Professional Documents
Culture Documents
TO
Excel format;
2.
3.
In this regard, the electronic file record format for sales, purchases and
importations under the RELIEF System is hereby prescribed, together with the
necessary guidelines and job aids, as shown and discussed in detail in the following
Copyright 1994-2008
annexes:
DESCRIPTION
A.
B.
C.
ANNEX
A-1
b.
A-2
c.
A-3
B-1
b.
B-2
c.
B-3
C-1
b.
C-2
c.
D.
E.
F.
shall be required to submit the summary lists for the next three (3) succeeding
quarters, regardless of whether or not such succeeding taxable quarter sales or
purchases exceed the threshold amounts. The determination of the threshold amount
would include taxable (net of VAT), zero-rated and exempt transactions. The
quarterly summary list of sales or purchases, whichever is applicable, shall be
submitted to the Revenue District Office (RDO) or Large Taxpayers District Office
(LTDO) or Large Taxpayers Assistance Division (LTAD) having jurisdiction over the
taxpayer. Only diskettes readable upon submission shall be considered as duly
filed/submitted Quarterly Summary List of Sales and Output Tax/Purchases and Input
Tax/Importations. Failure to submit the aforementioned quarterly summary lists in the
manner prescribed above shall be punishable under the pertinent provisions of the
Code and regulations.
ETDSAc
All concerned are hereby enjoined to be guided accordingly and give this
circular as wide a publicity as possible.
Copyright 1994-2008
Copyright 1994-2008
Annex A-3
Copyright 1994-2008
Copyright 1994-2008
Copyright 1994-2008
Copyright 1994-2008
Annex B-3
Copyright 1994-2008
Copyright 1994-2008
10
Copyright 1994-2008
11
Copyright 1994-2008
12
Annex C-3
Copyright 1994-2008
13
Copyright 1994-2008
14
ANNEX D
RELIEF SYSTEM
Reconciliation of Listings for Enforcement
GUIDELINES ON FILE CREATION
FILE NAMING CONVENTION
INFORMATION:
FILE MEDIA:
FILE RECORD FORMAT:
FILE NAME:
S is for Sales
P is for Purchases
I is for Importations
MM
represents the month of transaction
YYYY
represents the year of transaction
One data file must contain only one type of transaction for one taxable
month. Multiple transaction types for multiple taxable months within
one data file will not be accepted. Following the standard file naming
convention, a data file must contain only one transaction type for one
taxable month.
Copyright 1994-2008
15
Follow the column sequence and the specified field type, field length,
and field format, as prescribed in the File Record Format for Header and
Detail Records. Default values are defined for transaction type and
record type, while the TIN, Name and Address of all taxpayers are
required fields.
The following text fields must not contain any special characters
(commas, apostrophes, quotes, colons, periods, etc.):
Copyright 1994-2008
TIN of Owner/Customer/Vendor
LAST_NAME,
FIRST_NAME,
Owner/Customer/Vendor
MIDDLE_NAME
of
Except for the decimal point to indicate centavos, all amount values
must not contain commas or special characters. For example,
P123,456,789.02 should be encoded as 123456789.02. If the amount
field pertains to a null or blank value, encode the value as zero as in 0. If
CD Technologies Asia, Inc.
16
amount is less than zero use minus sign to indicate a negative value, for
example 1234.50.
Text fields with number values should be left padded with zeroes. The
following fields should be treated as text fields, and not numeric, hence
must be able to store leading zeros, if necessary. For example:
o
If diskette space is not sufficient to contain one data file, the data file
should be compressed first at the hard disk. Copy the compressed file to
a diskette and indicate in the sticker label that the file is compressed.
DISKETTE LABELING
Indicate the correct RDO code, TIN and Name of taxpayer on the
diskette
ANNEX E
Copyright 1994-2008
17
Copyright 1994-2008
18
TABLE OF CONTENTS
PAGE
A.
A.
LOG-IN
B.
C.
D.
GENERATE FILE
E.
F.
11
G.
GENERATE FILE
12
H.
13
I.
