EACCREG/ESALES : User account is locked

Did you ever encountered " user account is locked " says the EACCREG after you encode your username and password or after clicking login.

If your answer is YES. I also encountered this problem today just 15 minutes ago.

What do you need to do?

1. Remember my recent blog about " How to apply for EACCREG/ESALES account? "

" Be sure that you take note of the following information especially your security question and answer because this is the only way you can retrieve your account just in case you forgot your password or else you account will be lock. If your username has been locked. The only way you can retrieve your account is by your security question and answer. Failed to remember? You need to create new username and password.

One more thing, eaccreg/esales changes password every three (3) months. Better to take note all your passwords because eaccreg/esales "will not require you to repeat or used password". They must be unique every time they will ask you to change your password."

2. If you already know or remember your security question and answer. Go to EACCREG website and click Forgot Password.

3. EACCREG will ask for your username. Encode your username then click submit.

4. On this part, your selected security question will prompt, you need to supply the correct security answer. Keep in mind that almost everything in EACCREG is key sensitive very sensitive.

5. You will receive an email from EACCREG that your password has been reset. They will give you a temporary password that will be use to access your account partially. Once logged in, you will be re-encode your temporary password and your new password.

6. The End.Your account has been retrieved.


NOTE: That new password will be your new and present password. You need to wait another three (3) months before it will require you to change your password again.

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How to apply for EACCREG/ESALES account?

All taxpayer(s) are required to have their own eaccreg/esales username account. In order to have your own account, you must fill up their registration form correctly and accordingly by using the BIR Form 2303 or known as Certificate of Registration (COR) as your reference.

Be sure that you take note of the following information especially your security question and answer because this is the only way you can retrieve your account just in case you forgot your password or else you account will be lock. If your username has been locked. The only way you can retrieve your account is by security question and answer. Failed to remember? You need to create new username and password.

One more thing, eaccreg/esales changes password every three (3) months. Better to take note all your passwords because eaccreg/esales "will not require you to repeat or used password". They must be unique every time they will ask you to change your password.

Shall we start? Below are the links for eaccreg and esales.

For EACCREG - Click Here

For ESALES - Click Here

Just in case you have problem accessing the eaccreg/esales portal at the moment. Below are the actual application for account enrollment so you have an idea what are the possible question that you need to accomplish.

I suggest you try to use Mozilla Firefox, Google Chrome or Internet Explorer. I prefer to use Mozilla Firefox if you will ask me.

REMINDER:
User Name - Minimum of 6 character and Maximum is 15
Password - Should at least 8 characters long and maximum of 20 characters. Must include 1 UPPERCASE letter, 1 LOWER CASE letter and 1 special character (e.g %,&,*) and you are forced to change password every 3 months. Keep a record of you used password. No recycle of password.

Taxpayer must finish the registration until he/she was able to receive a notification via email used in during the EACCREG /ESALES registration. [ see picture below ]

REQUIREMENTS:

1. Print out of your enrollment sent from your email. ( 2 copies or more)

2. Filled up the EACCREG/ESALES letter and have it notarize ( 2 copies or more)

3. Photocopy the COR used from POS application  (for reference maybe)

4. If there will by additional requirements (Send me a DM so I can update my post)

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TIN # is not yet available in EACCREG portal?

The common question we have in mind " TIN # not yet available in EACCREG portal ". right?

Below are possible question/scenario that we need to consider if we encounter such problem.

1. When was the COR released or check the registration date? Do you know if its AM or PM batch?

Example:  May 3, 2019 (Friday) released of COR.

2. BIR has a time line to follow ( working days )
3. BIR doesn't operate during weekend/holidays.
4. Maybe BIR encounter data failure. They do, EACCREG is down for almost two (2) somewhere in January 2019.
5. Does the BIR has internet connection problem

 I found this email response to one of our client just like to share and so you have an idea about EACCREG.

 We need to " Need to check if when was COR is released. However, we still have dependencies and this part we have no control even Head Office but a constant follow up from their RDO (client will follow it up. If today?

“It will take 3 days po for the store TIN/ data to be updated in the BIR central data base. Per telecon with BIR BID (Head Office), all TIN generated for the day will be uploaded per batch every night to the BIR Central Data File (CDF). All uploaded TIN information (company name, business name, address etc.) will then be processed in the CDF. At the end of the day, all processed TIN will be sent back to the BIR Regional District Office system for updating. Once updated, we can apply for the POS permit. The store TIN was just generated in the BIR system yesterday morning by BIR South Makati. “

NOTE: Please be guided that this was the process of eAccReg before they encountered the longest offline ( somewhere of Jan 2019) maybe they already have adjustment on their system.

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How to add branch on EACCREG?

Password is very important in order to access your EACCREG account for you to print your POS permit. What if you have too many branches to open in the future? Therefore , you have to have an  individual account for that starting from branch code 000 up to 100. Too many account right?! and Too may password to remember.

Did you know that every 3 months you are required to change your password whethere you like it or not? I have nothing against with that process but remembering the password from 000 to 100? There's no way you can remember them all and what about your personal password?

