Data Entry for RELIEF System Job - Aid Information Systems Development Service Training Management Division Version 1.2 November 2002 JA RELIEF - 1 1. Click the icon on RELIEF System Data Entry and the User Login pop up will appear. Encode the <User Name> and <Password>, then click the <OK> button or press E. Login A.
No Slide TitleJob - Aid
Version 1.2 November 2002 JA RELIEF - *
1. Click the icon on RELIEF System Data Entry and the User Login
pop up
will appear. Encode the <User Name> and <Password>,
then click the <OK>
button or press E.
Job - Aid
Version 1.2 November 2002 JA RELIEF - *
2. The BIR Relief Main Menu will appear together with the BIR
System Message
pop-up. Then click the <Yes> button or press E.
Note: The BIR System Message pop-up will appear only on the
initial
installation of this program to capture Owner’s Information.
3. The <Owner’s Information> is displayed on the
screen.
Data Entry for RELIEF System
Job - Aid
Version 1.2 November 2002 JA RELIEF - *
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.
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>.
Job - Aid
Version 1.2 November 2002 JA RELIEF - *
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 or press
the key of the
underlined letter to go to Sales Transaction Menu.
6. The <Year> field in the Sales Transaction Menu 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. To inquire or
print report, click
<inQuire/Print> button.
Job - Aid
Version 1.2 November 2002 JA RELIEF - *
7. After clicking the <Add/Update> button on the Sales
Transaction Menu, the
<Sales Data Entry> screen will appear. Click the <Add>
button to encode new
transactions. Fill in all mandatory fields. The <Taxable (Net of
VAT)> and
<Total Output Tax> fields are automatically populated once
the data are encoded
on the <Gross Taxable> field. The latter is a new field. The
<Total Output Tax>
field can be changed and edited.
The <Revert> button maybe used to undo encoded data not yet
saved. Click
<Save> button after encoding transactions. Click <Exit>
button to go back to
Sales Transaction Menu.
Job - Aid
Version 1.2 November 2002 JA RELIEF - *
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.
Data Entry for RELIEF System
Job - Aid
Version 1.2 November 2002 JA RELIEF - *
Sales Inquiry
C.
11. 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.
10. This is the <Transaction Inquiry> screen. Check the
transaction month by clicking
the appropriate box, then click the <Inquire> button. The
<Sales Inquiry> screen will
appear where files are 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).
Data Entry for RELIEF System
Job - Aid
Version 1.2 November 2002 JA RELIEF - *
12. To set up printer, click <Printer Setup> button and a
<Printer Setup> pop-up will
appear. Select and set up printer connected to RELIEF System for
printing purposes
13. Click <View> button on the <Sales Inquiry> screen
and a report layout will appear.
The user can print said report by clicking the print icon located
on the toolbar at the
upper left corner of the screen. Click arrows icon to navigate to
other pages of the
report. Click X on the upper right corner of the screen to close
report and to go
back to <Sales Inquiry> screen.
Toolbar
Job - Aid
Version 1.2 November 2002 JA RELIEF - *
14. To view report in excel format, click <eXcel Report>
button. The user can edit
entries and make corrections using this format; however, changes
and/or corrections
made in this report will not necessarily update information stored
in the system. Click
X on the upper right corner of the screen to close report and to go
back to
<Sales Inquiry> screen.
Job - Aid
Version 1.2 November 2002 JA RELIEF - *
16. 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.
15. To load / save data encoded into the diskette, click
<Generate BIR 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.
Generate File
D.
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.
Data Entry for RELIEF System
Job - Aid
Version 1.2 November 2002 JA RELIEF - *
Save in RELIEF Format
17. To save transactions encoded in RELIEF format, click <Save
in Relief format> button
on the Sales Transaction Menu. A <Save As> pop up screen will
appear. Specify
the document to be saved, then click <Save> button. The
<BIR System Message>
pop up will appear confirming that the records have been
saved.
Note: The RELIEF format is not the data file to be submitted
directly to BIR.
The RELIEF format may be used to save encoded transactions in one
workstation
and subsequently uploaded (see Load RELIEF format) to another
workstation (thru
diskettes/network) for consolidation purposes.
Job - Aid
Version 1.2 November 2002 JA RELIEF - *
18. To load documents in RELIEF format, click <Load Relief
format> button on the
Sales Transaction Menu and a pop up screen will appear. Click on
the document
you want to load, then click <Load> button.
Load RELIEF Format
Job - Aid
Version 1.2 November 2002 JA RELIEF - *
19. <BIR System Message> pop up screen will appear confirming
that the records saved
in RELIEF format will be added to the sales table. Click
<Yes> button and another
pop message will appear showing a report of the records validated,
loaded, etc. Click
<OK> button and the report layout will appear. Click X on the
upper right corner of the
screen to close report and to go back to Sales Transaction
Menu.
Data Entry for RELIEF System
Job - Aid
Version 1.2 November 2002 JA RELIEF - *
Export to CSV Format
20. To export transactions encoded in RELIEF format, click
<Export to CSV format>
button on the Sales Transaction Menu. A <Save As> pop up
screen will appear.
Specify the document to be to exported to CSV format, then click
<Save> button.
The <BIR System Message> pop up will appear confirming that
the records exported
have been saved.
Job - Aid
Version 1.2 November 2002 JA RELIEF - *
Add / Update Purchase Transaction
21. To <Add/Update> purchase transactions, click the
<Purchase> button on the
BIR Relief Main Menu and Purchase Transaction Menu will appear.