14
J.
GENERATE FILE
15
K.
16
L.
UTILITIES
17
Login
Copyright 1994-2008
19
Copyright 1994-2008
20
1. Click the icon on RELIEF System Data Entry and the User Login pop up will
appeal. Encode the <User Name> and <Password>, then click the <OK> button or press.
Copyright 1994-2008
21
2. The BIR Relief Main Menu will appear together with the BIR System Message
pop-up. Then click the <Yes> button or press.
Note: The BIR System Message pop-up will appear only on the initial
installation of this program to capture Owner's Information.
Copyright 1994-2008
22
3.
Copyright 1994-2008
23
Copyright 1994-2008
24
4. Fill in all mandatory fields. Choose accounting period being used. The system
default is Calendar Year and <Fiscal Month End> is 12. If however the Fiscal Year is being
used, fill in the <Fiscal Month End> field by clicking the arrow button for month selection.
The <Revert> button is used to undo encoding or when the user does not want to save the
encoded data of the owner. Once the Owner's Information screen is filled up, click <Save>
and <Close> buttons.
TEAICc
In order to update information, click <Owner Info> button on the BIR Relief Main
Menu and Owner's Information screen will appear. Click <Edit> to make necessary updates,
then <Save> and <Close>.
5. After saving the encoded owner's information, the BIR Relief Main Menu screen
will appear. The selection buttons for RELIEF System are displayed and activated. Click the
<Sales> button to encode sales transactions.
Copyright 1994-2008
25
6. The Sales Transaction Menu will appear. The <Year> filed is defaulted to the
current year. Click the arrow on the <Month> field to choose the month of the sales
transaction, then click <Add/Update> button for data entry or the <inquire> button for
inquiry.
B.
Copyright 1994-2008
26
Copyright 1994-2008
27
7. After clicking the <Add/Update> button on the Sales Transaction Menu, the
<Sales Date Entry> screen will appear. Click the <Add> button to encode new transactions.
Fill in all mandatory fields. The <Total Sales> and <Total Output Tax> fields are
automatically populated.
The <Revert> button may be used to undo encoded data not yet saved. Click
<Saved> button after encoding transactions. Click <Exit> button to go back to Sales
Transaction Menu.
8. All buttons are displayed and activated when two or more transactions have
been saved. User may use all activated buttons (i.e. Top>, <Next>, <Prev>, <Bottom>,
<Inquiry>) to go to other records. The <Edit> button is used if there are corrections on the
saved data and the <Delete> button is used to erase saved data. Click <Exit> to go back to
Sales Transaction Menu.
Copyright 1994-2008
28
C.
Sales Inquiry
29
sorted by sequence number. To sort by other categories, select and click a particular column
where files will be arranged according to the chosen category (e.g. TIN, Registered Name,
Last Name).
10. Click <Search> button and a <Search Entry> pop-up will appear. Encode the
TIN or Registered Name/Trade Name or Taxpayer's Name (Individual) of the specific
taxpayer record to be viewed, click <OK> button and the sales transaction/s of said taxpayer
will be highlighted. Click <Back> button to go back to Sales Transaction Menu.
D.
Generate File
Copyright 1994-2008
30
11. To load/save data encoded into the diskette, click <Generate File> button on
the Sales Transaction Menu. A <Save As> pop up screen will appear. Specify the folder
where to save the encoded data, then click <Save> button.
Note: If the file created to be save is voluminous and the diskette space is not
sufficient, save it first to drive (C:) and compress the file. Copy the
compressed file to a new diskette and label the diskette "Compressed File".
The user may use any of the following to compress files: ARJ, PKZIP,
WINZIP.
Copyright 1994-2008
31
12. A pop up message asking "Do you want to view the file created?" will appear. If
the <Yes> button is clicked, the flat file will appear. If the <No> button is clicked, a pop up
message stating that the file was successfully created will appear. Click <Ok> to go back to
Sales Transaction Menu screen.
E.
32
14. The <TIN> field on the Purchase Data Entry is mandatory. <Total
Purchases>, <Taxable {Net of VAT> and <Total Input Tax> fields are automatically
computed and filled in.
