ANNEX 1

STEPS IN CREATING THE DATA FILE:

I.

USING MICROSOFT EXCEL TO CREATE THE FILE

a) File must contain three (3) portions: HEADER, DETAILS and CONTROL.
The first row must contain the HEADER. (Please see the Header portion
of Annexes A & B)
b) The succeeding rows (the number of rows depends upon the number of
payees), should contain DETAILS. (If you have fifty (50) payees for a
particular schedule, there should also be fifty (50) detail rows). Follow the
format outlined in the DETAILS portion for the SAWT in Annex A and
MAP in Annex B.
c) The last row should contain the CONTROL. Please refer to the CONTROL
portion of the Annexes.
d) Follow the column sequence and the specified field formats.
e) All information must NOT contain special characters.
f) All amount values must NOT contain commas or special character except
decimal point for the centavos. The amount P123,456,789.12 should be
encoded as 123456789.12. If the amount field pertains to a null or a blank
value, encode the value as zero, as in 0.
g) Except for amount values, the following information should be formatted
with leading zeros (0) if necessary:
Example:
If Branch Code is 1, it should appear as 001(not as 1)
If Return period is January 31, 2006, it should appear as
01/31/2006 (not as 01/31/06)
h) Save the file as a Comma Separated Value (csv) file, by following the
steps below:
1. In the filename label, type the complete filename using the
standard naming 999999999999mmyyyyxxxxx.dat where the first 9
digits is the TIN and the succeeding 3 digits is the branch code of
the withholding agent/taxpayer, mmyyyy, form type
2. Encode the complete filename in double-quotes
(e.g. 999999999999mmyyyyxxxxx.dat)
3. In the File Type label, click on the pull-down botton and choose the
csv (comma separated value) option
4. Save the file to your desired folder/directory.

i) Validate using the validation module of the BIR which can either be
downloaded from the BIR-web or made available in diskette form upon
request and attach to the required return.
II.

USING OTHER FORMATS TO CREATE THE FILE

a) Follow steps Part I . a - g above.

b) Separate each column with a comma.
c) Save the file as a Comma Separated Value (csv) file, by following the
steps below:
a. In the filename label, type the complete filename using the
standard naming 999999999999.dat where the first 9 digits is the
TIN and the succeeding 3 digits is the branch code of the
withholding agent/taxpayer, mmyyyy, form type
b. Encode the complete filename in double-quotes
(e.g. 999999999999mmyyyy1601E.dat)
c. In the file type label, click on the pull-down botton and choose csv
(comma separated value) option
d. Save the file to your desired folder/directory.
d) Validate using the validation module of the BIR which can either be
downloaded from the BIR-web or made available in diskette form upon
request
III.

DISKETTE LABELLING AND SUBMISSION

a) Use a sticker label when labeling the outside part of the diskette.
Indicate the following:
1. RDO code (e.g RDO 39- South Quezon City is 039)
2. a. TIN (Withholding Agents TIN for MAP or Taxpayers TIN for SAWT)
b. Branch Code
3. Registered Name
4. Return Period
5. Form Type Code
6. Telephone No.
7. diskette number (e.g. 3 diskettes submitted where first diskette is
labeled 1 of 3 diskettes etc.)
b. Insert diskette/s in sealed envelope with label following format of
III.a.1-7.