Alcoholic Beverage Distributor s Monthly Report

Alcoholic Beverage Distributor s Monthly Report

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?

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.

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.

Filling Out the General Information Page The General Information page will auto populate with information provided during the registration process. A Reporting Period month and year must be selected. A selection from the Amended? drop down menu is also required. Add the Report Submitted By name, which is the person verifying the submitted information. Once completed, save the report.

Helpful Hint Save your report often. If you are keying in a large amount of data, save often. This helps guard against data loss and is considered a best practice. TIP: If you are going to pause the report activity for more than ten minutes, save the report and close out of EDS altogether. To resume your report, log back in and open the report from the Saved Work link.

Report Detail

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.

License Filtering The system 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 an error message. For the Alcoholic Beverage Distributor s Report only the following license types will be allowed based upon the type of transaction: Beer Manufacturer Beer & Wine Distributors Beer, Wine & Liquor Distributors Alcohol Manufacturer Alcohol Importers Alcohol Exporter Passenger Carriers 4700006 (International) 4700013 (Samples)

Detail Screens Information needed: Transaction type Florida license number or Name of supplier/purchaser Invoice number Invoice date Quantity of product Beer: Report per individual units(cans/bottles) and bulk gallons. Do not enter per case. Wine & Liquor: Report per volume (gallonage).

Report Detail Overview In the Report Detail there is a drop down box for Transaction Type. Select the appropriate transaction and complete the required fields, designated by the asterisks. Add Transaction should be selected. After each entry has been added, they will be listed individually. Under Product Transaction Summary, the entries will be summed up.

Transaction Filtering After a license has been selected for a product transaction, the transaction type control will be changed to indicate which transactions are allowed for the license selected. The items in white and do not have an x are allowable transaction types. The items that have an x and are highlighted yellow indicate the transaction type is not allowed for the license selected. If the user selects an invalid transaction type, then they will see the above validation error message.

Entering the Report Detail The Alcoholic Beverage Distributor s Monthly Report contains each report type (beer, imported wine, domestic wine and liquor) within one report through the use of tabs.

Transaction Type Overview In State Purchases- A purchase from a licensed supplier located in Florida; This includes manufacturers, importers, distillers, brokers, rectifiers, and distributors. Out of State Purchases- A purchase from a supplier located outside of Florida; It is possible that a permit/license number does not exist for an entity outside of Florida. Please contact eds.support@myfloridalicense.com for assistance. Include the name and address of the supplier in question with your request. Sales to other Florida Distributors- A sale to a licensed Florida distributor Return to Stock and Tax Paid- The return of product sold to a licensed distributor Out of State Sales- A sale to an entity outside of Florida; A permit/license number is not required for this transaction type, but a specific name and address must be included. Sales to Government- The sale of product to an entity that is part of a military base. These transactions are recorded using the permit/license number for the applicable base name only.

Transaction Type Overview - Continued Sales to Passenger Carriers- A sale to a licensed Passenger Carrier Other in- For transactions that do not fit the other categories, but cause an inventory increase. Other out- For transactions that do not fit the other categories, but cause an inventory decrease Other in/other out are for special use only. Contact your district office before using these types of transactions. Note: If you are having difficulty looking up or finding a permit/license number within EDS, please consult the webpage here. Technical assistance can also be provided through the EDS support mailbox. EDS.Support@MyFloridaLicense.com

Report Detail Overview Select a Transaction Type from the drop down menu, enter the license number and select Lookup. If the license number is not available, a Lookup can be accomplished by typing in the Name of the Supplier/Purchaser field and clicking on Lookup next to that field.

Using the Lookup Feature There are two ways to search for licensees via the Lookup feature. If the license number is known, enter the number in the Florida License/Permit # field and select the Lookup button. If the name of the licensee is known, enter the entire name or enter the first part of the name followed by the % sign in the Name of Supplier/Purchaser field. Select Lookup. The % will start a wildcard search and provide a greater chance of finding the licensee.

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.

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 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.

Multiple Lookup Results - Continued Search Within Results allows the user to filter the search results locally. The filter functionality will hide rows that don t 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.

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 transaction types and quantities will be summed within the Product Transaction 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 transaction.

Entering Transactions - Continued Key in all Transaction Types on your report. Totals will show at the bottom. These totals will also show on the corresponding Summary tab. Make sure to key all of the report types (beer, imported wine, domestic wine and liquor) necessary to complete the report.

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.

The Template is in.csv format. Manipulate your data in Spreadsheet form to fit the labeled columns correctly

For the Alcoholic Beverage Distributor s reports there are separate templates for each Detail page, be sure to use the one provided on each page for download. For Transaction type and Product Size ID codes you will need to Download Lookup Legend.

The lookup legend displays all of the transaction codes that are necessary to format any type of report.

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

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.

If records are rejected the dialog box will show which ones with a description of the error 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.

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

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.

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

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 or deleted successfully. If You did not need to make a change click the Icon to cancel.

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

Summary Tab Example of Summary with transaction totals carried over. Note there is a tab for each report type (Beer, Wine, Liquor). Click the Load Prior Inventory button and the inventory from the previous month will be carried forward to beginning inventory. Enter the requested amounts in the white spaces the grey fields are pulled automatically from the entries in the detail. After reviewing for all report types and no more transactions are to be added, click on the Computation of Tax tab.

Computation of Tax Each report type is represented through tabs. Click through the tabs to see the calculations page for each report type. The data from the previous screens will automatically be calculated on the Computation of Tax tab. Any authorized credit will be automatically applied. The credits applied may be viewed by clicking the View Credits link. The total tax due will be displayed in the Net Amount field. Select Save when done. If the computation of tax pages have been reviewed sufficiently, click on the Review & Confirm tab.

Review & Confirm The Review & Confirm page shows the tax breakdown for each report type. Review this information one more time and then save the report.

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

Amending a Report A submitted report can be amended if necessary and resubmitted. From the My Reports link open the report and from the Amended? field. Open the drop down box and select Yes. Navigate to the Review & Confirm tab and select the Submit button.

Confirmation of Submission If the submission has been successful a confirmation page will appear. If you do not receive this confirmation page contact the EDS Support mailbox immediately. EDS.SUPPORT@MYFLORIDALICENSE.COM Once you receive the confirmation page, the report can be viewed by clicking the My Reports tab or the Home tab and clicking on the link under Submitted Work.

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

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