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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Sample of Cancellation Letter Issued by BIR RDO

Doing business in the Philippines involves navigating certain requirements set by the Bureau of Internal Revenue (BIR).  One crucial aspect is the use of a Point of Sale (POS) system, which necessitates partnering with a POS vendor or supplier. These vendors play a vital role in setting up and customizing your POS system to meet your specific business needs.  They can create tailored order punching systems or provide specialized software designed for efficient order taking. POS machines significantly streamline the cashier's workflow, simplifying order processing and even facilitating upselling to customers, ultimately contributing to a smoother and more profitable business operation.

While POS suppliers/vendors are responsible for the initial registration of your POS machines with the BIR, the responsibility shifts to the taxpayer when business operations cease or the need for a particular POS machine ends. In such cases, the taxpayer is solely responsible for the cancellation, decommissioning, or retirement of their POS machines. This process involves coordinating directly with the local Revenue District Office (RDO) to schedule the cancellation.  It's essential to communicate the scheduled date to your POS supplier/vendor, as their support and assistance are crucial throughout the cancellation process.  They can provide technical guidance and ensure the process goes smoothly.

Be prepared for a potential wait time.  According to sources, scheduling a POS machine cancellation with your local RDO can take upwards of 30 days. This extended timeframe is often due to the high volume of establishments undergoing similar procedures.  The RDO handles numerous requests, and processing them efficiently takes time.  Therefore, it's advisable to initiate the cancellation process well in advance of your planned business closure or POS machine retirement to avoid any unnecessary delays.

Once the POS machine(s) are successfully cancelled in the BIR's Electronic Accreditation and Registration (EACCREG) portal, the taxpayer will receive an official cancellation letter. This letter serves as proof of the cancellation and should be kept for your records.  This documentation is essential for compliance and may be required for future BIR transactions.  Having a copy readily available can prevent complications and ensure a smoother interaction with the BIR.  

Here's a sample of the cancellation letter that will be issued to the taxpayer:  

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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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TIN # is not yet available in EACCREG portal?

One of the most common frustrations encountered when dealing with the Bureau of Internal Revenue's (BIR) Electronic Accreditation and Registration (EACCREG) portal is the message: "TIN # not yet available." This can halt your progress in securing your Permit to Use (PTU) for your POS machines. So, what causes this issue, and what can you do about it? Let's explore the possible scenarios and solutions.

When you see the "TIN # not yet available" message, several factors could be at play. It's not simply a matter of logging in and expecting your TIN to be there. The process involves data synchronization between different BIR systems, and any hiccup along the way can cause delays. Here are some key questions and scenarios to consider:

1.  COR Release Date and Time: When was your Certificate of Registration (COR) issued? Knowing the exact date, and even whether it was released in the AM or PM batch, is crucial. For example, knowing your COR was released on Friday, May 3, 2019, helps narrow down the possibilities.
2. BIR Processing Timeline: The BIR follows a specific timeline for processing and updating TIN information. This timeline typically involves working days, so weekends and holidays will naturally cause delays. Keep in mind that the BIR, like any organization, has a certain processing time.
3. No Operation during Weekends and Holidays: As mentioned above, the BIR does not operate on weekends and holidays. If your COR was released on a Friday, for example, the TIN might not be available in the EACCREG system until the following Monday at the earliest.
4.  System Issues/Data Failures: Technical issues, such as data failures or system downtime, can occur. You might recall the extended EACCREG downtime in January 2019, which caused significant disruptions. While less frequent, these issues can still happen and are unfortunately outside your control.
5. BIR Internet Connectivity: Problems with the BIR's internet connection can also impact data updates. If their systems are experiencing connectivity issues, updates to the EACCREG portal might be delayed.
6. The Old Process (for reference): An email response to a client provides some insight into the previous process. It mentioned:

"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 period (around January 2019). It's highly likely they have made adjustments to their system since then. While this information provides a general understanding of the backend processes involved, do not rely on the 3-day timeframe as current. The actual processing time may be shorter or longer.