GOOD NEWS!! EACCREG is capable to add branch code from 000 up to 999 ONLY using one (1) EACCREG account. Of course which is equivalent to one (1) TIN # which is compose of 12 numbers ( 123-456-789-000 )

Here's what you needed to do  in order to create add branch:

1. You must have an eaccreg account for Branch Code: 000
2. From account settings, check on the lower portion.
3. Click Add Branch
4. Fill up the info - Add Branch Business Information using COR (BIR Form 2303) of branch code 001.

NOTE: Step 4 is case sensitive. All data must be exactly the same with what is encoded in the company COR including spaces in between letters/characters. Consult your RDO if you encounter error.

5. Click on Submit button.
6. Click YES button to proceed the process.
7. Take note of your transaction number.
8. Click on Done button.

Coordinate to your RDO what are the requirements/documents needed to submit for them to approve your add branch. Failure to submit requirements may forfeit your application. Just to give you an idea and to visualize the outcome of your adding branch code.

Selection of Branch Code

Outcome when you select Branch Code 112

LASTLY, you will receive an email once your enrollment for adding a branch has been approved.




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What is an eAccReg?

What is eAccReg?

eAccReg system is a simplified process of accrediting / registration and issuance of permit for the use of of Sales Macihines and Sales Receipting system software.

eAccReg is an online accreditation, registration and use of CRM/POS machines and/or other business machines generating receipts/invoices.

What's the purpose of having eAccReg account?

1. It's mandatory to all local RDO to have such account
2. Able to access your account at your convenience anytime anywhere.
3. Able to print POS permit to use at home, at cafes or even at RDO lobby (the e-lounge).
4. No need to wait in line for queues.
 


SOURCE:
1. https://www.bir.gov.ph/images/bir_files/old_files/others/58214reoi-eacreg.jpg
2. https://www.bir.gov.ph/index.php/eservices.html#other-eservices


Updated as of May 10, 2019
Updated as of March 5, 2020

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Inside the EACCREG Portal ( POS Provider )

Let's all explore the portal of BIR EACCREG under the POS provider account. Yes! You read it correct under POS provider. We have 2 kinds:  POS Provider and Taxpayer.

For the mean time, I will let you see the content of BIR EACCREG portal under POS provider so you can compare the content of Taxpayer (on my next blog).

Upon logging in,  you will noticed some tabs below the logo of BIR (Bureau of Internal Revenue).
Click Registration for Permit to Use > List of Registrations for Permit to Use > Encode Application.

This is the usual part where your POS provider file your POS machine(s) for you to have POS permit and on the next page you will see the complete POS application field by field - Application for Registration of Sales Machines.

We have 3 types of permit under EACCREG namely:
(a) POS provider - Final Permit
(b) Client/Taxpayer -  Provisional Permit
(c) Client/Taxpayer -  Special Purpose Machine Permit

 Once all the POS machine(s) has been added to the POS application. We need to include the details of Server Consolidator also or else we will encounter such an error [ see screenshot below ]

Once the POS application has been filed.
You will receive instruction on the next page [ see screenshot below ]
Your POS provider will take note of the generated transaction number and be given to their client/taxpayer for their reference and follow ups.

Your POS provider also download the PDF for both references [ see screenshot below ]

REMINDER: Be sure to provide the correct information to your POS provider like serial number, model and brand. To avoid any inconveniences on both end POS provider and taxpayer.

If ever something went wrong and only realize after POS application. POS provider has no control or power to recall a filed POS application. Client or taxpayer will visit their local RDO to inquire any possible requirements to be submitted in order to DENY your existing POS application.

Once denied, that's the only time your POS provider can re-file POS application.



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How to print Permit to Use (PTU) in your EACCREG

Technically the approved EACCREG portal is usually started from branch code (000 or 00000). Later on, you use this account to add branch for (002 or 00002) and so on. Adding add branch for 00002, 00003 will be discuss in different post. 

Recommended Web Browser: Mozilla Firefox

Below are the step by step procedures on how to print your permit to use (PTU) sales machine:

1.    Go to EACCREG website (https://eaccreg.bir.gov.ph)
2.    Encode your approved (RDO) username and password
3.    Select Register for Permit to Use
4.    Then, select List of Registrations for Permit to Use
5.    I have  my own  ways  how to use the search parameters

    Using Transaction Number as primary key
        A.    Open your PDF (Application for Registration of Sales Machines) provided by your POS provider.
        B.    Copy and Paste  the transaction number in transaction number field
        C.    Go to status and select “ALL” or “ “ Approved for Printing”
        D.    On Date of Application enter the date when it was applied by your POS provider then select the                     current month/year
        E.    Finally select SEARCH to begin.
        F.    There should be 1 line or result and you will see that transaction number in it.

6.    Click the result and it will open to a new window
7.    Click Generate to Permit to use.
8.    Scroll down and look for Close Print.
9.     Select Print button.
10.    Directly print the PTU or select to Save to PDF (highly recommended)

 

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How to keep track your created password for eaccreg and esales?

