Division of Alcoholic Beverages and Tobacco. Beverages Shipped To/Within Florida

Transcription

1 Division of Alcoholic Beverages and Tobacco Beverages Shipped To/Within Florida

2 Key Points to Know Electronic reports are also due by the 10 th of each month. It might be necessary to turn off the internet pop-up blocker in order for EDS to function correctly. If a license has not already been assigned to an out of state business, contact the ABT Help Desk so that one may be created. Domestic Wine is considered wine that is produced within the state of Florida with fruit grown exclusively in Florida. Imported wine is considered wine produced outside of the state of Florida with fruit grown inside and/or outside the state of Florida.

3 Logging Into EDS Log in with the user id and password provided through the EDS registration process and click on the Login button. If you have not registered, click on the New User? link. If you cannot remember password, click on Forgot Password?

4 Filing a New Report Choose the license that you are filing the report for from the drop down menu. If you are using the FTP bulk upload process then you can click on the Upload to FTP Server link. If you are entering the detail manually or uploading only Transaction Data, click the correct report link under File a New report.

5 Upload to FTP Server The FTP Bulk Upload process to file your reports is detailed here. If you are using this method and click on the Upload to FTP Server link you will see this screen. From here you would click Browse and choose the file that you wish to upload. This is one optional method for filing reports and is complete at this step. If you are Manually entering data or uploading Transaction Data See the rest of the Tutorial below.

6 Filling out the General Information Tab The General Information tab will auto populate based upon the information provided during the registration process. Red asterisks denote required fields. A Reporting Period month and year must be selected. A selection from the Amended? drop down box is also required, but defaults to No. Only if the report gets amended and resubmitted, should Yes be selected from the drop down box. Add the Report Submitted By name, which is the person who has verified the submitted the information. The Address is that of the person entering the report. The Filer address is optional. Save when complete.

7 Report Detail

8 Invoice Information The invoice date and invoice number must match exactly what is printed on the invoice. This is for any invoice for product you receive or selling and invoicing to another licensee. No other data should be used in these fields.

9 Shipment Detail Screens Information needed: Name of consignee (buyer) Consignee s city location Invoice date Invoice number Quantity of product Beer: Report per individual units(cans/bottles). Do not enter per case. Wine & Liquor: Report per volume (gallonage).

10 License Filtering Changes have been made within EDS. The system now filters licenses to only allow those that should be associated with a specific report. If submission of a different type of license or an expired license is attempted, EDS will reject it and return the error message: Enter a Valid license Number For the Beverages Shipped Report only the following license types will be allowed based upon the type of transaction: Beer Manufacturers Beer & Wine Distributors Beer, Wine & Liquor Distributors Wine Manufacturers Importers Exporters Liquor Distillers Liquor Rectifiers/Blenders Wine & Cordial Manufacturers (International) (Samples)

11 Shipment Detail The Beverages Shipped To/Within Florida report provides sub tabs under the primary Shipment Detail tab for the purpose of reporting shipment information for each type of beverage: Beer, Imported Wine, Domestic Wine and Liquor.

12 Using the Lookup Feature A Florida License/Permit # or the Name of the Consignee (recipient) is necessary before any transactions can be entered. Start using either piece of information into the appropriate field and select Lookup next to that field. Use caution regarding the name option as spelling differences or spacing issues will prevent the correct data from populating. For the name field only, the first part of the name followed by the % sign will start a wildcard search, providing a greater chance of finding the licensee.

13 No Results Using the Lookup Feature If an invalid or unrecognized license number is entered, a red error message displays, Enter a Valid License number A licensee s name and/or their license number can be verified by navigating to the list of beverage distributors on the Division s site here.

14 Multiple Lookup Results In the event of multiple returns from using the Lookup feature, a popup window will appear with possible options based upon the search criteria. Select the appropriate row and the fields on the Shipment Detail tab will populate with the licensee s information. The Valid Until column will only return a status of Active or an expired date value. An expired date in this column means that the actual license expired two months prior to that date and can no longer be used in EDS. If a transaction occurred within that two month time frame, contact EDS Support at EDS.SUPPORT@MYFLORIDALICENSE.COM. The columns can now be sorted using the triangles in the column headers, but the default sort is by business name. The triangle of a sorted column will appear grey and only one column can be sorted at a time. An arrow pointing down shows a sort in descending order. A upward arrow represents an ascending order sort.

