Understanding Your COR: When to Contact the RDO

Encountering problems with your Certificate of Registration (COR) can be a stressful experience, especially when you're unsure of how to resolve them.  It's important to understand that while your POS provider is a valuable partner in many aspects of your business operations, there are certain COR-related issues they simply cannot address.  These are typically related to information that is automatically populated on your COR and originates directly from the Bureau of Internal Revenue (BIR) database.  Because your POS provider doesn't have access to modify this underlying data, your only recourse is to contact your issuing Revenue District Office (RDO) directly and report the problem as soon as possible.

Here's a breakdown of the specific COR items that your POS provider cannot change and require direct RDO intervention:

 Revenue District Office (RDO) that issued your COR is automatically populated and cannot be altered by your POS provider.  Any discrepancies or errors in this field must be addressed with the RDO.

TIN of Company. Your Tax Identification Number (TIN) is a unique identifier assigned by the BIR.  It's automatically populated on your COR and is beyond the scope of your POS provider's access.  Any issues with your TIN should be reported to the RDO.

 Registered Name. The official, registered name of your business is also automatically populated and cannot be changed by your POS provider.  Corrections or updates to your registered name must be handled through the RDO.

 Business Address. Your registered business address is another field that is automatically populated on your COR.  Your POS provider has no control over this information.  If your business address has changed or is incorrect on your COR, you need to contact the RDO to update it.

Line of Business. The line of business you declared during registration is automatically populated on your COR.  Your POS provider cannot modify this.  If you need to update or correct your line of business, you must coordinate directly with the RDO.

 Business Name. While you may use a trade name different from your registered name, the official business name on your COR is automatically populated from the BIR's records. Your POS provider cannot change this.  Any discrepancies should be reported to the RDO.

Because these data points are directly linked to your BIR registration, only the RDO can make the necessary corrections or updates.  Attempting to resolve these issues through your POS provider will likely be unproductive, as they lack the necessary access. 

Therefore, it's crucial to contact your issuing RDO immediately when you encounter any problems with these automatically populated fields on your COR.  Prompt action will help prevent further complications and ensure your COR accurately reflects your business information.

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How to Print Your Permit to Use (PTU) Sales Machine on the BIR EACCREG Portal

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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 discussed in different post. 

Recommended Web Browser: Mozilla Firefox

Step-by-Step Procedures to Print Your Permit To Use (PTU) Sales Machine:

1.    Access the EACCREG website

• Open your web browser (Mozilla Firefox recommended)
• Go to https://eaccreg.bir.gov.ph

2.    Login to Your Account

• Enter your approved (RDO) username
• Enter your password
• Click login

3.    Navigate to PTU Registration

• Select "Register for Permit to Use"
• Choose "List of Registrations for Permit to Use

4.    Search for your PTU Transaction number as your Primary Key

• Open your PDF ( Application for Registration of Sales Machines) from your POS provider
• Carefully copy the EXACT transaction number
• Paste the transaction number in the " Transaction Number" field
• Go to " Status" and select "ALL" Approved fo Printing
• In "Date of Application", enter the date when it was applied by your POS provider
• Select the Month/Year then click Search.
• Verify the result must be same transaction number

5.    Generate and Print Your PTU

• Click the transaction number found in the result section
• New window will open, click "Generate to Use"
• Scroll down and look for " Close Print"
• Select the "PRINT" button
• Choose to either:
• Directly print the PTU 
• Or, Save the PDF first then print (highly recommended)

Pro Tips

• Always double-check your transaction number before searching
• Use Mozilla Firefox for best compatibility
• Ensure a stable internet connection
• Save a digital copy (PDF) of your PTU for your records
• Keep your login credentials secure (Start to present)

Troubleshooting

- If no results appear, verify:

• Transaction number is correct
• Date of application is accurate
• You're logged into the correct account
• Contact BIR support if you encounter persistent issues.

Important Considerations

Procedures are specific to the BIR EACCREG portal

Guidelines may change, so always check the latest information

Maintain accurate records of your PTU documentation

Disclaimer

Procedures are accurate as of the publication date

Always refer to official BIR guidelines

Consult with a text professional for specific inquiries 

 

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EACCREG : Cannot Print Permit To Use (PTU) as of May 20, 2022

A friend of mine is asking for my help if I can try to print their Permit To Use (PTU). They are having trouble printing it. I asked for his credentials username and password and I tried it myself. If I will encounter the same error that he did. 

 Below is my action taken or how to print a PTU just in case you're a beginner. 

1. Encode Transaction Number
2. Select Status - All
3. Encode the Date Application range
4. Then, click Search
5. Click Generate Permit to Use link
6. Then, scroll down to he very bottom then select Print button.
7. A pop message will prompt saying Verification Message " Are you sure you want to continue?
8. I select YES. 

I tried it several times but no response. I'm supposedly go to another page whereI can see the PTU and selection like Print and Save as PDF.

I believe BIR is currently doing something on their portal an upgrade maybe. I hope they can resolve it the soonest.

FYI: We have more latest update on printing PTU. 

My latest post: https://kennstop.blogspot.com/2022/07/how-to-print-permit-to-use-ptu-in-your.html

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

Have you tried to submit an enrollment for your ESALES in advance? 

If your answer is yes, you might have encountered an error message: "Application could not be completed. No registered machines and/or Machine Identification Number exists under TIN-Branch Code."  This error can be frustrating, but the solution is simpler than you might think.

