If you do not have software that will create a file to upload with the required data for the A-3 Annual Reconciliation, you can use Excel to create the file.

An Excel Spreadsheet has been created with the required fields for Form A-3 Bulk Filing. This file uses a macro to export Form A-3 information entered in the spreadsheet to a text file that is already formatted in the File Layout needed to upload the file.

To use this file your macro security must be set to medium or low and you must enable macros when you open the file. To check you macro security setting in Excel, while in Excel, click on Tools, Macros, Security. The Security level should be set to Medium or Low.

Instructions for using the Bulk_A3_Format.xls to create an A-3 file.

1. Download the A-3 Bulk Filing Spreadsheet (BULK A-3FORMAT.XLS) (right click on link to save file) (Updated: 05/03/2010) and fill in Form A-3 information. After entering the required information, verify all of the data before exporting the file.  The account number will be 10 characters in length.  Accounts below 700000 will be 10 digits including the leading zeros, ex. 0000123456.  Account numbers 700000 and above will begin with R followed by 9 digits. 
   
   
2. Once you verify the data, click on the red button "CLICK HERE TO EXPORT TO TEXT FILE" to create your A3 file. A menu box will appear. Select a location where to save your file.
   
   
   
   
3. Please note the location of your A3EXPORT.txt file.
   
   
   
   
4. To upload your file, logon to the Alabama Department of Revenue's Paperless Filing and Payment System.  Please note:  You must upload the W2 file in Step 1 before uploading the A3 file.
   
   
5. Select Third Party Bulk File for Client(s).
   
   
6. Select State Withholdings Tax (A-3).
   
   
7. On the File Type screen, all information will remain unchanged. Press the Continue button.
   
   
8. No changes need to be made on the File Layout screen. Press Continue button.
   
   
9. On the Upload screen, use the Browse button to search for the .txt file on your computer. Select the Upload button. Note: Please make sure that you are uploading the .txt file instead of your saved Excel Spreadsheet (.xls) The system cannot process the file if it is saved as an Excel ( .xls) worksheet.   
   
   
10. The Results Screen will appear and any errors will be shown in the results column. You can review the error codes shown on the screen or click the link for More Error Codes to obtain explanation of the Error Code. If no errors are shown, the results column will show "Valid".
    
    
11. If you have any errors, open your original Excel (.xls) version of your   spreadsheet and make the required changes. Then repeat steps 1 and 2 to save your file as a .txt file before you try to upload again.
    
    
12. Once you receive a confirmation number for an account, that file is complete.  DO NOT send  paper copies of the W2’s and A3 if you electronically filed them.