Purchase Data Entry Screens
Copyright 1994-2008
33
15. All buttons are displayed and activated when two or more transactions have
Copyright 1994-2008
34
been saved. User may use all activated buttons (i.e. <Top>, <Next>, <Prev>, <Bottom>,
<Inquiry>) to go to other records. The <Revert> button is used to undo encoding or when
the user does not want to save the encoded data. The <Edit> button is used if there are
corrections on the encoded data and the <Delete> button is used to erase data.
F.
Copyright 1994-2008
35
17. This is the <Search Entry> pop-up screen. Search criteria can either be TIN,
Registered Name or Taxpayer Name (Individual). Click the <OK> button and the data of the
selected taxpayer will be highlighted. Click the <Back> button to go back to Purchases
Transaction Menu.
G.
Generate File
Copyright 1994-2008
36
18. To load/save data encoded into the diskette, click <Generate File> button from
the Purchase Transaction Menu. A <Save As> pop up screen will appear. Specify the folder
where to save the encoded data then click <Save> button.
Note: If the file created to be saved is voluminous and the diskette space is not
sufficient, save it first to drive (C:) and compress the file. Copy the
compressed file to a new diskette and label the diskette "Compressed File".
The user may use any of the following to compress files: ARJ, PKZIP,
WINZIP.
Copyright 1994-2008
37
19. A pop up message asking "Do you want to view the file created?" will appear. If
the <Yes> button is clicked, the flat file will appear. If the <No> button is clicked, a pop up
message stating that the file was successfully created will appear. Click <Ok> to go back to
Purchase Transaction Menu screen.
H.
Copyright 1994-2008
38
20. For importation data entry, click <Importations> button on the BIR Relief Main
Menu and Imports Transaction Menu will appear. Then, follow the procedures in encoding
sales transactions.
Copyright 1994-2008
39
21. The <Import Entry No> and <OR Number> fields are mandatory. If there are
multiple ORs for one Import Entry No., click the <Add> button and encode the OR Number
of the second transaction for the same Import Entry No. <All Charges Before Release from
Customs Custody> and <VAT> fields are automatically computed.
I.
Copyright 1994-2008
40
Copyright 1994-2008
41
23. The <Search Entry> pop-up screen will appear. Search criteria can either be
Import Entry No., Name of Seller or Trade Name. Click the <OK> button and the data of
the taxpayer you want to inquire will be highlighted. Click the <Back> button to go back to
Imports Transaction Menu.
J.
Generate File
Copyright 1994-2008
42
24. To load/save data encoded into the diskette, click <Generate File> button from
the Imports Transaction Menu. A <Save As> pop up screen will appear. Specify the folder
where to save the encoded data then click <Save> button.
Note: If the file created to be saved is voluminous and the diskette space is not
sufficient, save it first to drive (C:) and compress the file. Copy the
compressed file to a new diskette and label the diskette "Compressed File".
The user may use any of the following to compress files: ARJ, PKZIP,
WINZIP.
Copyright 1994-2008
43
25. A pop up message asking "Do you want to view the file created?" will appear. If
the <Yes> button is clicked, the flat file will appear. If the <No> button is clicked, a pop up
message stating that the file was successfully created will appear. Click <Ok> to go back to
Imports Transaction Menu screen.
K.
Copyright 1994-2008
44
26. The Taxpayer Listings screens may be used to add new taxpayers, update or
delete taxpayers' data previously encoded in the <Sales>, <Purchase> and <Import> Data
Entry screens. Users may use all activated buttons (i.e. <Top> <Next>, <Prev>, <Bottom>)
to go to other records. Click <Find> button and <Search> pop-up screen will appear.
Copyright 1994-2008
45
27. This is the <Search> pop-up screen. Click the <Field> and <Operator> fields
to display the List of Search Criteria. Select the desired search criteria and encode the
corresponding data of the taxpayer on the <Value> field (e.g. If the TIN is chosen as the
search criteria, the <Value> filed must contain the TIN 150600700) Click <Search> button
and the data of the taxpayer to be viewed will be displayed. Click the <All> button to view
all records previously encoded. Click <Cancel> button to go back to Taxpayer Listings
screen.
