Data Entry for RELIEF System

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A.

Login

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.

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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 Owners Information.

3. The <Owners Information> is displayed on the screen.

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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 Owners 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 Owners Information screen will appear. Click <Edit> to make necessary updates, then <Save> and <Close>.
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5. After saving the encoded owners 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.

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B.

Add / Update Sales Transaction

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.
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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.

9. To inquire or print report, click <inQuire/Print> button.

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C.

Sales Inquiry

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).

11. Click <Search> button and a <Search Entry> pop-up will appear. Encode the TIN or Registered Name/Trade Name or Taxpayers 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.

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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

Toolbar

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.
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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.

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D.

Generate File

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. 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.

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.
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E.

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.

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F.

Load RELIEF Format

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.

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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.

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G.

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.

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H.

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.
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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.
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I.

Purchase Inquiry Screens

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.

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.
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<Printer Setup>

<View>

<eXcel Report> 26. To set up printer, view report and view in excel format, follow procedures No. 12 to 14.

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J.

Generate File

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. 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.

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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.

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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.

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K.

Imports Transaction Screens

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.

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.

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L.

Imports Inquiry Screens

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.

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.
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<Printer Setup>

<View>

<eXcel Report>

35. To set up printer, view report and view in excel format, follow procedures No. 12 to 14.

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M.

Generate File

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. 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.

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.
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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.

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N.

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.

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.
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O.

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.

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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.

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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.

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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.
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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.

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