Then,
follow thesame procedures on encoding sales transactions (step no.
7).
22. The <TIN> field on the Purchase Data Entry is mandatory.
<Total Purchases>,
<Taxable(Net of VAT)> , <Services> and <Total Input
Tax>fields are automatically
filled up once the the data is encoded on <Gross Taxable>
field. However, the
<Services> and <Total Input Tax> fields as well as
<Exempt>, <Zero-Rated>
<Capital Goods> and <Goods Other than Capital Goods>
fields can all be
edited to allow the user to encode the appropriate amount
values.
H.
Job - Aid
Version 1.2 November 2002 JA RELIEF - *
Purchase Data Entry Screens
23. 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 <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.
Data Entry for RELIEF System
Job - Aid
Version 1.2 November 2002 JA RELIEF - *
Purchase Inquiry Screens
25. Click <Search> button and a <Search Entry> pop up
will appear. 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.
24. To inquire purchases transactions, click <inQuire/Print>
button on the Purchase
Transactions Menu and the <Transaction Inquiry> screen will
appear. Check
the transaction month for inquiry by clicking the mouse on a given
period then
click the <Inquire> button. <Purchase Inquiry> screen
will appear.
Data Entry for RELIEF System
Job - Aid
Version 1.2 November 2002 JA RELIEF - *
26. To set up printer, view report and view in excel format, follow
procedures No. 12 to 14.
<Printer Setup>
<eXcel Report>
Job - Aid
Version 1.2 November 2002 JA RELIEF - *
27. 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.
Generate File
J.
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.
28. After clicking the <Save> button, a screen will appear
indicating the amount of
Creditable and Total Input Taxes of the file to be validated and
passed to BIR.
Click <Ok> button.
Job - Aid
Version 1.2 November 2002 JA RELIEF - *
29. 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.
Data Entry for RELIEF System
Job - Aid
Version 1.2 November 2002 JA RELIEF - *
Save in RELIEF Format
Export in CSV Format
Load RELIEF Format
30. To <Save in RELIEF format>, <Export to CSV format>,
and <Load RELIEF
format>, follow procedures Nos. 16 to 18.
Data Entry for RELIEF System
Job - Aid
Version 1.2 November 2002 JA RELIEF - *
Imports Transaction Screens
32. The <Import Entry No> field is 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. Follow the same
procedures
for other succeeding transactions, if there is any. The
<Dutiable Value> and
<Exempt> fields are automatically computed. The <OR
Number> and <VAT>
fields are not mandatory in an exempt transaction.
K.
31. 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 on page 5.
Data Entry for RELIEF System
Job - Aid
Version 1.2 November 2002 JA RELIEF - *
Imports Inquiry Screens
34. 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.
L.
33. To inquire purchases transactions, click <inQuire/Print>
button on the Imports
Transactions Menu and the <Transaction Inquiry> screen will
appear. Check
the transaction month for inquiry by clicking the mouse on a given
period then
click the <Inquire> button. <Imports Inquiry> screen
will appear.
Data Entry for RELIEF System
Job - Aid
Version 1.2 November 2002 JA RELIEF - *
35. To set up printer, view report and view in excel format, follow
procedures No. 12 to 14.
<Printer Setup>
<eXcel Report>
Job - Aid
Version 1.2 November 2002 JA RELIEF - *
36. 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.
M.
Generate File
37. 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.
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.
Data Entry for RELIEF System
Job - Aid
Version 1.2 November 2002 JA RELIEF - *
Save in RELIEF Format
Export in CSV Format
Load RELIEF Format
38. To <Save in RELIEF format>, <Export to CSV format>,
and <Load RELIEF
format>, follow procedures Nos. 16 to 18.
Data Entry for RELIEF System
Job - Aid
Version 1.2 November 2002 JA RELIEF - *
Taxpayer Listings Screen
39. 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.
N.
40. 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.
Data Entry for RELIEF System
Job - Aid
Version 1.2 November 2002 JA RELIEF - *
Utilities
41. 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.
Job - Aid
Version 1.2 November 2002 JA RELIEF - *
42. 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.
43. To change user, click the <Change User> button on the
Utilities Menu screen, then the
User Login screen will appear. Fill in all enterable fields, then
click OK.
Data Entry for RELIEF System
Job - Aid
Version 1.2 November 2002 JA RELIEF - *
44. 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”.
45. 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.
Job - Aid
Version 1.2 November 2002 JA RELIEF - *
46. To purge/archive transactions, click the <Purging &
Archiving> button on
the Utilities Menu screen, then the Purging and Archiving Menu
screen
will appear. Click the button on the <Month> field and choose
the month
to be purge/archive, then fill in the <Year> field. Select
and click the
button to be purge/archive (<Sales>, <Purchases>, and
<Importation>
buttons).
47. 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.
Data Entry for RELIEF System
Job - Aid
Version 1.2 November 2002 JA RELIEF - *
48. To rebuild database, click the <Reindex Tables> button on
the Utilities Menu
screen, then the Reindex Menu screen will appear. Select and click
the
button to be rebuild (<Sales>, <Purchases>,
<Importation>, <Users Security>,
<TIN Library>, and <All Tables> buttons).
Note: Rebuilding Index of Tables is used for purposes or
restructuring the database in
cases where fatal error occurs.