Retailer Inventory Tracking System

Welcome to the Retailer Inventory Tracking System. You will use this system to report your monthly sales data for alcohol and cigarette and tobacco products. This application has been developed to support the legislative requirement that wholesalers and distributors report their sales of beer, ale, wine, cigarettes, cigars, and tobacco to Texas retailers.

It also includes the requirements to report a new fee on cigarettes and cigarette tobacco products manufactured by companies that did not originally participate in a settlement with the state of Texas or the Master Settlement Agreement. This includes a non-settling manufacturer (NSM) or subsequent participating manufacturer (SPM).

Table of Contents
First Time Login
Registration
Login After Registration
Report Requirements
Report Requirements for NSM or SPM
Submitting the Report
File Format
Frequently Asked Questions

Q. What If I Forget My Password?
Q. What If I Get An Error Message?
Q. Can I send my information in a different format?
Q. Why is the information being requested?
Q. Who do I call to reset my password?
Q. Who do I call if I have questions about the data elements or submitting the report?
Q. What is an example of an acceptable file for uploading? (Alcohol prior to 09/2011)
Q. What is an example of an acceptable file for uploading? (Non-Settling Manufacturer (NSM) or Subsequent Participating Manufacturer (SPM)
Glossary
Additional Help

First Time Login

You must initially log in using the following steps:

Enter the Taxpayer Number. This is the 11-digit Taxpayer Number assigned by the Comptroller of Public Accounts. Do not enter any hyphens.
Click on Continue to proceed to the Security Check page.
Enter the Personal Identification Number (PIN). The initial PIN was sent to you in a letter from the Comptroller of Public Accounts after you sent in your contact information.
Click Continue. You will be directed to the Enter Preparer Information page where you will register with the system.

Enter your name, email address and phone number at the Enter Preparer Information page.

Click Continue.

Create a Password and re-enter it for verification. For password rules, click here.
Select a Security Question.
Provide an Answer. The Answer has a minimum of five (5) characters and it is not case-sensitive.
Click Continue. You will get a Password Registered page if your Password and Answer are acceptable.

Go to http://www.window.state.tx.us/webfile/ and click on Retailer Inventory Tracking System.
Enter the Taxpayer Number. This is the 11-digit Taxpayer Number assigned by the Comptroller of Public Accounts. Do not enter any hyphens.
Click on Continue.
Enter the Password. This is the password you created in Step 3 of the Registration or the password that you changed after logging in.
Click Continue.
Preparer Information Update: The contact information on file will be pre-populated. If you have changes, enter the information and click Update. If you do not have changes, click Continue.
You will see the Welcome Back page. Click the Change Password button if you want to change your password. Click Continue if you do not want to change your password.

You must report by the 25th of each month for the preceding month's sales.

These are the requirements for reporting the data.

There are 12 or 14 data fields as defined in the File Format fields below.
The format will either contain 12 or 14 fields (Alcohol filing after 09/2011 has 14 fields) prior filing period data for alcohol or amended data prior to date only has 12 fields, tobacco's file format did not change, the fields must be formatted as a comma-separated values (CSV) text file. (The filename is not required to have a .csv extension.)
Do not send column headings with your data. (The reporting system is set up to receive data only, not column headings.)
If the field contains a comma, use double quotes at the beginning and end of the field.
The file must be accessible from the computer you are using to submit the report.

Back To Top

Report Requirements for the Non-Settling Manufacturer (NSM) or Subsequent Participating Manufacturer (SPM) Fee

The monthly distributor report(s) now include and require:

The following information, itemized for each place of business and by manufacturer and brand family:

the number of denominations of stamps affixed to individual packages of NSM and SPM cigarettes during the preceding month;
the amount of NSM and SPM cigarette tobacco products subject to the tax imposed by Section 155.0211, Tax Code, during the preceding month; and
the number of individual packages of NSM and SPM cigarettes and the amount of NSM and SPM cigarette tobacco products not subject to the tax imposed by Chapter 154, Tax Code, or Section 155.0211, Tax Code, sold or purchased in this state or otherwise distributed in this state for sale in the Unites States;
any other information the comptroller considers necessary or appropriate to determine the amount of the fee imposed by this subchapter or to enforce this subchapter;

You must submit the report by the last day of each month for the preceding month's sales.

