Monthly TABC Update

Last Revised: June 22, 2022

TABC provides a monthly file to update permit numbers, statuses, issue/expiration dates, and owner/location information for beer and liquor permits. This file is provided on the TABC web site by county.  The files are available each month.

The origin date in the state file is used to determine the correct fees for permits having decreasing fees for subsequent renewals. If this is missing in the ACT system, it will be added via this process.

Expiration dates will be updated if the current expiration date in the database is within two days before or after the date in the update file. Permits having a Current status but an expiration date in the past will be updated to have an Expired status. Fees are not changed for these permits. Permits marked for reissue for which owner or location information is changed will be updated if the issue date on the file is within a few days of the date currently in the database. Accounts having expiration dates that are outside of these criteria but where the expiration date includes the same year as on the file will be listed on a report.

City fees are created automatically based on the business's location.

Security jobs, tasks, and entitlements for using this screen are:

Job Task Entitlement and Description
LP_ACCOUNTING, LP_ACCOUNTING_MANAGER RUN_BATCH_JOBS_AND_REPORTS BATCHMENU, access to the Batch Menu screen and batch menu no. 15007, Monthly TABC Update
BATCHREQUEST, access to the Batch Request screen to review reports
FILE_UPLOAD, activates the File Upload button on the Batch Menu screen
ACCT_MSTR_CHANGE_PERMIT_NO LP_ACCTM_CHANGE_PERMIT_NO, Change permit numbers on the Account Master screen

For step-by-step instructions on Security jobs, tasks and entitlements, please click here to see the documentation in the Tax Collection System help.

These client preferences must be set:

LB_COUNTY_FEE - Set to N to prevent new or reissued LB permits from accruing county fees. Set to Y to allow these fees to be assessed. The default is Y.

LP_BEER_RENEWAL_PRICING: Set to Y only for Bexar, Dallas, and Harris Counties, to allow for different renewal prices for BE and BG type permits. All other permits users should have this set to N (the default).

To retrieve the file from TABC:

  1. Click here to go to the TABC web site,  http://www.tabc.state.tx.us/licensing/licenses_issued.asp
  2. Click on the month and year for the file you want to download.
  3. Right-click on the County name
  4.  In the popup list that appears, select Save Target As...

Warning!  If you left-click the County name, then save the  file from there, a stray character will be added to the end of the file, which will prevent correct processing from occurring in the Permits system.

  1. In the Save As popup window, select the network or local directory that you are saving the files to and, in the File Name field, enter the name you want to give the file. For example, the drive and directory might be 'D:\My Docs\ Permits\TABC Monthly Files'' and the file name might be '. The extension must be '.txt'.
  2. Click Save. The file will be saved to the directory  you indicated

To update the Permits system:

  1. From the Main Menu, click the Batch Products button or select Products then select Batch Products. The Batch Menu will appear.
  2. Click on the Monthly TABC Update line, batch menu no. 15007.
  3. Press Enter. The parameter screen appears.
  4. Enter the File Name including the .txt extension, for example: GCTOJune2010.txt.  Do NOT enter spaces in the file name.
  5. In the Process Option field, enter E (edit) or U (update). the Edit option produces a report of changes to be made, which you can use to check accounts to make sure that the changes to be made are what you are expecting . The Update option actually make the changes and produce a report  similar to the Edit report.
  1. Click Submit .
  2. Click OK on the "OK to Submit Job" message.

Technical note: The Origin Date in the database is populated with the issue date of each permit, which is given in the file.

  1. To review and print your log, see Reviewing/Printing Reports. Permit numbers less than eight digits will not be updated and will appear as an error on the log. You should research these accounts to see if these exist in the database under a different number or name. Permits that are added will not be given a permit number is the preference PERMITS_AUTO_RECEIPT_NOS is set to N.

The report lists all changes to permits on the file. This includes all changes made to existing permits. For ex., the same permit may be listed on the report in two different places: under Update, to indicate the existing permit will be expired, and under New Permits, to indicate that the permit will be reissued, per the data in the file.

  1. To change the temporary beer permit numbers to the permanent ones on the file.
  • Open the state file.
  • Search for the permanent permit number (given in the report for the process above).
  • Find the owner or location information for that permit
  • Go to the Account Master screen
  • Search for that owner or location
  • Change the permit number for that permit
  • Press F10 to save the change.