Gross production online reporting system user guide.

              OKLAHOMA TAX COMMISSION
Rev Date 09/07/2011 (V1.0) Page 1 of 10
Gross Production
Online Reporting System
User Guide
OKLAHOMA TAX COMMISSION
Rev Date 09/07/2011 (V1.0) Page 2 of 10
Table of Contents
Gross Production Online Reporting System User Guide ....................................................... 1
Revision History ........................................................................................................ 3
Gross Production Filing Using the Online System................................................................ 4
1. Overview of gross production electronic filing ............................................................. 4
2. Getting Started: Register for a new “administrative” account.......................................... 4
2.1. Technical Requirements................................................................................. 4
2.2. Introduction ............................................................................................... 4
2.2.1. Creating an administrative account (one-time process) ................................. 4
3. Log in to the Gross Production System (Administrative Account)....................................... 5
4. Manage Users....................................................................................................... 5
4.1. Adding New Users ........................................................................................ 5
4.2. Modifying an account .................................................................................... 6
4.3. Deleting an account...................................................................................... 6
5. Getting Started: Register for a New “Reporting/Remittance” Account................................ 7
5.1. Technical Requirements................................................................................. 7
5.2. Introduction ............................................................................................... 7
5.2.1. Completing the setup for a reporting/remittance account (one-time process) ...... 7
6. Log in to the Gross Production System (Reporting/Remittance Account) ............................. 8
7. Submit Gross Production Remittance (Reporting/Remittance and Administrative Account) ...... 8
8. View Previous Remittance Reports (Reporting/Remittance and Administrative Account)......... 8
9. Frequently Asked Questions: ................................................................................... 9
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Revision History
Date Version Description of Change Author of Change
7 Sept 2011 1.0 Initial Document Daniel Hanttula
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Gross Production Filing Using the Online System
1. Overview of gross production electronic filing
The Gross Production System allows you to create user accounts for your company to report and remit
gross production tax via the Internet. Each company will have a single “administrative” account, that
will have the ability to create an unlimited number of “reporting and remitting” accounts for each
company number you have on-file with the Oklahoma Tax Commission.
2. Getting Started: Register for a new “administrative” account
2.1. Technical Requirements
In order to utilize the Gross Production System, there are three basic requirements:
􀂃 A personal computer
􀂃 A connection to the Internet
􀂃 An email address
2.2. Introduction
Before your company can report and remit Gross Production tax online, you must obtain an
administrative account.
2.2.1. Creating an administrative account (one-time process)
To setup your company’s administrative account:
1. Visit http://www.tax.ok.gov/gptaxindex.html
2. Click the Sign-up for Gross Production Reporting (Form 300-C) Administrative Account link
3. Submit the online form
NOTE: Once you have submitted this form, it may take up to 24 hours to receive your password
(Weekends and holidays not included.)
4. Once you receive your credentials, visit https://www.ok.gov/oktax/gprs/app/login.php
5. Click on the FIRST TIME USER button
6. Enter your email address and click Next
7. Enter the password you received via email in the Initial Password field and click Continue
8. On the account setup screen, enter your user information and create a Login ID
NOTE: Please write down the Login ID you create
9. Enter a secure password (requirements below) for your account
o Be between 8 and 15 characters long.
o Not based on anything somebody could easily guess (birth date, phone number, etc.).
o Be free of consecutive identical characters or digits.
o Not be all-numeric or all-alphabetical characters.
o An example of a valid password is A9f3Z4b0.
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o Password IS case sensitive.
o A password cannot be reused for one year.
10. Create two security questions (to help you retrieve a lost password) and click Submit
11. Return to your email account and respond to the activation request to finalize account creation
NOTE: You must complete this step within 24 hours
Tip: The email subject is “Gross Production Reporting System Account Activation Process” and
comes from the donotreply@www.ok.gov email address. –You may need to check your junkmail
folder.
