Your First Excel to DAT Conversion

This guide provides a factual, step-by-step process for converting your Excel file to a BIR-compliant DAT file using an Excel to DAT uploader tool.

Prerequisites

Before you begin, ensure you have:

• The correct Excel template for your BIR form (download from the uploader tool)
• Your data ready to paste into the template
• All required information for the BIR Header (company/owner details)

Step 1: Prepare the Excel Template

1. Download the Excel template for your specific BIR form from the uploader tool.
2. Open the template and review Row 1 (headers). Do not edit or format Row 1.
3. Copy your data into Row 2 onwards. Always use a working file and paste your data below the headers, leaving Row 1 untouched.
4. Check required fields:
   • For vendors: TIN (9 digits, not 000000000), company name (no special characters), or individual names (no special characters).
   • All number fields must be filled (use zero if blank) and rounded to two decimal places.
5. Do not work directly in the template. If you accidentally edit Row 1, download a new template and start over.

Step 2: Set BIR Header Information

1. In the uploader, click the section to edit company name/BIR header info.
2. Fill in all required fields (TIN, company/owner name, address, etc.). Do not use dummy data.
3. Save the BIR Header file. You can save multiple TINs; details will auto-switch based on the TIN you use.

Step 3: Generate the DAT File

1. In the uploader, select the reporting type that matches your Excel template (e.g., RELIEF Purchases).
2. Click to choose your Excel file (must be .xlsx format for upload).
3. Select the reporting period (always end of the month).
4. Click “Generate BIR DAT File”.
5. Review any error prompts and correct your file if needed (e.g., mismatched template, sheet name, or data issues).
6. If prompted, input Non-Creditable Input VAT if applicable, then continue.
7. Once successful, download the generated DAT file to your computer.

Step 4: Validate the DAT File

1. Open the BIR RELIEF Validation Module (official BIR tool).
2. Ensure TIN, reporting month, and reporting type match your DAT file.
3. Click “Validate File” and select your downloaded DAT file.
4. Click “Validate” to generate the validation report.
5. Save the validation report to your chosen folder.
6. If validation is successful (no errors), your file is ready for submission.

Step 5: Submit the DAT File to BIR

1. Email to esubmission@bir.gov.ph or Login to EFPS.
2. For EFPS users: Note that the validation module may append a serial number to the DAT file name. Use the correct file for upload.
3. For non-EFPS users: Use the file from your Downloads folder.
4. Keep backup copies of your DAT and validation report for your records.

Registration and Login (Uploader Tool)

• Registration is required if converting Excel files with more than 20 rows.
• Register with your TIN and a valid email address. The initial password will be sent to your email.
• Change your password upon first login.
• You can register multiple TINs with one email address.

Troubleshooting

• If you encounter errors:
  • Double-check that you are using the correct template and have not edited Row 1.
  • Ensure all required fields are filled and formatted correctly.
  • Review error messages for specific guidance.
• For validation errors:
  • Use the BIR Validation Module to identify and fix issues before submission.

Need Help?

• Refer to the official how-to guide for screenshots and detailed instructions.
• Contact support or check the FAQ on the uploader website for further assistance.

You have now completed conversion of Excel file to a BIR DAT file, validated and finally submitted.