Option C: TEXT FILE VALIDATOR USER GUIDE TABLE OF CONTENTS: ----------------- 1) Overview 2) Installation 3) Starting the Program 4) Registration Form 5) File Names & Location 6) File Validation 7) How To Use "Email Report To Nysdec Via Internet" Feature 8) Report Submission 9) Contact Info ----------- 1) OVERVIEW: ----------- The text file Validator is designed to assist you in electronically recording and reporting Pesticide Reporting Law (PRL) information to the NYS Department of Environmental Conservation. Each time you run the Validator you are asked to enter or verify some basic contact information. You can then use this validation program to test ASCII text files that you have created using the NYSDEC guidelines. Click the Guidelines button to view the document or see the guidelines.txt file in the installation directory you chose when installing the program (default directory: C:\Program Files\NYTSPRL\optionC). ASCII text files that do not pass validation will be rejected by NYSDEC. In several places throughout the program, if you pause your mouse pointer over the area of interest, hints about their purpose or use will be displayed. --------------- 2) INSTALLATION: --------------- To install the Validator program, run "optionC\setup.exe" from the CD Rom or optionC.exe if you downloaded the files. If you've installed the software previously, you must uninstall the existing version first. Go to the START menu; choose Settings -> Control Panel -> Add/Remove Programs. In the Add/ Remove dialog, navigate to optionC and click on it. Then click the Change/Remove button and follow the prompts. ----------------------- 3) STARTING THE PROGRAM: ----------------------- To start the program double-click on the PRL_OptionC icon that was created on your Desktop by the installation program. You can also run the program by clicking on the START button and navigating to Programs / Pesticide Reporting / PRL_OptionC (If you used the default settings when you installed the program, otherwise look in the program group you used). Another option is to run the program PRL_OptionC.exe which is by default installed in "C:Program Files\NYSPRL\optionC\" (you may have changed this setting during installation to another folder). When you start the program, you will be prompted to enter a value for the Reporting Year. Enter the four-digit year of the Reporting Year desired. It is important that this value be entered correctly as all dates will be verified against this year. -------------------- 4) REGISTRATION FORM: -------------------- When you open the program, you will be asked for contact and registration information. You are required to fill in a business name, contact name, phone number and at least one of the following: -Business Registration ID number -Certification ID Number -Commercial Permit Number. Commercial Permit Numbers always begin with 'R' and Certification ID Numbers begin with 'C' (private applicators are not required to report). Most business have only one or two of these ID numbers. The information on the registration screen does not need to be changed to report for multiple entities (applicators or businesses). ------------------------ 5) FILE NAMES & LOCATION: ------------------------ After entering the required information on the registration form, check one of the form types under the SELECT FORM label and click the Validate button. You will then be able to select the file you wish to test. By default the program will look for your files in the "C:\prlYYYY\" directory, where YYYY is the Reporting Year (2007, for example). The program requires that you have saved your files with a unique file name that conforms to the file naming instructions described below. The basic pattern to use when naming a file is Form Prefix + ID number + sequence number of "00" + extension of ".txt". For example, a Form 26 for an applicator with ID number C1234567 should be named PC123456700.txt. The Form Prefix (first letter of the name) represents the type of form and is defined as follows: P - Form 44-15-26E(Applicator/Technician Pesticide Annual Report) A - Form 44-15-26AE (List of Commercial Applicators and Technicians) S - Form 44-15-27E (Annual Report for Pesticide Sales to Certified Private Applicators) M - Form 44-15-25E (Annual Report for Restricted Pesticides Sales) The next 5 to 8 characters of the file name is an ID number which represents either your Registered Business number, Certification Number or Commercial Permit Number. The next two digits are a unique sequence number between 00 an 99. The last part is the extension of ".txt". Some examples would be: PC555555501.txt, SR3333301.txt, MR3333302.txt If you do not follow the above guidelines, your electronic documents may not be acceptable by NYSDEC and may be returned. It is best to copy all of your data to the default PRL data directory, "C:\prlYYYY" (YYYY is the Reporting Year). When it comes time to submit the data to DEC you can simply copy the data from this location along with the required identity file (identity.txt) that the text file validator program will make for you. This file contains the information entered into the registration form. ------------------ 6) FILE VALIDATION: ------------------ To validate a file, check one of the form types under the SELECT FORM label and click the Validate button. You will be prompted to select a file to validate (see File Names and Location section). The program is designed to validate ASCII text files only so do not choose another file type from this dialog. After the program