These are the requirements for reporting the data.

There are 9 data fields as defined in the File Format below.
The cigarette and tobacco file format require the fields to be formatted as a comma-separated values (CSV) text file. (The filename is not required to have a .csv extension.)
Do not send column headings with your data. (The reporting system is set up to receive data only, not column headings.)
Do not use commas in the data fields.
The file must be accessible from the computer you are using to submit the report.

Enter the Filing Period. The filing period format is YYMM.
Select Report Type. Choose Alcohol or Tobacco.
Click Submit. This will take you to the Select Report to Upload page.
Click on the Browse button to find your file or type in the file path and name in the text field.
Click Continue.
You will get the Upload Confirmed page with the Confirmation Number and the Report Total for the Invoice Amount.
Click File Another Report or Logout.

This table contains the list of data elements, the maximum field length, the field type and definition of each data element for the report.

Data Element	Field Length	Field Type	Definition
Wholesaler/Distributor TABC Permit or License Number	8	Character	The unique license/permit number granted by the Texas Alcoholic Beverage Commission or by the Comptroller's office to the wholesaler or distributor location.
Retailer's Taxpayer Identification Number	11	Character	The unique 11-digit number assigned to a taxpayer by the Comptroller's office. If this number is unknown, enter a zero(0). No hyphens.
Retailer Name	50	Character	The trade name of the retailer to whom the item is sold.
Retailer Address	50	Character	The retailer's physical location.
Retailer City	30	Character	The city in which the retailer is located.
Retailer State	2	Character	The 2-digit abbreviation for the state in which the retailer is located.
Retailer 5-Digit Zip Code	5	Character	The 5-digit zip code of the retailer's physical address.
Retailer/Purchaser's TABC Permit or License Number	8	Character	The unique license/permit number granted by the Texas Alcoholic Beverage Commission or by the Comptroller's office to the wholesaler or distributor location.
Item Type	35	Character	The description of product sold to retailer such as cigarettes, cigars, tobacco, beer, wine and ale.
Unit of Measure	15	Character	The unit in which the Item Type is sold such as cases (CE), kegs, packs, pouches, cartons, gallons, cans, etc.
Quantity	7	Integer	The number of Unit of Measures of the Item Type.
Invoice Amount	13	Integer	The dollar amount rounded to nearest dollar listed on the invoice for each Item Type.

This table contains the list of data elements, there are 14, the maximum field length, the field type and definition of each data element for the Alcohol report.

Data Element	Field Length	Field Type	Definition
Wholesaler/Distributor TABC Permit or License Number	8 or 9	Character	The unique license/permit number granted by the Texas Alcoholic Beverage Commission or by the Comptroller's office to the wholesaler or distributor location.
Retailer/Purchaser's TABC Permit or License Number	8 or 9	Character	The unique license/permit number granted by the Texas Alcoholic Beverage Commission or by the Comptroller's office to the wholesaler or distributor location.
Retailer's Taxpayer Identification Number	11	Character	The unique 11-digit number assigned to a taxpayer by the Comptroller's office. If this number is unknown, enter eleven ones (11111111111) or eleven threes (33333333333). No hyphens.
Retailer Name	50	Character	The trade name of the retailer to whom the item is sold.
Retailer Address	50	Character	The retailer's physical location.
Retailer City	30	Character	The city in which the retailer is located.
Retailer State	2	Character	The 2-digit abbreviation for the state in which the retailer is located.
Retailer 5-Digit Zip Code	5	Character	The 5-digit zip code of the retailer's physical address.
Beverage Class	2	Character	The two character abbreviation of the class of alcoholic beverage sold. It must be either 'W' for Wine, 'B' for Beer, 'DS' for Distilled Spirits, or 'ML' for Malt Liquor.
Universal Product Code	12	Character	The universal product code of each line item. Each line item will have only one UPC code.
Brand Name	50	Character	The complete and specific brand name of each line item.
Individual Container Size	15	Character	The size of the item sold such as a can of beer would be 12, a bottle of distilled spirits 1L, (ie) 12, 75ml, 1L.
Quantity	7	Integer	The number of Unit of Measures of the Beverage Class.
Invoice Amount	13	Integer	The dollar amount rounded to nearest dollar listed on the invoice for each Beverage Class.

