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Annex A

TAXPAYER SUMMARY LIST OF SALES AND PURCHASES


TYPE OF INFORMATION
FREQUENCY OF TRANSMISSION
FILE MEDIA
FILE FORMAT
STANDARD FILENAME

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Summary List of Sales, Purchases and Imports


Quarterly
1.44 MB Diskettes, compressed using ARJ
Comma Separated Value (CSV)
PQYYYY.DAT where

represents the type of transaction as specified below

P Purchases
S Sales
I Customs Importation

represents the quarter covered for the transactions


(1,2,3,4)
YYYY represents the year of transaction

STEPS ON CREATING THE DATA FILE


I.

USING MICROSOFT EXCEL TO CREATE THE FILE

The first record must contain the information on the owner of the listings. (Please see file record format for
first record).

Do not use header column names.

Follow the column sequence and the specified field format

The summary list of sales, purchases and imports must contain consolidated amount for each Supplier or
Customer or Importer.
Example :
if supplier A has five (5) transactions for the 1st quarter of 2000, the gross purchases,
gross taxable purchases, gross exempt purchases, gross zero-rated purchases and total
input tax should be totaled or summarized into one (1) record.
All background information like name and addresses 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.
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
blank value, encode the value as zero as in 0 ie., zero when blank.
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)
Transaction Date is August 1, 1998, it should appear as 08/01/1998 (not as
8/1/1998)
RDO Code is 32, it should appear as 032 (not as 32)

II.

Save the file as a Comma Separated Value file (filename.CSV) and not as an EXCEL file (filename.XLS).
Open the saved file (filename.CSV) using Wordpad or Notepad to check for the TIN and Branch Code if
the 0s are properly inputted. These columns must be in character format and must be left-padded with
0 if necessary
Rename the filename.CSV to a new filename with a .DAT extension (filename.DAT)

USING OTHER FORMATS TO CREATE THE FILE

The first record must contain data about the owner of the listings

Do not use header column names

Follow the column sequence and the specified record length

Follow the amount format as stated in the EXCEL format

Separate each column with a comma.

Save the file as a comma separated value (CSV) file with an extension name .DAT (e.g. filename.DAT).

III.

For those files which are computer generated, the amounts must not contain double quotes ( ) and
commas ( , ).

DISKETTE LABELING

Use a sticker label when labeling the outside part of the diskette
Indicate the RDO code, TIN, name of taxpayer, registered address, contact person, and telephone number
of the owner of the diskette

Indicate the quarter and year of the submitted listings.

Indicate the filenames contained.