runs, it will tell you if the file format passes the validation test. It will then display an exception report that contains more information about the elements of the file that do not conform with the text submission guidelines. Relevant portions of the guidelines will be displayed in each exception report. You can read the complete guidelines by clicking the Guidelines button on the registration form. The guidelines are also available by viewing the file "C:\Program Files\Nysprl\docs\guidelines.txt", by visiting the electronic reporting web site (http://www.nysprl.com/optionC.htm) or by requesting a paper copy from NYSDEC (see the Contact Info section at the end of this document). The file containing this report will be over written each time the program is run. If you want to keep a copy, be sure to either print it when it is displayed by the program or save it to a new name. ------------------------------------------------------------ 7) HOW TO USE "EMAIL REPORT TO NYSDEC VIA INTERNET" FEATURE: ------------------------------------------------------------ After clicking the "Email Report To Nysdec Via Internet" button, a warning message is displayed. The message informs you that the email feature may not work in some network environments because of the environment's security features or perhaps your computer is not on the Internet. If you have any trouble using this feature you may simply attach the files to an email and send them to us that way (see below for more info). Next you will be prompted by "Did you save your files in the PRLYYYY directory?": Yes or No. This is the default directory where the program stores your files unless you have changed it by choosing another location. If you answer No, then a list of directories in the standard Windows format will display. Simply navigate to the directory where your files are located, select the directory and click Done. After you've responded to the "Did you save..." dialog, the NYSPRL email form will display. There are four steps to follow on the form: 1. You will see a list of files with check boxes next to them. Check the files you wish to include with the email. Please review the "PRL File Names" description in the text box at the right side of the window. Submission of invalid file names may cause delays in processing your report. 2. Enter your email address in the designated text box. 3. If you have any notes or messages you would like to include with the email, enter them in the indicated box. We suggest that you include your business name and business or permit number if you have one or, if you're reporting for a single applicator, the applicator name and certification number. Also please include a contact name and phone number. 4. Click on the Send button. A progress bar will display followed by a message indicating the results of sending the email (Success or Failure). If the transmission should fail for some reason, please use one of the other submission methods listed below (see Report Submission section). -------------------- 8) REPORT SUBMISSION: -------------------- After you have finished entering your data into the forms, they can be submitted to NYSDEC along with the REQUIRED FILE "C:\prlYYYY\identity.txt" (where YYYY is the Reporting Year, 2007 for example). This file contains your registration information. Without it, we may not not able to recognize which business filed the report and therefore may not be able to credit the business for having filed. Your report can be transferred to DEC by e-mail, diskette, CD-ROM, FTP protocol or using the "Email Report To Nysdec Via Internet" feature of the software (see previous section). The email address for filing reports is prlfiles@nysprl.com. If you desire to submit data via FTP, please contact the Help Desk for instructions and connection information: 1-800-281-7538 toll free within New York State 1-607-257-5706 toll call outside New York State. Please mail any physical media to NYSDEC at: NYSDEC Pesticide Reporting Section P.O. Box 10699 12201-5699 Each diskette or CD-ROM sent out should include a label with the full name of the certified applicator and/or business of origin and a contact phone number. PLEASE NOTE: ALL SUBMISSIONS MUST ALSO CONTAIN THE IDENTITY TEXT FILE (IDENTITY.TXT) THAT WAS CREATED FOR YOU FROM THE REGISTRATION SCREEN WITHIN THE SOFTWARE. THIS FILE IS LOCATED IN THE "C:\PRLYYYY\IDENTITY.TXT" (WHERE YYYY IS THE REPORTING YEAR, 2007 FOR EXAMPLE) DIRECTORY. --------------- 9) CONTACT INFO: --------------- We have tried to make these eForm templates as easy to use as possible. If you encounter problems installing or using them, please call the electronic reporting Help Desk at PSUR, the contractor who will process electronic submissions. PSUR will return your call and assist you in installing and using the electronic reporting options. For more information, please contact PSUR by phone: 1-800-281-7538 (toll-free in New York State) 1-607-257-5707 (a toll call) outside of New York State or contact them by e-mail at: prlsupport@nysprl.com You can also view additional information at the PRL web page: http://www.nysprl.com The site's Frequently Asked Questions section may be useful: http://www.nysprl.com/NYSPRL-FAQ.html To receive the electronic filing specifications by US mail or for assistance in understanding and complying with Pesticide Reporting Laws, please contact the Pesticide Reporting Section of NYSDEC at 1-518-402-8748. You may also contact NYSDEC by E-mail at prl@gw.dec.state.ny.us Thank you for using the new PRL eForms.