Screening & Validation of RELIEF Data Files

Job-Aid

Part I - Screening Procedures for

RELIEF Diskettes & Data Files

VAT Project Coordinating Committee

Training Management Division

Version 1.0 June 2002

JA Val - 1

Screening & Validation of RELIEF Data Files

Job-Aid

1. Scan diskette/s for virus.

2. If virus is detected and the same cannot be deleted/cured, return diskette/s
to taxpayer for replacement. If virus is successfully deleted or when no virus is
found, proceed to the next step.
3. Check proper labeling of the diskettes. The label should indicate the following
information:
!RDO Code
!Owners TIN
!Owners Registered Name
!Filenames (for all files in the diskette)
4. The diskette should contain all files as indicated on the stick-on label.
5. The diskette submitted containing voluminous files should be labeled
Compressed File/the software used (i.e. WINZIP, PKZIP or ARJ).
6. Check if filename conforms to the standard filename convention
999999999TMMYYYY.DAT, where:
999999999
T

represents the TIN of the owner without the branch code

represents the type of transaction which may either be:
S - Sales
P - Purchases
I - Importation

MM
YYYY
.DAT

represents the month of transaction

represents the year of transaction
represents the file type

7. Affix the word Screened and write initials on the diskette stick-on label.
8. Check / ensure completeness and validity of data by using the RELIEF Validation
Module.
Note: SCREENING refers to the manual checking of labels on diskettes, filenames
and files therein contained.

VAT Project Coordinating Committee

Training Management Division

Version 1.0 June 2002

JA Val - 2

Screening & Validation of RELIEF Data Files

Job-Aid

Part II - RELIEF Validation Module

(Procedures for Validating
RELIEF Data Files)

VAT Project Coordinating Committee

Training Management Division

Version 1.0 June 2002

JA Val - 3

Screening & Validation of RELIEF Data Files

Job-Aid

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.

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 =
Imporations (e.g. 122343546S062002). Then
click <Validate> button to continue the
process.

VAT Project Coordinating Committee

Training Management Division

Version 1.0 June 2002

JA Val - 4

Screening & Validation of RELIEF Data Files

Job-Aid

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.

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>.

VAT Project Coordinating Committee

Training Management Division

Version 1.0 June 2002

JA Val - 5

Screening & Validation of RELIEF Data Files

Job-Aid

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 stick-on label the word
VALIDATED as well as the initials of the
user (who validated the transaction).

VAT Project Coordinating Committee

Training Management Division

Version 1.0 June 2002

JA Val - 6

Screening & Validation of RELIEF Data Files

Job-Aid

Other Scenarios

8. To view the validation report, click <View

Report> button.

9. A Directory screen will appear. Highlight the

validation report file corresponding to the type
of transaction to be viewed, then click the
<View> button.

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.

VAT Project Coordinating Committee

Training Management Division

Version 1.0 June 2002

JA Val - 7

Screening & Validation of RELIEF Data Files

Job-Aid

11. To view data file, click <View Flat File>

button.

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.

VAT Project Coordinating Committee

Training Management Division

Version 1.0 June 2002

JA Val - 8