Instructions for Completing the NCIR-BW Report

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Introduction

This document provides instructions for completing the Report by Beer and Wine Wholesalers of Wholesale

Sales of Alcohol, NCIR-BW, using the Excel templates provided by the Department. The instructions outline

the data that should be included in each column for each required part of the report. The chart below

provides the required parts of the report. Use the hyperlink below to navigate to the instructions for each

part.

Note: Do not make changes to the Excel templates provided by the Department. Each Excel file must contain

only one worksheet. Excel files with multiple worksheets will not be accepted. Do not include trailing

space(s) at the end of the worksheet name.

Report by Beer and Wine Wholesalers of Wholesale Sales of Alcohol, NCIR-BW

Report Part

Made sales for resale

Did not make sales for resale

NCIR-BW Report (Submitter Section)

Required

Beer_Wine_Customer

Required

Beer_Wine_Product

Required

Beer_Wine_Invoice

Required

NCIR-BW Report (Submitter Section)

The Information Reporting Application contains a Beer/Wine Submitter Information screen where you must

provide basic information about the business required to file the report. This information must be provided

by all Beer and Wine Wholesalers required to file the report, regardless of whether the business made

wholesale sales. Please see the Submission Step-by-Step Guide for more information.

Note: Beginning with Tax Year 2023, a Submitter File is no longer needed because you will enter the

information into the Beer/Wine Submitter Information screen within the Information Reporting Application.

Beer Wine Customer File

The Customer File contains information about each customer to whom the business made a wholesale sale

during the calendar year. Every customer to whom a wholesale was made must be included, even if the

customer is no longer in business. Do not modify any of the column headers, remove columns, or change

the order of any columns in the template.

Column

Instruction

NC_Sales_Tax_ID

Enter the customer’s NC Sales Tax Number as issued by NCDOR.

Customer_Number

Enter a unique number, code, or name to identify each customer.

Note: If you sell to more than one location of a given business, each location

must have its own Customer Number. For example, if you sell to Great Pizza

which has locations on Main Street and State Street, an example of valid

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customer numbers could be “Great Pizza Main” and “Great Pizza State”.

Another example of valid customer names for the business could be “101A”

and “101B”. Any number, code, or name is valid as long as it is unique to the

customer and location.

Legal_Name

Enter the customer's Legal Name.

DBA_Name

Enter the customer's Trade Name (also known as “doing business as” or DBA

name), if applicable.

ABC_Permit

Enter the customer's ABC Permit Number. If the customer has more than

one ABC permit, enter only one permit number.

Telephone_Number

Enter the customer's telephone number.

Your_ABC_Permit_Number

Enter your ABC permit number, which should be the same permit number as

entered in your Submitter File. If you have more than one ABC permit, enter

the number of the most used permit.

Physical_Address

Enter the street address of the customer’s physical location.

Note: Do not include any line breaks in the address.

Physical_City

Enter the city of the customer’s physical location.

Physical_State

Enter the state of the customer’s physical location.

Physical_Zip

Enter the zip code of the customer’s physical location.

The following is an example of a completed Customer File for a fictitious business.

Beer Wine Product File

The Product File contains information about each product sold by the business at wholesale during the

calendar year. Every product sold at wholesale must be included, even if the business no longer sells the

product or the product is not currently in stock. Do not modify any of the column headers, remove

columns, or change the order of any columns in the template.

Column

Instruction

Product_Code

Enter a unique number, code, or name to identify each product sold. If a

product is sold in multiple sizes, you must enter a different code for each

size.

Note: The number, code, or name does not have to match a UPC or product

code/name registered with another agency. You may add a number or

letter to a product code to identify different sizes. For example, if you sell

an IPA product in a 1/6 BBL, 1/2 BBL, and case of 24 cans, valid product

codes could be “IPA 1/6”, “IPA 1/2”, and “IPA Case”. Valid product codes

could also be “1001-A”, “1001-B”, and “1001-C”. Any number, code, or

name is valid as long as it is unique to the product and size.

Brand

Enter the brand of the product. For example, enter Budweiser, Miller, etc.

