Systems Development Division, ISDS Version 1.0 Jan 2003Page 1

Screening and Validation of 1604 Alphalist Data Files Job Aid

1604E and 1604CF Validation Module(Procedures for Validating

1604 Data Files)

Systems Development Division, ISDS Version 1.0 Jan 2003Page 2

Screening and Validation of 1604 Alphalist Data Files Job Aid

1. User can either validate 1604E and 1604CF diskette and data files. To validate 1604E files, click Validation Module and the Alphalist Validation Module screen will appear. Note: Validation is auto-checking of data

conformity with prescribed data structure.

Encode the TIN and the Branch Code (9 digit TIN without RDO Code) of the withholding agent at the <TIN of Withholding Agent> field. The <Year> field is defaulted to the current year.

2. Click button on the <1604E> field to choose the transaction type to be validated, the 1604E Validation Menu screen appears. Choose which type of submission is to be selected, By Form or By Schedule. If user chooses By Form, a single box is activated where user can input the filename to be validated. User can click on <Browse> to search for that certain filename.

3. After clicking the <Browse> button, a directory screen will appear. From the

directory screen choose and click the filename corresponding to the type of transaction to be validated. Filenames contain the following letters depending on the transaction to be validated: E=1604E and CF=1604CF. In this case, choose E then click <Ok> button to continue the process.

For 1604E

Systems Development Division, ISDS Version 1.0 Jan 2003Page 3

Screening and Validation of 1604 Alphalist Data Files Job Aid

4. After clicking the <Ok> button, it will go back to the 1604E Validation Menu. Click on <Validate File> to continue the validation.

5. A Log Directory screen will appear. The default directory is “reports”. The user may

choose the folder where to save the report generated after validation, then click

<Select> button to complete the validation process.

6. After validation, the report generated will automatically appear. This report will indicate any errors found during validation. Otherwise, the report will specify that no errors were encountered. Click X at the upper right corner to close the Notepad window.

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Screening and Validation of 1604 Alphalist Data Files Job Aid

7. Click button on the <1604E> field to choose the transaction type to be validated, the 1604E Validation Menu screen appears. If user chooses By Schedule, Schedules 3 and 4 are activated where user can input the filename to be validated. User can click on <Browse> to search for that certain filename.

8. After clicking the <Browse> button, a directory screen will appear. From the

directory screen choose and click the filename corresponding to the type of transaction to be validated. If there are no filenames that will appear, click on the field <Files of Type> then select <All Files (*.*)> from the list and all filenames of different types will then appear. Filenames contain the following letters depending on the transaction to be validated: E=1604E and CF=1604CF. In this case, choose E then click <Ok> button to continue the process.

9. After clicking the <Ok> button, it will go back to the 1604E Validation Menu. Click on the button <Consolidate> to continue the process.

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Screening and Validation of 1604 Alphalist Data Files Job Aid

10. After clicking the <Consolidate> button, a directory screen will appear. From the

directory screen choose and click the filename corresponding to the type of transaction to be validated. If the file exists, the screen will prompt if the user wants to replace it, choose <Yes> to continue the process.

11. After clicking the <Yes> button, it will go back to the 1604E Validation Menu. Click on <Validate File> to continue the validation.

12. A Log Directory screen will appear. The default directory is “reports”. The user may

choose the folder where to save the report generated after validation, then click

<Select> button to complete the validation process.

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Screening and Validation of 1604 Alphalist Data Files Job Aid

13. After validation, the report generated will automatically appear. This report will indicate any errors found during validation. Otherwise, the report will specify that no errors were encountered. Click X at the upper right corner to close the Notepad window.

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Screening and Validation of 1604 Alphalist Data Files Job Aid

14. To validate 1604CF files, click Validation Module and the Alphalist Validation Module screen will appear. Encode the TIN and the Branch Code (9 digit TIN without RDO Code) of the withholding agent at the <TIN of Withholding Agent> field. The <Year> field is defaulted to the current year.

15. Click button on the <1604CF> field to choose the transaction type to be validated, the 1604CF Validation Menu screen appears. Choose which type of submission is to be selected, By Form or By Schedule. If user chooses By Form, a single box is activated where user can input the filename to be validated. User can click on <Browse> to search for that certain filename.

16. After clicking the <Browse> button, a directory screen will appear. From the

directory screen choose and click the filename corresponding to the type of transaction to be validated. Filenames contain the following letters depending on the transaction to be validated: E=1604E and CF=1604CF. In this case, choose CF then click <Ok> button to continue the process.

For 1604CF

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Screening and Validation of 1604 Alphalist Data Files Job Aid

17. After clicking the <Ok> button, it will go back to the 1604CF Validation Menu. Click on <Validate File> to continue the validation.

18. A Log Directory screen will appear. The default directory is “reports”. The user may

choose the folder where to save the report generated after validation, then click

<Select> button to complete the validation process.

19. After validation, the report generated will automatically appear. This report will indicate any errors found during

validation. Otherwise, the report will specify that no errors were encountered. Click X at the upper right corner to close the Notepad window.

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Screening and Validation of 1604 Alphalist Data Files Job Aid

20. Click button on the <1604CF> field to choose the transaction type to be validated, the 1604CF Validation Menu screen appears. If user chooses By Schedule, Schedules 5, 6, 7.1, 7.2, 7.3, and 7.4 are activated where user can input the filename to be validated. User can click on <Browse> to search for that certain filename.

21. After clicking the <Browse> button, a directory screen will appear. From the

directory screen choose and click the filename corresponding to the type of transaction to be validated. If there are no filenames that will appear, click on the field <Files of Type> then select <All Files (*.*)> from the list and all filenames of different types will then appear. Filenames contain the following letters depending on the transaction to be validated: E=1604E and CF=1604CF. In this case, choose CF then click <Ok> button to continue the process.

22. After clicking the <Ok> button, it will go back to the 1604CF Validation Menu. Click on the button <Consolidate> to continue the process.

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Screening and Validation of 1604 Alphalist Data Files Job Aid

23. After clicking the <Consolidate> button, a directory screen will appear. From the

directory screen choose and click the filename corresponding to the type of transaction to be validated. If the file exists, the screen will prompt if the user wants to replace it, choose <Yes> to continue the process.

24. After clicking the <Yes> button, it will go back to the 1604CF Validation Menu. Click on <Validate File> to continue the validation.

25. A Log Directory screen will appear. The default directory is “reports”. The user may

choose the folder where to save the report generated after validation, then click

<Select> button to complete the validation process.

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Screening and Validation of 1604 Alphalist Data Files Job Aid

26. After validation, the report generated will automatically appear. This report will indicate any errors found during validation. Otherwise, the report will specify that no errors were encountered. Click X at the upper right corner to close the Notepad window.

Other Scenarios

27. To view data file, click <View Flat File> button.

28. A Directory screen will appear. Choose the desired file to be viewed, then click the <View> button.

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Screening and Validation of 1604 Alphalist Data Files Job Aid

29. The data file of the chosen transaction will appear. Click X at the upper right corner to close the file and return to Alphalist Validation Menu screen.

30. To view reports and logs, click <View Report / Logs> button.

31. A Directory screen will appear. Choose the desired file to be viewed, then click the <View> button.

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Screening and Validation of 1604 Alphalist Data Files Job Aid

32. The data file of the chosen transaction will appear. Click X at the upper right corner to close the file and return to Alphalist Validation Menu screen.