3. Log in to the Gross Production System (Administrative Account)
Now that you have created an account, you can log into the Gross Production Reporting system:
1. Visit https://www.ok.gov/oktax/gprs/app/login.php
2. Enter your Login ID and Password created in the previous section.
3. The Main Menu for the Administrative Account has three sections:
a. Manage Users: Add, Delete and View “reporting and remitting” accounts for your
company (Detailed in Section 4, below)
b. Submit Gross Production Remittance: Fill out the Form 300-C online and submit it
with a payment (Section 7)
c. View Gross Production Remittance: View past submissions made by you or any of your
reporting and remitting accounts. (Section 8)
4. Manage Users
4.1. Adding New Users
To create accounts for employees (or third-party companies) that will be submitting Form 300-Cs with
payments:
1. At the Main Menu, Click Manage Users
2. On the Manage Company Users screen, click Add New
3. On the Add User screen, enter the details of the user including first name, last name, and
email address
4. Create the Initial Password for the user (They will change this the first time they log in)
IMPORTANT: Make a note of this password, you will need it later
5. If the user will begin using the system immediately, set the account to Active=Yes. If you are
setting up a number of accounts that will not be used immediately (e.g. employees that will be
hired at a later date, or a company that will handle your Form-300C submissions in the future),
set the user to Active=No.
6. If your Administrative Account has more than one Company Reporting Number assigned to it,
you may select the appropriate Reporting Number for the account that you are creating.
Otherwise, when only administering a single reporting number, it will already be selected.
7. Click Save to create the account.
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8. Send the new user an email with:
a. The initial password you created for them
b. A link to the web site (https://www.ok.gov/oktax/gprs/app/login.php)
c. These instructions.
4.2. Modifying an account
You can change the settings of an account you have created previously:
1. At the Main Menu, Click Manage Users
2. On the Manage Company Users screen, enter a First Name, Last Name or a Status (Active or
Inactive) and then click the Search button to find the user you wish to edit.
TIP: Clicking Search without entering any information will display a list of all your user
accounts.
3. Select the radio button of the user you wish to modify and click Edit Selected
4. On the Edit User screen, change any of the following fields:
a. First Name/Last Name: Modifies the user’s display name
b. Email address: Updates the email address connected to this account
c. Initial Password: Changes the user’s initial password
NOTE: This only works if the user has not previously signed on
d. Active (Yes/No): Toggles the ability for the user to log in
e. Assigned Companies: The company that the user can report and remit Form-300Cs
5. Click Save to save your changes.
4.3. Deleting an account
To remove a user from the system:
1. At the Main Menu, Click Manage Users
2. On the Manage Company Users screen, enter a First Name, Last Name or a Status (Active or
Inactive) and then click the Search button to find the user you wish to edit.
TIP: Clicking Search without entering any information will display a list of all your user
accounts.
3. Select the radio button of the user you wish to delete and click Remove Selected
4. A confirmation screen will appear to confirm that you wish to delete the user
5. Click OK
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5. Getting Started: Register for a New “Reporting/Remittance” Account
5.1. Technical Requirements
In order to utilize the Gross Production System, there are three basic requirements:
􀂃 A personal computer
􀂃 A connection to the Internet
􀂃 An email address
5.2. Introduction
If the administrator at a company has created an account for you to report and remit Gross Production
tax online, you can follow these one-time instructions to complete the registration and then proceed to
logging in.
5.2.1. Completing the setup for a reporting/remittance account (one-time process)
To setup your company’s administrative account:
1. Visit https://www.ok.gov/oktax/gprs/app/login.php
2. Click on the FIRST TIME USER button
3. Enter your email address and click Next
4. Enter the password you received via email in the Initial Password field and click Continue
5. On the account setup screen, enter your user information and create a Login ID
NOTE: Please write down the Login ID you create
6. Enter a secure password (requirements below) for your account
o Between 8 and 15 characters long
o Not based on anything somebody could easily guess (birth date, phone number, etc.)
o Be free of consecutive identical characters or digits
o Not be all-numeric or all-alphabetical characters
o An example of a valid password is A9f3Z4b0
o Password IS case sensitive
o A password cannot be reused for one year
7. Create two security questions (to help you retrieve a lost password) and click Submit
8. Return to your email account and respond to the activation request to finalize account creation
NOTE: You must complete this step within 24 hours
Tip: The email subject is “Gross Production Reporting System Account Activation Process” and
comes from the donotreply@www.ok.gov email address. –You may need to check your junkmail
folder.