You can't create an ESALES enrollment in advance.  The reason for this is that the ESALES system requires information tied to your Point of Sale (POS) machine, specifically a Machine Identification Number (MIN).  This MIN isn't generated until after your POS application has been approved by the Bureau of Internal Revenue (BIR).  Think of it like trying to register a car before it's even been built – the necessary information just isn't available yet.

The process involves a crucial step handled by your POS vendor or provider. They are the ones who file the POS application with the BIR.  This application requires detailed information about your POS machine, including the serial number, model, brand, and the Software (SW) license, which must be accredited by the BIR.  This ensures that the machine meets the necessary standards and regulations.

Once the BIR approves the POS application, they generate the MIN and a permit number for each POS machine.  This is the information you were missing when you tried to enroll in ESALES prematurely.  This crucial data is then automatically transmitted to the ESALES system, signaling that you're now eligible to create your account.

Essentially, there's a required sequence: EACCREG (Electronic Application for Registration) must be completed before ESALES enrollment.  This is a two-step process that often requires two separate visits to your local Revenue District Office (RDO).  Your first visit will be for your EACCREG and POS application submission.  Your second visit, after the POS application is approved and you have your MIN, will be for your ESALES enrollment.

Therefore, planning is key.  Before your initial visit to the RDO, ensure you have all the necessary documents and requirements.  Double-checking with your local RDO beforehand can save you a potentially frustrating return trip.  Missing even one document can cause delays and require another visit, extending the entire process.  Being prepared will streamline the procedure and get you up and running with ESALES as quickly as possible.

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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 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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Adding Branches in eAccReg: A Step-by-Step Guide

Passwords are essential for accessing your Electronic Accreditation and Registration (eAccReg) account, which you need to print your Permit to Use (PTU) for your Point of Sale (POS) machines.  However, managing passwords can become incredibly complex, especially if your business has multiple branches.  Imagine having to create and remember individual EACCREG accounts for each branch, starting from branch code 000 up to 100, and potentially even more! That's a lot of accounts and an overwhelming number of passwords to keep track of.

Compounding this issue is the BIR's requirement to change your EACCREG password every three months. While this security measure is important, remembering a unique password for each branch, from 000 to 100 (or beyond), in addition to your personal passwords, can be incredibly stressful and tedious.  It's simply not practical or realistic to memorize so many different combinations

Fortunately, there's good news! eAccReg is designed to handle multiple branches under a single account.  You can add branch codes from 000 all the way up to 99999 using just one eAccReg account. This single account is tied to your 12-digit Tax Identification Number (TIN), formatted as 123-456-789-00000.  This significantly simplifies password management and reduces the administrative burden.

Here's a step-by-step guide on how to add a branch to your existing eAccReg account:

STEP 1: Start with Branch 000: You must already have an EACCREG account established for branch code 000. This serves as your primary account.

STEP 2: Access Account Settings: Log in to your EACCREG account for branch 000. Navigate to the account settings section.  You'll likely find the "Add Branch" option in the lower portion of this page. 

STEP 3: Select "Add Branch": Click on the "Add Branch" button to initiate the process of adding a new branch.

 STEP 4: Fill in Branch Information:  You'll be prompted to fill in the required information for the new branch. This information must match exactly what is on the branch's Certificate of Registration (COR/BIR Form 2303), including any spaces between letters or characters.  This step is case-sensitive, so pay close attention to detail.  If you encounter any errors during this step, consult your Revenue District Office (RDO) for assistance.  Double-check everything!

STEP 5: Submit the Information: Click the "Submit" button after carefully reviewing the entered information.

STEP 6: Confirm the Action: A confirmation prompt will appear. Click "YES" to proceed with adding the branch.

STEP 7: Note the Transaction Number: After submitting, take note of the transaction number. This will be useful for tracking the status of your branch addition request.

STEP 8: Click "Done": Click the "Done" button to complete the initial online portion of the process.

STEP 9: The End

CRUCIAL NEXT STEP RDO Coordination:  Adding a branch online is just the first step. You must coordinate with your RDO to complete the process.  They will inform you about the specific requirements and documents you need to submit for their approval.  Failure to submit these requirements within the specified timeframe may result in your application being forfeited.  

Contact your RDO as soon as possible after submitting the online request to ensure you have all the necessary information and can provide the required documents promptly. 

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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RDO 034 : Cancellation of Permit To Use CRM/POS

Revenue District Office No. 34: Paco - Pandacan - Sta. Ana - San Andres

Office Address: 
BIR Regional Office Building 2 Benlife Building
Solana cor Beaterio Street Intramuros, Manila


Cancellation of Permit To Use CRM/POS and other similar sales machines

1. BIR Form 1905 - Application Form
2. Letter Request - stating the purpose
3. Surrender Original Permit
4. Sticker or Decal
5. Accumulated Grand Total Sales - Tape
6. Last Official Receipt (OR) issued
7. Payment Form (0605 - Registration Fee) Photocopy
8. BIR Form 2303 or Certificate of Registration (COR) Photocopy
9. Cash Register Sales Book

NOTE: Accumulated Total Sales - Tape should be balance with the entry in your cash register sales book.

Once all the requirements are already been collected and verified by your local RDO. They will release a letter stating that your POS machines has already been cancelled on their system. Taxpayer can use the POS machine on their other branch.

Sample of the letter that I am talking about..

Updated as of March 5, 2010


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