This table contains the list of data elements, the maximum field length, the field type and data element for the report.

Data Element	Field Length	Field Type	Definition
Manufacturer Permit Number	8	Character	The unique permit number granted by the Comptroller's office to the distributor location.
Manufacturer Id Number	4	Numeric	The unique number assigned by the Texas Department of Insurance or the Federal Government, see http://www.window.state.tx.us/taxinfo/cig_tob/cigarette_fee.html
Brand Id Number	4	Numeric	The unique 4-digit number assigned to a brand by the Comptroller's office, see http://www.window.state.tx.us/taxinfo/cig_tob/cigarette_fee.html
Number of 20 Packs Stamped	11	Numeric	Number of 20-count cigarette packs stamped from NSMs or SPMs (whole numbers,no commas)
Number of 25Packs Stamped	11	Numeric	Number of 25-count cigarette packs stamped from NSMs or SPMs (whole numbers,no commas)
Number of 20 Packs Exempt	11	Numeric	Number of 20-count cigarette packs exempted from stamping and fee (whole numbers,no commas)
Number of 25 Packs Exempt	11	Numeric	Number of 25-count cigarette packs exempted from stamping and fee (whole numbers,no commas)
RYO Weight Sold	11	Numeric	Total weight in ounces of RYO tobacco from NSMs or SPMs. No commas, a decimal point and two places are required.
RYO Weight Exempt	11	Numeric	Total weight in ounces of RYO tobacco from NSMs or SPMs exempted from tax and fee. No commas, a decimal point and two places are required.

The monthly reporting forms, 69-100,69-133 and 69-134 are still required to be filed on paper, along with the supporting documentation. The due date for the paper forms is the same as the new electronic reporting, the last day of the month following the reporting period.

Q. What If I Forget My Password?
A. Click on Forgot Password button. Answer the security question that you selected at initial login.  You will be prompted to enter a new password.
If you forget your password, please contact the Account Maintenance Section at (800) 442-3453.

Q. What If I Get An Error Message?
A. If you get a System Error page, the problem has been logged.  Please try again later.

Q. Can I send my information in a different format?
A. If you need to submit your information in an alternative format, you should submit a written explanation to the Tax Policy Division with an explanation of why you need to use another format.  The Tax Policy Division will consider each request on a case-by-case basis.  The address is:

Comptroller's Office
ATTN: Tax Policy Division
111 E. 17th Street
Austin TX 78711-3528

Q. Why is the information being requested?
A. HB 11, enacted in the 80th legislative session, requires distributors and wholesalers to report to the Comptroller's office their sales of beer, ale, wine, cigarettes, cigars, and tobacco to Texas retailers. These reports will help the Comptroller's office to more effectively administer the limited sales, excise and use tax under Chapter 151.

B. HB3536, enacted in the 83rd legislative session, requires distributors to submit the information reporting the manufacturer and family brand by location.
These reports (NSM and SPM) will help the Comptroller's office to more effectively administer the limited sales, excise and use tax under Chapter 151 and Subchapter V in Chapter 161 of the Health and Safety Code to impose a new fee on cigarettes and cigarette tobacco products manufactured by companies that did not originally participate in a settlement with the state of Texas or the Master Settlement Agreement. This includes a non-settling manufacturer (NSM) or subsequent participating manufacturer (SPM).

Q. Who do I call to reset my password?
A. If you experience difficulty with your PIN, please contact the Account Maintenance Section at (800) 442-3453.

Q. Who do I call if I have questions about the data elements or submitting the report?
A. If you have any questions regarding the file format or the data elements for Tobacco, please contact the Account Maintenance Division at (800) 862-2260 or direct in Austin to the Tax Applications/Tobacco Tax Section at (512) 463-3731.
If you have any questions regarding the file format or the data elements for Alcohol, please contact the Audit Division at (800) 531-5441 ext. 3-0959 or direct in Austin at (512) 463-0959.