15 Multiple Lookup Results - Continued Search Within Results allows the user to filter the search results locally. The filter functionality will hide rows that do not match the filter criteria. The filter will match across any column value. If the user does not see the needed license, select Cancel and contact the EDS Help Desk at EDS.SUPPORT@MYFLORIDALICENSE.COM. Supply the name and address of the business if possible.

16 Entering Transactions Once the required data have been entered, select the Add Transaction button. If all data have been entered correctly, then a message stating, Successfully added transaction. will be displayed. The quantities will be summed within the Summary at the bottom of the screen under the individual transactions. If data have been incorrectly entered into the fields at the top of the screen, Clear All will remove the information above that button. If all of the required fields have not been completed, EDS will flag those empty fields and block the transaction. These steps should be duplicated for any other type of beverage shipment.

17 Entering Transactions - Continued Key in all Transaction Types on your report. Totals will show at the bottom. Make certain to key all of the report types (Beer, Imported Wine, Domestic Wine and Liquor) necessary to complete the report.

18 Upload Multiple Transactions EDS now allows for the upload of multiple transactions as long as they are formatted in the correct way. To begin click the Upload Multiple Transactions button. To begin formatting your Transactions correctly, first download the template.

19 The Template is in.csv format. Manipulate your data in Spreadsheet form to fit the labeled columns correctly. Each Transaction Tab will have its own template.

20 For Transaction type and Product Size ID codes you will need to Download Lookup Legend.

21 The lookup legend shows what all the transaction codes are that need to be used to format any type of report.

22 Download these two files to look up Business Entities. Linked here

23 When your file has been formatted and saved click the Browse button to find the file. Choose your file and click Upload. The dialog box will show if records are accepted as valid. Valid records may be added but if there are any invalid records you may want to correct them and upload again before adding. Any transactions added will be duplicated if added again.

24 If records are rejected the dialog box will show which ones with the reasons why so that it may be corrected and uploaded again. Any accepted uploads will show in the Transaction Detail. You can enter the detail that was not accepted manually or correct the indicated errors in the file and upload again. It is necessary to remove the correct records from the file before uploading a new file that corrects the previous errors. EDS will duplicate transactions if they are uploaded multiple times.

25 Tip: Save your upload templates and use them to help with filling in subsequent reports.

26 Inline Sorting of Detail To help with finding detail that has already been entered EDS offers sorting by certain fields. Any column with a darker labeled header may be clicked on and the data will be sorted in ascending or descending order by that field.

27 Changing and Deleting Entries An entry can be changed or deleted using the radio buttons at the far right of each entry.

28 Changing an Entry Click on the Icon to change an Entry. You can change any of the fields shown in white. When complete click on the Icon to save changes. You will see a notice that the transaction was added successfully. If You did not need to make a change click the Icon to cancel.

29 Deleting an Entry To delete an entry click the Icon. You will see a notice that it has been deleted successfully.

30 Review & Confirm All information from the Shipment Detail screens are automatically brought forward to populate the Review & Confirm tab. Review & Confirm: Review and confirm that all data are correct then select Save. Review the information one more time for accuracy, then select Submit Report.

31 Successful Submission After Submit Report is selected, a confirmation message will display stating You have successfully submitted the report.

32 Viewing Saved or Submitted Reports Viewing Saved or Submitted reports can be done either by navigating to My Reports or Home.

33 Amending Submitted Reports To amend a submitted report, open the needed report. On the General Information tab, change the Amended? field to Yes and proceed to make the necessary report changes before saving again and then resubmitting.

34 Resources You may research license/permit numbers from the Alcoholic Beverages and Tobacco s webpage. Follow this link More information on filing electronically: EDS Information

35 Technical Support Contact EDS Support for technical questions or to report a problem. If you need assistance filling out a report, contact your district office.