Product_Description

Enter a description of the product. For example, enter Merlot 2017, Pinot

Gris holiday edition, etc. Do not list a generic description such as Wine if

multiple varieties of the product are sold.

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Type

Enter the type of product sold. For example, enter Beer, Wine, NA (Non-

Alcoholic), Cider, etc.

Sales_Unit_Desc

Enter a description of the sales unit for the product. For example, enter

Case, Keg, Bottle, Can, Box, etc.

Note: If the product is sold by the case, enter Case as the description even if

the product is packaged in bottles.

Singles_Per_Sales_Unit

Enter the number of single units included in the sales unit. For example,

enter 1, 12, 24, etc.

Note: If the product is sold in cases of 12 bottles and the Sales_Unit_Desc is

Case, enter 12 as the number of single units. If the product is sold by the

bottle and the Sales_Unit_Desc is Bottle, enter 1 as the single unit.

Single_Desc

Enter a description of the single unit for the product. For example, enter

Bottle, Can, Keg, Box, etc.

Note: Do not enter Case as a description as a case is not considered to be a

single unit.

Single_Unit_Size

Enter the numeric size of the single unit. For example, enter 12.5, 20, 500,

etc.

Note: Do not enter the metric units as part of the size. For example, if the

single unit is a bottle that holds 500 mL, only enter 500 as the size of the

single unit.

Single_Measurement

Enter the unit of measurement (i.e. metric unit) associated with the single

unit size. For example, enter ounce, mL, milliliter, etc.

Note: Do not enter the numeric size as part of the measurement. For

example, if the single unit is a bottle that holds 500 mL, only enter ml, mL, or

milliliter as the measurement.

Your_ABC_Permit_Number

Enter your ABC permit number, which should be the same permit number as

entered in your Submitter File. If you have more than one ABC permit, enter

the number of the most used permit.

The following is an example of a completed Product File for a fictitious business.

Beer Wine Invoice File

The Invoice File contains information about each invoice for every wholesale sale of alcoholic product(s) by

the business during the calendar year. Every invoice for all wholesale sales of alcohol must be included. Do

not modify any of the column headers, remove columns, or change the order of any columns in the

template.

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Column

Instruction

Customer_Number

Enter the unique number, code, or name assigned to the customer. This

value must match the Customer_Number entered in the Customer file.

Note: Do not enter the customer’s Legal Name or Trade Name unless the

customer’s Legal Name or Trade Name was used as the Customer Number in

the Customer file.

Invoice_Number

Enter the invoice number.

Invoice_Date

Enter the invoice date using a format of YYYYMMDD. For example, enter

20220705 for an invoice dated July 5, 2022.

Product_Code

Enter the unique number, code, or name assigned to the product sold. This

value must match the Product_Code entered in the Product file.

Note: Do not enter the product description unless the product description

was used as the Product Code in the Product file.

Unit_Sold

Enter the type of unit sold. For example, enter Case, Bottle, Keg, etc.

Quantity_Sold

Enter the number of units sold as shown on the invoice. For example, if you

sold a case of 12 bottles and the Unit_Sold is Case, enter 1 as the quantity

sold. However, if you sold a case of 12 bottles and the Unit_Sold is Bottle,

enter 12 as the quantity sold.

Item_Price

Enter the sale price for one unit. For example, if you sold a case of 12

bottles where Unit_Sold was Case and a case costs $144, enter 144 as the

item price. However, if you sold a case of 12 bottles where Unit_Sold was

Bottle and a bottle costs $12, enter 12 as the item price.

Sale_Amount

Enter the total sales amount for the sale as shown on the invoice. Do not

include sales tax. For example, if you sold three cases and the item price is

$36 each, enter 108 as the sale amount.

Sales_Tax

Enter the total NC sales tax charged on the sale as shown on the invoice. If

no sales tax was charged, enter 0, 0.00, or leave the field blank.

Note: Do not include any letters or special characters (e.g., a dash, “N/A”).

Your_ABC_Permit_Number

Enter your ABC permit number, which should be the same permit number as

entered in your Submitter File. If you have more than one ABC permit, enter

the number of the most used permit.

The following is an example of a completed Invoice File for a fictitious business.