Q. What is an example of an acceptable file (example below for Alcohol prior to 09/2011) for uploading?
A.
TR123456,71000000000,Joe's Bar & Grill,9000 Main St.,Austin,TX,78701,XX123456,beer,CE,400,6400
TR123456,71000000000,Joe's Bar & Grill,9000 Main St.,Austin,TX,78701,XX123456,beer,kegs,18,1100
TR123456,71000000000,Joe's Bar & Grill,9000 Main St.,Austin,TX,78701,XX123456,ale,CE,50,1000
TR987654,71000000000,Joe's Bar & Grill,9000 Main St.,Austin,TX,78701,XX123456,beer,kegs,1,90
TR987654,0,"Downtown Beverages, Gas, Groceries",1000 Elm St.,Austin,TX,78701,YY987654,beer,CE,100,1600
TR987654,0,Jorge's Quikie Mart,999 I-35 N,Austin,TX,78755,ZZ543210,beer,CE,200,3200
Back To Top

Q. What is an example of an acceptable file (example below for (Non-Settling Manufacturer (NSM) or Subsequent Participating Manufacturer (SPM)?
A.
12345678,0012,0009,5000,500,1630,120,0.00,0.00
12345678,42,13,7000,200,950,125,0.0,0.0
12345678,35,23,-200,-20,-150,-25,0.0,0.0
12345678,0302,0576,0,0,0,0,555.55,25.05
12345678,706,541,0,0,0,0,-40.75,-16.23
12345678,0002,0027,00000100000,00000001500,00000002010,00000000050,0.00,0.00
12345678,0707,0555,0,0,0,0,00000708.15,00000201.33

Back To Top

Glossary

Definitions
Term	Definition
Answer	Enter your answer to the Security Question you selected. The answer has a minimum length of five. This field is not case-sensitive.
Confirmation Number	The unique number on the Upload Confirmed page when a report is successfully submitted.
Daytime Phone and Extension	The daytime contact phone number including the area code. Include the extension if appropriate.
Email Address	The email address is used to contact you regarding your report. The email address will be verified for format, but will not be checked that it is a valid email account.
Filing Period	The year and month for the report you are submitting. The format is YYMM where YY is the last 2 digits of the year and MM is the month. For Example: For the filing period ending on 10-31-2004, you would enter 0410. For the filing period ending May 2006 would be entered as 0605.
Forgot Password	If you have forgotten your password, you can click on this link to reset your password. You will be prompted to answer the Security Question you had previously chosen. If answered correctly, you may change your password. After 3 unsuccessful attempts at answering the Security Question (the answer is not case-sensitive), your account will be suspended. Contact the Account Maintenance Section at (800) 442-3453 to have your password reset. You must know your Taxpayer Number and the Report Total for a recent report.
Last Name	The last name of the authorized person submitting the report.
Middle Initial	The middle initial of the authorized person submitting the report. This field is optional.
NSM	Non-Settling Manufacturer
Password	Your password must conform to the following rules: 1. Must be between 8 and 13 characters 2. Must contain one numeric character 3. Must contain one upper case and one lower case character. Examples of valid passwords: Cindy973 rskf4myh mon#key8
PIN	The initial PIN that was sent to you in a letter from the Comptroller of Public Accounts after you sent in your contact information. It is 8 characters in length starting with 'DR' followed by 6 numbers.
Preparer's First Name	The first name of the authorized person submitting the report.
Report Total	The sum of the Invoice Amount field for a report.
RYO	Roll your own tobacco
Security Question	Select a question from the drop down menu.
SPM	Subsequent Participating Manufacturer
Taxpayer Number	The 11-digit Taxpayer Number assigned by the Comptroller of Public Accounts.

If you need additional assistance resetting your password, please call the Account Maintenance Section at (800) 442-3453.
If you need assistance on reporting the NSMs and the SPMs please call the Tobacco Section in Account Maintenance Division at (800) 862-2260 or (512) 463-3731.