What to Do:

The best course of action when encountering the "TIN # not yet available" message is to contact your Revenue District Office (RDO) directly. They are the most reliable source of information regarding the status of your TIN in the EACCREG system. Be prepared to provide your COR details (date and time of release) when you contact them. They can check the system on their end and provide the most accurate update on when your TIN will be available. Don't hesitate to follow up if you don't hear back within a reasonable timeframe. Consistent communication with your RDO is key to resolving this issue efficiently.

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EACCREG : Business Name is not registered with TIN-Branch Code

Things your should know if your POS provider encounter this kind of error:

" Business Name is not registered with TIN-Branch Code " 

1. Possible your COR was just recently uploaded in BIR Central Data (give at least a week

2. Possible the cycle of upload is not yet complete, you may try again later.

3. Possible POS provider encode it incorrectly. Double check their encode

4. Dot or Period or Comma are symbol almost invisible in COR so double check this portion

5. Possible the business name has been updated/modified/rectified.

SOLUTION:

If problem are still being encountered after 7 working days (assuming). Report to your respective RDO. Don't forget to take note the ticket number or trouble ticket or reference number or whatever they call it so you know for future references. Follow up RDO religiously and ask your POS provider to try it 2-3 times a day to check if the they can process and finish the POS application.

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What is an eAccReg?

What is eAccReg?

The Electronic Accreditation and Registration (eAccReg) system is a crucial online platform provided by the Bureau of Internal Revenue (BIR) in the Philippines. It streamlines the process of accrediting, registering, and issuing permits for the use of sales machines and sales receipting system software.  Think of it as the digital gateway for businesses to comply with BIR regulations regarding their Point of Sale (POS) systems and other machines that generate receipts or invoices.  Essentially, eAccReg modernizes and simplifies what used to be a more cumbersome, manual process.

eAccReg serves as the online hub for the accreditation, registration, and use of Customer Relationship Management (CRM) and POS machines, as well as other business machines that generate receipts or invoices.  This includes everything from traditional POS machines used in retail stores to specialized software used for order taking and inventory management.  By moving this process online, the BIR aims to make it more efficient and accessible for taxpayers.

What's the purpose of having an eAccReg account?

Having an eAccReg account is not just a good idea; it's often a requirement.  Here's a breakdown of the key purposes and benefits:

• Mandatory for RDOs (and often for taxpayers): While the phrasing "mandatory to all local RDO to have such account" might be slightly unclear, it points to a key fact: RDOs use the eAccReg system to manage and process POS permit applications.  Increasingly, taxpayers are also required to use the eAccReg system to initiate and manage their POS-related transactions.  This is a move towards a more digital and streamlined system.
• Convenient Access: One of the biggest advantages of eAccReg is accessibility.  You can access your account anytime, anywhere, as long as you have an internet connection.  This eliminates the need to visit the RDO in person for many routine tasks, saving you valuable time and effort.
• Print Permits Anywhere:  Need a copy of your Permit to Use (PTU)?  With eAccReg, you can print it yourself – at home, in your office, at a café, or even at the RDO's e-lounge if you need assistance.  This on-demand access to your PTU is incredibly convenient and eliminates the need to request copies from the RDO.
• No More Queues: Perhaps the most appreciated benefit is the elimination of long queues at the RDO.  eAccReg allows you to complete many processes online, avoiding the frustration of waiting in line for hours.  This frees up your time to focus on running your business.
• Improved Record Keeping:  eAccReg provides a centralized, digital record of your POS machine registrations, permits, and other related information.  This makes it easier to manage your compliance requirements and access important documents when needed.
• Faster Processing:  In many cases, online transactions through eAccReg are processed faster than manual, paper-based transactions.  This can expedite the process of getting your POS system approved and operational.
• Reduced Paperwork:  By moving to a digital platform, eAccReg helps reduce the amount of physical paperwork involved in POS registration and permitting.  This is not only more environmentally friendly but also simplifies record keeping for businesses.

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 February 2, 2025

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EACCREG: Sample Reasons - Permit to Use Denied

Below are the collected sample of reasons why BIR RDO or LTAD rejected POS application filed by your POS or Software provider:

Updated as of May 10, 2019

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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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