TECHNICAL ANNEX B

STEPS IN CREATING THE DATA FILE:

I.

Using Microsoft Excel to Create The File

a) File must contain two (2) portions: HEADERS and DETAILS.. The first row must contain the HEADERS.
(Please see the HEADERS portion of Technical Annex B)
b) The succeeding rows, the number of which depends upon the number of payees/employees, should
contain DETAILS. (If you have fifty (50) payees/employees for a particular schedule, there should be fifty
(50) DETAILS lines). Follow the format outlined in the DETAILS portion for the applicable form/schedule
of Technical Annex B.
c) Do not use header column names.
d) Follow the column sequence and the specified field format.
e) All information must not contain any special characters (commas, apostrophes, quotes, colons and
periods). Periods can only be used in amount fields when serving as decimal points.

f)

All amounts must not contain commas or special characters except decimal point for the centavos. The
amount P 123,456,789.12 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, i.e., zero when blank.

g) The following information should be formatted with leading zeros (0) if necessary:
Example: If Branch Code is 1, it should appear as 0001 (not as 1)
If Return Period is December 31, 2008, it should appear as 12/31/2008 (not as 12/31/08)
h) Save the file as 9999999999999MMDDYYYYsrs.csv (comma delimited) as the file type
where:
999999999 is the 9 digit Withholding Agents TIN,
9999 is the next 3 digit Withholding Agents Branch Code,
MMDDYYYY is the semestral/calendar period, and
srs stands for semestral list of regular suppliers

II.

Using Other Formats to Create the File

a) Follow steps a-g of Part I.
b) Separate each column with a comma.

c) Save the file as 999999999999MMDDYYYYsrs.csv (comma delimited) as the file type

III.

Using the Alphalist Data Entry Module

Technical Specifications: Semestral List of Regular Suppliers

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TECHNICAL ANNEX B
IV.

CD/Diskette Labelling and Submission

a)

Use a sticker label when labelling the outside part of the CD/diskette. Indicate the Transaction type,
Return Period, TIN, Registered Name and Branch Code of the Withholding Agent.

b)

Each CD/diskette may contain several files as may be accommodated in the CD/diskette, provided that
the file-naming standard outlined is strictly followed.

c)

CDs/Diskettes submitted should be accompanied by a duly accomplished Transmittal Form (Annex

C).

NOTE:

Shaded areas contain ACTUAL VALUES.

Header:
TYPE

WIDTH

FORMAT

DESCRIPTION

1.
2.
3.

FIELD NAME
FTYPE_CODE
TIN_WA
BRANCH_CODE_WA

TEXT
TEXT
TEXT

3
9
3

SRS
999999999
9999

4.

RETRN_PERIOD

DATE

10

MM/DD/YYYY

Form type code

Withholding Agents TIN
Withholding Agents Branch
Code
Return Period

Semestral List of Regular Suppliers (SRS)

Alphabetical List of Regular Suppliers as Reported by the Top 20,000 Private Corporations

Details:
1.
2.
3.

FIELD NAME
FTYPE_CODE
TIN_WA
BRANCH_CODE_WA

4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.

RETRN_PERIOD
SEQ_NUM
TIN
BRANCH_CODE
REGISTERED_NAME
LAST_NAME
FIRST_NAME
MIDDLE_NAME
ATC_CODE
INCOME_PYMT
TAX_RATE
ACTUAL_AMT_WTHLD

TYPE
TEXT
TEXT
TEXT

WIDTH
3
9
3

FORMAT
SRS
999999999
9999

DATE
NUMBER
TEXT
TEXT
TEXT
TEXT
TEXT
TEXT
TEXT
NUMBER
NUMBER
NUMBER

10
6
9
3
50
30
30
30
5
14
5
14

MM/DD/YYYY
999999
999999999
9999
X(50)
X(30)
X(30)
X(30)
X(5)
9(11).99
9(2).99
9(11).99

Technical Specifications: Semestral List of Regular Suppliers

DESCRIPTION
Form type code
Withholding Agents TIN
Withholding Agents Branch
Code
Return Period
Sequence Number
Payees TIN
Payees Branch Code
Payees Registered Name
Payees Last Name
Payees First Name
Payees Middle Name
ATC Code
Amount of Income Payment
Rate of Tax
Amount of Tax Withheld

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