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X12 transaction guide · Finance

EDI 813 Electronic Filing of Tax Return Data

The X12 document tax filers use to file tax returns electronically with federal, state or local taxing authorities, optionally with payment.

Sent by
Taxpayer or tax preparer
Received by
Federal, state or local tax authority
Standard
ANSI ASC X12

What is an EDI 813?

The EDI 813 Electronic Filing of Tax Return Data is the ANSI X12 transaction set tax filers use to file tax returns electronically with a federal, state or local taxing authority. It can also initiate the payments related to the return.

Businesses that file many returns, such as sales and use tax or fuel tax returns across several jurisdictions, use the 813 to submit return data directly from their tax systems. The authority acknowledges the filing with the 151 and may exchange further information with the 826. Many authorities have since introduced their own e-filing formats, so the 813 is used where a jurisdiction still accepts it.

How the EDI 813 worksDiagram of the EDI 813 Electronic Filing of Tax Return Data. Taxpayer or tax preparer sends it to federal, state or local tax authority. It usually starts the exchange. It is usually followed by 151 and 997. Inside the ISA, GS and ST envelopes, X12 release 008010 requires, in the heading: BTI (Beginning Tax Information) and DTM (Date/Time Reference). 2 optional loops are listed by their first segment.How the EDI 813 worksElectronic Filing of Tax Return Data: who sends it, where it fits and what the standard marks required1 WHERE IT FITSUSUALLY FOLLOWSStarts the exchangeEDI 813SENDERTaxpayer or taxpreparerRECEIVERFederal, state or localtax authority997 or 999 acknowledgment back, if the partners agreeUSUALLY FOLLOWED BY151Electronic Filing of TaxReturn DataAcknowledgment997FunctionalAcknowledgment2 WHAT X12 RELEASE 008010 REQUIRESInterchange: sender and receiver IDsISA … IEAFunctional group, ID code TFGS … GETransaction set 813ST … SEHEADINGBTIBeginning Tax InformationDTMDate/Time Reference+ 1 optional loop, starting with:N1DETAIL+ 1 optional loop, starting with:TFSBlue box: required loop. Optional loops are listed by the segment that starts them; when a loop is used, that first segment is required. Optional segmentsoutside loops are not drawn.Structure: required segments and loops in the X12 008010 listing for the 813. Your trading partner's implementation guide adds its own requirements.
How the EDI 813 worksDiagram of the EDI 813 Electronic Filing of Tax Return Data. Taxpayer or tax preparer sends it to federal, state or local tax authority. It usually starts the exchange. It is usually followed by 151 and 997. Inside the ISA, GS and ST envelopes, X12 release 008010 requires, in the heading: BTI (Beginning Tax Information) and DTM (Date/Time Reference). 2 optional loops are listed by their first segment.How the EDI 813 worksElectronic Filing of Tax Return Data: who sendsit, where it fits and what the standard marksrequired1 WHERE IT FITSUSUALLY FOLLOWSStarts the exchangeEDI 813SENDERTaxpayer or taxpreparerRECEIVERFederal, state orlocal taxauthority997 or 999 acknowledgment back, if the partnersagreeUSUALLY FOLLOWED BY151Electronic Filing of Tax Return DataAcknowledgment997Functional Acknowledgment2 WHAT X12 RELEASE 008010 REQUIRESInterchange: sender and receiver IDs (ISA… IEA)Functional group, ID code TF (GS … GE)Transaction set 813 (ST … SE)HEADINGBTIBeginning Tax InformationDTMDate/Time Reference+ 1 optional loop, starting with:N1DETAIL+ 1 optional loop, starting with:TFSBlue box: required loop. Optional loops are listedby the segment that starts them; when a loop isused, that first segment is required. Optionalsegments outside loops are not drawn.Structure: required segments and loops in the X12008010 listing for the 813. Your trading partner'simplementation guide adds its own requirements.

How to read this diagram: the top row shows who sends the 813, to whom, and which documents usually come before and after it. The lower part shows what X12 release 008010 itself requires: the envelopes around the 813 and the segments and loops the standard marks as required, area by area. Optional loops are listed by the segment that starts them rather than drawn in full. This is the standard's minimum, not a trading partner's requirement: each partner's implementation guide usually makes some optional loops mandatory, restricts the codes and may use a different release.

Expand diagram Download SVG

When it is used

  • Filing sales and use tax returns
  • Filing excise or fuel tax returns
  • Initiating tax payments with a return

Where it fits in the document flow

This document 813 Electronic Filing of Tax Return Data
Usually followed by 151 Electronic Filing of Tax Return Data Acknowledgment997 Functional Acknowledgment

Structure

Mandatory segments in the 813 (X12 release 008010)

The segments X12 release 008010 marks as mandatory at their level, in order. Segments inside optional loops are needed only when the loop is used. This is the standard's requirement, not your trading partner's: each partner's implementation guide names the release it uses, adds the optional segments it requires and restricts the values. The requirement status comes from one published X12 reference listing and has not been checked against a second source.

  • ST
  • BTI
  • DTM
  • N1
  • TFS
  • TIA
  • FGS
  • SE

Practical example

The 813 in practice

A fuel distributor files monthly motor fuel tax returns in several states. Its tax system prepares each return and sends it to the state authority as an 813, with the gallons sold by product, the exemptions claimed and the tax due, and initiates the payment. Each state acknowledges the filing with a 151.

Implementation

Implementation considerations for the 813

  • Check that each authority still accepts the 813 and which version it requires.
  • Reconcile return figures with the general ledger before filing.
  • Meet each jurisdiction's filing and payment deadlines.
  • Keep acknowledgments as proof of timely filing.

How ECOM helps

Automate the 813 with ECOM

Solution

Financial Document Automation

Automate invoices, remittances, payment files and bank statements from capture to posting.

Industry

Financial Services

Secure file transfer and B2B integration for banks and financial institutions.

Solution

EDI Integration

Exchange X12 and EDIFACT documents with partners and integrate them directly with your ERP.

More general questions about EDI are answered in the EDI FAQ.

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