly Totals and Penalties
- Payment Information
- Troubleshooting
- Field Descriptions (Quarterly)
- 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.
- Return Information
- Tax Calculations
- Penalties and Interest
- Payment Information
- Common User Queries
- Troubleshooting
- Troubleshooting
- FAQ
- Additional Resources
- Feedback
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 #
- Bulk file layout preparation for G-7 Returns
- Field definition and customization
- File upload process
- Compatibility with ProPay software
Bulk File Layout Preparation #
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Monthly and Quarterly Filers #
- Access the Bulk File Layout section for your filing frequency (Monthly or Quarterly).
- Define the fields in your file using the provided layout.
- Use the numbers on the left to reorder fields as needed.
- For fixed-length files, specify the length of each field.
- For numeric fields with implied decimals, specify the number of digits.
- 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:
- Select the < ADD FILLER > box.
- Indicate the position of the filler field in your file.
- Click < REFRESH > to update the layout.
- (Optional) Define the field for your records, though not necessary for filing purposes.
File Upload Process #
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- Prepare your file according to the Bulk File Layout fields using ProPay software.
- Access the Georgia Department of Revenue Business e-File & e-Pay System.
- You will be prompted to define the Bulk File Layout fields you are uploading.
- 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 Name | Description | Size | Format |
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State Tax ID | Employer’s State Tax Identification number (Not provided by Pro-Pay) | 0 | Numeric |
Withholding ID | Employer’s withholding number (e.g., 1234567AB) | 9 | Alpha-numeric |
Frequency | Filing frequency (M=Monthly, Q=Quarterly, T=Semi-weekly, A=Annual) | 1 | Alpha |
Period End | End of the reporting period (MM/DD/YYYY) | 10 | Date |
Return Type | O for Original, A for Amended | 1 | Alpha |
Monthly Breakdown #
For each month in the quarter, the following fields are required:
Field Name | Description | Size | Format |
Month | Numeric digit for the calendar month (1-12) | 2 | Numeric |
Tax Withheld | Tax withheld for the month (cannot be negative) | 11 | Numeric |
Adjustment to Tax | Total adjustments to tax withheld | 11 | Numeric |
Overpayment | Amount claimed from overpayment in another quarter | 11 | Numeric |
Job Tax Credit | Amount claimed from Job Tax Credit | 11 | Numeric |
Headquarters Credit | Amount claimed from Headquarters Job Tax Credit | 11 | Numeric |
Film Credit | Amount claimed from Film Credit | 11 | Numeric |
Additional Tax | Additional tax due not originally shown | 11 | Numeric |
Tax Due | Tax due for the month (Tax Withheld +/- adjustments) | 11 | Numeric |
Tax Paid | Tax previously paid for the month | 11 | Numeric |
Quarterly Totals and Penalties #
Field Name | Description | Size | Format |
Quarterly Total | Total tax due for the quarter | 15 | Numeric |
Total Tax Previously Paid | Total tax previously paid for the quarter | 15 | Numeric |
Penalty for Failure to File on Time | Late filing penalty ($25.00 if applicable) | 11 | Numeric |
Penalty for Failure to Pay on Time | Late payment penalty (if applicable) | 11 | Numeric |
Interest for Failure to Pay on Time | Interest due for late payment | 11 | Numeric |
Additional Amount Due or (Credit) | Amount over or underpaid | 15 | Numeric |
Payment Information #
Field Name | Description | Size | Format |
Payment Method | E=EFT, M=Check by mail, C=Credit card, G=Global, Z=Zero due | 1 | Alpha |
Payment Date | Date of payment (MM/DD/YYYY) | 10 | Date |
Bank Account Type | C for Checking, S for Savings | 1 | Alpha |
Bank Account Number | Account number for EFT payments | 17 | Numeric |
Bank Routing Number | Nine-digit routing number for EFT payments | 9 | Numeric |
Troubleshooting #
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- 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. - 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. - 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. - 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 Name | Description | Size | Format |
---|---|---|---|
State Tax ID | Employer’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. | 0 | Numeric |
Withholding ID | Employer’s withholding number. Do not include dashes. Example: 1234567AB | 9 | Alpha-numeric |
Frequency | Employer’s filing frequency. M=Monthly, Q=Quarterly, T=Semi-weekly, A=Annual | 1 | Alpha |
Return Information #
Field Name | Description | Size | Format |
Period End [MM/DD/YYYY] | End of the quarter or year for the reporting period. Do not use the due date or payment date. | 10 | Date |
Return Type | Enter “O” for Original or “A” for Amended. | 1 | Alpha |
Tax Calculations #
Field Name | Description | Size | Format |
Tax Withheld | Tax withheld for the quarter. Cannot be negative. | 11 | Numeric |
Adjustment to Tax | Total adjustments to tax withheld for the quarter. Use “-” for negative numbers. Enter 0 if no adjustments. | 11 | Numeric |
Overpayment | Amount claimed from overpayment in another quarter. Do not use negative sign. | 11 | Numeric |
Job Tax Credit | Amount claimed from Job Tax Credit. Do not use negative sign. | 11 | Numeric |
Headquarters Credit | Amount claimed from Headquarters Job Tax Credit. Do not use negative sign. | 11 | Numeric |
Film Credit | Amount claimed from Film Credit. | 11 | Numeric |
Additional Tax | Additional tax due not originally shown on Tax Withheld line. | 11 | Numeric |
Tax Due | Total tax due for the quarter (Tax Withheld +/- adjustments). Use “-” for negative numbers. | 11 | Numeric |
Tax Previously Paid | Total tax previously paid for the quarter. Do not use negative sign. | 15 | Numeric |
Penalties and Interest #
Field Name | Description | Size | Format |
Penalty for Failure to File on Time | Enter $25.00 if return is filed late. | 11 | Numeric |
Penalty for Failure to Pay on Time | Late payment penalty amount. | 11 | Numeric |
Interest for Failure to Pay on Time | Interest due for late payment. | 11 | Numeric |
Payment Information #
Field Name | Description | Size | Format |
Additional Amount Due or (Credit) | Amount over or underpaid. Use “-” for credit. | 15 | Numeric |
Payment Method | E=EFT, M=Check by mail, C=Credit card, G=Global, Z=Zero due | 1 | Alpha |
Payment Date [MM/DD/YYYY] | Date of payment. Required for EFT payments. | 10 | Date |
Bank Account Type | C=Checking, S=Savings. Required for EFT payments. | 1 | Alpha |
Bank Account Number | Account number for payment withdrawal. Required for EFT payments. | 17 | Numeric |
Bank Routing Number | Nine-digit bank routing number. Required for EFT payments. | 9 | Numeric |
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:
- Verify that you have entered the correct State Tax Identification number, not the withholding number.
- Ensure the field is not left blank if it’s included in your layout.
- Check that the number is in numeric format.
- 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:
- If your return shows $0 due, you must use “Z” as the Payment Method.
- Double-check all calculations to ensure the $0 due amount is correct.
- If you believe there should be an amount due, review the Tax Withheld and Adjustment fields for accuracy.
Troubleshooting #
Common Issues and Solutions #
- Issue: Unable to upload file
Solution: Ensure your file adheres to the defined layout. Check for any formatting errors or missing mandatory fields. - 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. - 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:
- ProPay software help menu
- PaySoft website
- Georgia Department of Revenue Business e-File & e-Pay System Help
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.