Electronic Data Interchange (EDI) is the most efficient method for submitting PR Forms to the Texas Railroad Commission. This comprehensive walkthrough covers the entire EDI export process, from data preparation to successful submission.
Why Use EDI? EDI submissions process faster, provide immediate validation feedback, support bulk operations, and reduce manual errors compared to traditional paper or web-based submissions.
EDI File Structure Overview
PR Form EDI files use a fixed-width text format with three record types: Header (H), Detail (D), and Trailer (T). Each record type has specific field positions and data requirements.
Record Type Summary:
- Header Record (H): One per file, contains operator and submission information
- Detail Records (D): One per lease/product combination, contains production and disposition data
- Trailer Record (T): One per file, contains record counts and control totals
Sample EDI File Structure:
H123456202501142025081400001
D12345678010000100000100001000010
D12345678020005000000500005000000
D87654321010000075000075000750000
T000000300000300000
Step-by-Step EDI Export Process
1
Data Extraction and Preparation
Extract production data from your accounting system, ensuring all required fields are populated and validated.
Required Data Elements:
- RRC Operator Number (6 digits)
- RRC Lease Numbers (8 digits each)
- Production cycle date (YYYYMM format)
- Product codes (01=Oil, 02=Gas, 03=Condensate)
- Production volumes (with proper decimal places)
- Disposition codes and volumes
- Purchaser information for sales
2
Balance Validation
Verify that production volumes balance with disposition volumes within acceptable tolerances before generating the EDI file.
Balance Formula: |Production - Dispositions| ≤ max(2% × Production, 200 units)
Pre-Export Validation Checklist:
- All leases have balanced production vs. dispositions
- No negative volumes in production or dispositions
- All disposition codes are valid RRC codes
- Flare/vent volumes have authorization numbers
- All required fields are populated
3
Header Record Generation
Create the header record with operator information and file control data.
Header Record Layout (80 characters):
| Positions | Field | Format | Example |
|---|---|---|---|
| 1-1 | Record Type | Text | H |
| 2-7 | RRC Operator Number | Numeric | 123456 |
| 8-13 | Cycle Date | YYYYMM | 202501 |
| 14-21 | Submission Date | YYYYMMDD | 20250214 |
| 22-26 | File Sequence | Numeric | 00001 |
| 27-80 | Reserved/Filler | Spaces | (spaces) |
4
Detail Record Generation
Generate detail records for each lease/product combination with production and disposition data.
Detail Record Layout (80 characters):
| Positions | Field | Format | Example |
|---|---|---|---|
| 1-1 | Record Type | Text | D |
| 2-9 | RRC Lease Number | Numeric | 12345678 |
| 10-11 | Product Code | Numeric | 01 |
| 12-23 | Production Volume | Numeric (2 decimals) | 000001000.00 |
| 24-25 | Disposition Code | Numeric | 01 |
| 26-37 | Disposition Volume | Numeric (2 decimals) | 000001000.00 |
| 38-80 | Additional Fields | Various | (purchaser, etc.) |
5
Trailer Record Generation
Create the trailer record with control totals and record counts for file validation.
Trailer Record Layout (80 characters):
| Positions | Field | Format | Example |
|---|---|---|---|
| 1-1 | Record Type | Text | T |
| 2-7 | Detail Record Count | Numeric | 000003 |
| 8-19 | Total Production | Numeric (2 decimals) | 000002550.00 |
| 20-31 | Total Dispositions | Numeric (2 decimals) | 000002550.00 |
| 32-80 | Reserved/Filler | Spaces | (spaces) |
6
File Validation and Testing
Validate the generated EDI file against RRC specifications before submission.
Critical Validation Checks:
- File Format: Fixed-width, ASCII encoding, CRLF line endings
- Record Structure: Proper H-D-D-D-T sequence
- Field Formats: Correct data types and positioning
- Balance Validation: Production equals dispositions within tolerance
- Control Totals: Trailer totals match detail record sums
- Required Fields: All mandatory fields populated
7
RRC Submission
Submit the validated EDI file through the RRC's online submission system.
Submission Process:
- Log into the RRC online filing system
- Navigate to PR Form EDI submission
- Upload your validated EDI file
- Review submission summary
- Confirm and submit
- Save confirmation receipt
Common EDI Validation Errors
Understanding common errors helps prevent rejections and speeds up the submission process.
Format Errors:
- Wrong record length: Records must be exactly 80 characters
- Invalid characters: Only ASCII characters allowed
- Missing line endings: Each record must end with CRLF
- Incorrect field positioning: Data must align with specified positions
Data Errors:
- Invalid operator numbers: Must be registered RRC operator
- Invalid lease numbers: Must be valid RRC lease identifiers
- Wrong date formats: Dates must follow YYYYMM or YYYYMMDD format
- Invalid codes: Product and disposition codes must be valid
Balance Errors:
- Unbalanced volumes: Production doesn't match dispositions
- Negative volumes: Production or disposition volumes less than zero
- Control total mismatches: Trailer totals don't match detail sums
- Record count errors: Trailer count doesn't match actual detail records
EDI Best Practices
Follow these proven practices for successful EDI submissions:
Development and Testing:
- Start with small test files to validate your EDI generation process
- Implement comprehensive validation before file generation
- Test with various data scenarios (zero production, multiple products, etc.)
- Maintain a library of test cases for regression testing
Data Quality:
- Implement data validation at the source system level
- Maintain accurate lease and operator master data
- Establish consistent data collection procedures
- Regular reconciliation between source systems and EDI exports
Process Management:
- Automate EDI generation where possible
- Establish backup submission methods
- Maintain audit trails for all submissions
- Document your EDI generation procedures
Important: Always validate your EDI files thoroughly before submission. The RRC's validation is comprehensive, and rejected files must be corrected and resubmitted, potentially causing delays.
Troubleshooting Common Issues
Quick solutions for frequent EDI problems:
File Won't Upload:
- Check file size (must be under 50MB)
- Verify file encoding (ASCII only)
- Ensure proper file extension (.txt or .edi)
- Check for special characters or formatting issues
Validation Failures:
- Review error messages carefully for specific field issues
- Verify all required fields are populated
- Check field positioning and data types
- Validate balance calculations manually
Processing Delays:
- Submit files well before deadlines
- Avoid peak submission times (near month-end)
- Break large files into smaller batches
- Monitor RRC system status announcements
Pro Tip: Develop a standardized EDI export checklist and follow it for every submission. This systematic approach significantly reduces errors and ensures consistent, successful filings.