L.
Utilities
Copyright 1994-2008
46
Note: Click <Utilities> button on the BIR Relief Main Menu and Utilities and
Admin Menu screen will appear. Select and click the button to be used.
Copyright 1994-2008
47
Note: To delete other users, click the Delete User button on the Utilities Menu
screen, then the Delete User Login screen will appear. Only user with
"ROOT" Access Code can delete other users with code "ADD" and "INQ".
Note: To change password, click the Change Password button on the Utilities
Menu screen, then the Change Password screen will appear. Fill in all
enterable fields, then click OK.
Copyright 1994-2008
48
Note: To add user, click the <Add New User> button on the Utilities Menu
screen, then the Add New User screen will appear. Fill in all enterable fields,
then click OK.
Copyright 1994-2008
49
Note: The BIR System Message pop-up will appear stating the number of
transactions that have been archived. Click the <Ok> button and another
pop-up message asking "Would you like to continue purging/deleting these
records?" will appear. Clicking the <Yes> button will delete the records.
Annex F - Screening and Validation of Relief Diskettes and Data Files
June 2002
Copyright 1994-2008
50
PART I
Screening Procedures for RELIEF Diskettes & Data Files
Copyright 1994-2008
51
1.
RDO Code
Owner's TIN
4.
The diskette should contain all files as indicated on the stick-on label.
to
the
standard
filename
convention
MM
YYYY
.DAT
7.
8.
Module.
Affix the word, "Screened" and write initials on the diskette stick-on label.
Check/ensure completeness and validity of data by using the RELIEF Validation
52
1. To validate RELIEF diskette and data files, click Validation Module icon and
the Relief Validation Module screen will appear.
Note: Validation is auto-checking of data conformity with prescribed data
structure.
Encode the TIN (9 digit TIN without RDO or Branch Code) of the owner at the <TIN
of Owner Listings> field. Click the button on the <Month> field to choose the transaction
date to be validated. The <Year> field is defaulted to the current year.
Copyright 1994-2008
53
2. Click button on the <Transaction Type> field to choose the transaction type to
be validated, then click <Validate File> button.
3. After clicking the <Validate File> button, a directory screen will appear. From
the directory screen choose and click the filename corresponding to the type of transaction to
be validated. Filenames contain the following letters depending on the transaction to be
validated S = Sales; P = Purchases; and I = Importations (e.g. 122343546S062002). Then
click <validate> button to continue the process.
Copyright 1994-2008
54
4. A Log Directory screen will appear. The default directory is "reports". The user
may choose the folder where to save the report generated after validation, then click
<Select> button to complete the validation process.
5. After validation, the report generated will automatically appear. This report will
indicate any errors found during validation. Otherwise, the report will specify that no errors
were encountered. Click X at the upper right corner to close the Notepad window.
Copyright 1994-2008
55
6. If the filename used is incorrect, BIR System Message screen will appear asking
"Do you want to Standardize the name of your File to be submitted to BIR?", click <Yes>
button. If filename already conforms with the standard filename convention, click <No>.
7. Another BIR System Message screen will appear indicating that the filename
was renamed to the standard format. Click the <OK> button to go back to the Relief
Validation Menu screen.
Affix on the diskette stock-on label the word "VALIDATED" as well as the initials of
Copyright 1994-2008
56
8.
Copyright 1994-2008
57
10. The validation report file of the chosen transaction will appear. Click X at the
upper right hand corner to close notepad window and return to Relief Validation Menu
screen.
Copyright 1994-2008
58
12. A Directory screen will appear. Choose the file corresponding to the type of
transaction to be viewed, then click the <View> button.
13. The data file of the chosen transaction will appear. Click X at the upper right
corner to close notepad window and return to Relief Validation Menu screen.
TEHIaA
Copyright 1994-2008
59
Copyright 1994-2008
60