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6. Log in to the Gross Production System (Reporting/Remittance Account)
Now that you have created an account, you can log into the Gross Production Reporting system:
4. Visit https://www.ok.gov/oktax/gprs/app/login.php
5. Enter your Login ID and Password created in the previous section.
6. The Main Menu for the Reporting/Remittance Account has two sections:
a. Submit Gross Production Remittance: Fill out the Form 300-C online and submit it
with a payment
b. View Gross Production Remittance: View past submissions made by you or any of your
reporting and remitting accounts.
7. Submit Gross Production Remittance (Reporting/Remittance and Administrative Account)
To submit a Gross Production and Petroleum Excise Tax Remittance Form:
1. At the Main Menu, Click Submit 300-C.
2. OPTIONAL: If your account has more than one reporting number associated with it, you must
select the one you wish to submit a 300-C for, on the Company Selection Screen and click
Continue.
3. Enter the reporting period information and the appropriate tax amounts on the on-screen Form
300-C. At the bottom of the screen, read and check the factual statement verification, enter
your name and telephone number and click Continue.
4. On the subsequent screen, double-check the information being submitted and, if correct, click
Confirm.
5. On the payment information screen, enter the details for your billing and banking information
and click Continue.
6. Review all of the details of your submission on the final page, and submit it if correct.
You will receive a receipt on-screen and a copy of your information via the email address connected to
your account.
8. View Previous Remittance Reports (Reporting/Remittance and Administrative Account)
To review prior remittances:
1. At the Main Menu, Click View Form 300-C History.
2. The Search screen allows you to perform various searches based on reporting period,
submission date, company name, transaction ID and more. Enter in any criteria to narrow down
the search, or simply click Search to display all At the Main Menu, Click Submit 300-C.
Select the report from the search results screen you wish to display and click View.
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9. Frequently Asked Questions:
Question 1: I forgot my password.
Answer: Please visit https://www.ok.gov/oktax/gprs/app/admin/forgot_password.php
Question 2: I forgot my login.
Answer: Please visit https://www.ok.gov/oktax/gprs/app/admin/forgot_login.php
Question 3: My email address has changed since I signed up.
Answer: Please visit https://www.ok.gov/oktax/gprs/app/admin/email_changed.php
Question 4: The person responsible for a Reporting Account is no longer with our company.
Answer: Please follow the steps in Section 4.3 to disable a reporting account.
Question 5: The person responsible for our Administrative Account is leaving our company.
Answer: You can reassign the administrative account prior to an employee’s departure:
1. Old Employee: Log into the Administrative Account
2. New Employee (follow the remaining instructions): On the Main Menu, click the
employee name in the upper-right corner of the screen (see arrow, below)
3. Fill out the User Information with the employee’s information who will be accessing
the Administrative Account from now on.
4. Create a new Login ID and new security questions and click Submit.
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5. Click the Change Password link in the middle of the page.
6. Enter a new password and click Submit.
Question 6: The person responsible for our Administrative Account is no longer with our company.
Answer: Please contact 405-521-3069 or email gp_help@tax.ok.gov to have the account
reassigned.
Question 7: When I try to log in, I receive the message “No company association detected. Please
contact the Oklahoma Tax Commission for assistance.”
Answer: Reporting Account: Please contact your company’s Gross Production account
administrator and ask to have your account associated to a company number.
Administrative Account: Please contact 405-521-3069 or email gp_help@tax.ok.gov to
have the account assigned.
Question 8: When I try to log in, I receive the message “This account is Inactive. Please contact
Gross Production Reporting System.”
Answer: Reporting Account: Please contact your company’s Gross Production account
administrator to activate your account.
Administrative Account: Please call 405-521-3069 or email gp_help@tax.ok.gov to have
the account activated.
Question 9: My company name or company number is incorrect.
Answer: Please contact 405-521-3069 or email gp_help@tax.ok.gov to have this corrected.