We all know that password are very important. Password are kept sensitive as in very sensitive so that only worthy person can able to access such information especially if the information are shared to a limited number of person. I've been using EACCREG for quite sometime now.

One thing I noticed from using EACCREG is that every three (3) months it forced me to change my password without any encountered malicious activity. I believe its for the safety purposes for every taxpayer.

Since I am not good remembering passwords especially that you cannot repeat passwords that you already been used. I created a hard-copy or a fill up form wherein I can use it as reference of all my created passwords. Its really draining to create password and keep them be remembered.

Just like to share it to you how did I do it just in case my memory failed me.

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ESALES : Cannot enroll in advance (Application could not be completed)

Did you try to submit an enrollment for your ESALES in advance? Is your answer is YES.

 Unfortunately, your enrollment didn't go through and you encountered an error along the way saying "Application could not be completed. No registered machines and/or Machine Identification Number exists under TIN-Branch Code.

 Here's the simple answer to your problem. 

You cannot create an enrollment in advance for ESALES. Simply because you need a POS vendor/ provider to file your POS application if you wish to use a Point of Sale (POS) machine. Some part of the POS application requires to declare serial number, model, brand and lastly, SW license must be accredited by BIR.

Once the POS application has been approved. It will generate MIN (Machine Identification Number) and Permit number per POS machine which was found on your encounted error. All the information will automatically transmitted to ESALES which gives you a go-signal to create your ESALES account.

Yeah, they a due process for EACCREG and ESALES. that you need to finish them step by step. Step 1 is EACCREG.

With that note you need to visit BIR RDO, twice. First, for your EACCREG and POS application then your next visit is for your ESALES enrollment. Be sure you have all the possible documents/ requirements needed by your local RDO or else you will have another visit if you are incomplete.

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How important is a change address in BIR?

We all know that when you moved to a new location their are many things that we need to consider especially if you are in the business area. Take note that BIR is involve in every action we do.

Here are some pointers you may take a look at:

1. You need to advise BIR ahead of time before anything else through formal letter.

2. Consult your legal office or RDO if there will be any change of RDO code due to jurisdiction(s).

If YES, below are the things you need to accomplish before doing re-application
      a. Update your BIR Form 2303 or COR and monitor the changes in your EACCREG account.
      b. Process POS termination/cancellation/termination/decommission of your POS (that will under
          due to process and scheduling)    
      c. Send scanned copy of your cancelletion letter to your POS provided issued by your RDO for
          re-validation.
      d. Seek help with your POS provider to check if your new COR info is already align with
          EACCREG details
      f. So, pOS provider can start processing your new POS application under to your new RDO. 
      e. Once filed and approved, print and laminate your new POS permit and placed it besides your   
          POS machine.
      g. Coordinate to your POS provider to re-encode new BIR details to your Official Receipt (OR) info.

TIP: Always have a spare printed POS permit just case of damage or loss

If NO, your current POS permit is/are safe to use just request to RDO to update current POS permit to the new address. Coordinate to your POS provider to re-encode new address your Official Receipt (OR) info.


3. To avoid any penalty during tax mapping due to wrong info.







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BIR Procedure - POS/ CRM / SPM Permit Cancellation (Addt'l info)

The problem is that you cannot use the POS units after POS inspection/ cancellation by the BIR until new permits are applied for the POS units.

We have 2 options:

1. Request the BIR to add a suffix in the POS serial number so that the eAccreg system will accept the permit application. If we do this, the store can immediately use the POS machines after POS inspection/ cancellation by the BIR because ANSI can already configure the new BIR permits to the POS machines.
2. Request to BIR to cancel half of the POS machine and once we re-applied new permit for the POS machine, we schedule ANSI to install the new server and configure the new POS permit so that the store can use the POS machine.  Afterwards, we schedule the cancellation of the remaining POS and re-apply again new permit and schedule again ANSI to configure the remaining POS machine(s).

Please see section 4.1.5 of the attached BIR Revenue Memorandum Circular No. 72-2018 regarding adding a suffix to the serial number of the POS.

                      4.1.5 The supplier/provider and the taxpayer-user shall submit a consolidated  

                               Z-reading, e-Journal, back-end reports and other reports,such as but not 

                               limited to,  Void/Cancelled/Return/Refund and SC/PWDE Reports, 

                               whichever the applicable, from all machines subject to withdrawal from

                               use due to repair, upgrade, and modification, for reference, record 

                               purposes and data matchin with eSales Report which shall be attached

                               as a separate Annex, if applicable.

                          

 In order to authorize the simultaneous registration of the new accredited software or upgrade of software to be installed in the same machine with application for cancellation  of the old software, the taxpayer shall secure approval from the concerned LTS-Office/Division/LTDO/RDO to add a distinct prefix/suffix to the serial number of the sales machines to allow registration of the new software consisting of serial number of the machine followed by prefix/suffix.

Example: 123456789 into 123456789-A/123456789-1/123456789A

                              

Screenshot only:

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