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Preparing Petroleum Tax Distributor Schedule Using Excel Template

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Information on how to prepare petroleum tax distributor schedules using our Excel templates.

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Distributor Schedule using Excel Template [+]

If your company is going to use the bulk file upload, you must use the Excel template that is available on our website. Please make sure to download the most recent version of the Excel template from our website.

When completing your monthly Excel template, you must enter the data correctly and meet the requirements of each column of the report. Incorrect information can result in your file not being accepted by our e-Services system.

Prepare Distributor Schedule [+]

Step 1
Save the Minnesota Distributor Reporting Excel Template on your computer.

Log in to Distributors Schedules: Excel Template.
Save the Excel template on your computer.

Step 2

Save a copy of the file to report the monthly filing period.

Click on File>Save As. Name the file by the filing period (e.g., Dec_2017).
Note: Do not delete the file after you import it into e-Services in case you need to file an amended return in the future.
In the Cover worksheet, type in the filing period. The filing period is always the last day of the month (e.g., 12/31/2017).

Step 3

Enter transactions into worksheet.

Enter your transactions in the Schedule worksheet. For schedule codes and product codes see the Tables worksheet.
When you enter Bill of Lading (BOL) numbers into the worksheet, you must enter the numbers exactly how they appear on the physical BOL.
Make sure you save your changes each time you add to the schedule.

Step 4

Create a flat file.

Before you transmit the file to the Minnesota Department of Revenue's e-Services system, you must save the Excel file as a flat file.

Click the Instructions - Create File tab, then click the Create Flat File button.
The file name automatically populates with the Minnesota Tax ID number and filing period you entered in the Cover worksheet.
Note: If the file name is blank, type in your Minnesota Tax ID number, location code, and filing period. Use an underscore to separate the information (e.g., 1234567_1_10312004).
Save the file.
The file format is now a Text (.txt) file.

Step 5

Final preparation

Print the Summary worksheet.
If you make a change to the Schedule worksheet, you must repeat the steps under Create a Flat File.

Transmit Text File and File Return [+]

To file your return, you must have Internet access with a browser that meets our system requirements. For details, see e-Services Information.

Step 1

Log in to e-Services.

Step 2

At the e-Services Welcome window, enter your Username and Password. Click Login.

Step 3

Click the Petroleum Tax Returns and Periods hyperlink.

Step 4

Select the File Returns hyperlink for the period you would like to file a return.

Step 5

A message screen may appear with important information, please read and respond accordingly.

Step 6

The Petroleum Tax – Return screen appears and gives you two options to file. Choose Import Your Data under Option 1: Import Your Data.

Step 7

A pop-up window will ask you to: Select a file to import. Click the Browse… button and select your text file to upload. The file should end in “.txt”. An Import Successful screen will appear. Click Next after file has been uploaded.

Step 8

A Return Summary page will appear. If there are any issues with the file you just uploaded, there will be a red circle with an exclamation point where you need to click the hyperlink to fix any errors. This usually happens with the view/edit transactions hyperlink. Open the link and a list of errors will appear that need to be fixed.

Step 9

Click on the hyperlink for the Bill of Lading line that needs to be fixed. All BOL’s are listed in a blue bar under the Enter Schedule Transactions header. If a BOL has an error, it will have a red ball next to it indicating that you need to fix it before moving on. The line in error will be highlighted red and have a red circle with exclamation point next to it. Click on line and an error message will appear. Once you fix the error, the line will no longer be highlighted. Click the OK button to save that line. After all lines are fixed and you click OK on the last error, you will be taken back to the summary page to verify tax dollar amounts.

Step 10

If you want to see gallon amounts being reported, click the hyperlink next to each tax type to see specifics of what was being reported for that tax or fee.

Step 11

If you are reporting jet fuel and qualify for the graduated rate reduction, you must click the View – Jet Fuel hyperlink and manually type in the dollar amount of the refund you are claiming in the editable box for Claim for Refund. This box is only active if you have taxable jet fuel gallons for the month. Once you enter the dollar amount you are claiming, click the OK button to save and return to the summary page.

Step 12

At this point, you can click next to File the Return and select a payment option or click Save and Finish Later to save it in your history tab and complete filing the return at a later time. If you choose to save and finish later, instructions will be provided. When you come back to e-Services and click your history tab, the return will be shown as Not Submitted. To access the return, click the confirmation number hyperlink to open it up.

Step 13

To continue to work with the return and to submit it you must click the Change button. At the Enter information screen, click NEXT. Now click NEXT at the Enter Schedule Transactions screen. If the transactions still look correct, then click the Next button again to go to the summary page. Verify the tax amounts on this page. If everything looks correct, click the Next button again to proceed to payment screen.

Step 14
On the payment screen you have three options:

Pay the projected amount due of $xxx.xx
Pay another amount
I do not want to pay at this time

Step 15

Make your selection of how you want to pay and click Next. The Payment screen will appear. Designate where the funding is originating and enter payment and banking information to complete the payment and filing of the return. When you are finished entering the information, click Next to continue.

Step 16

The return summary will appear again to verify and show payment information at the bottom of the page. Click Submit to submit return and payment information. Print the confirmation page for your records. You have now completed transmitting your files and can exit e-Services.

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Last Updated

December 28, 2022