All POS cancellation documents will be coming from the store.
The Z-Reading is the last terminal report of the POS units for permit cancellation.
BIR Procedure - POS/ CRM / SPM Permit Cancellation Application
STEP 1. Submit a letter to your local BIR RDO requesting for the cancellation of the permit of the POS units.
Please indicate the following in the letter:
1.1 Reason for cancellation;
1.2 POS Permit Number;
1.3 POS Machine Identification Number, if any;
1.4 Machine Accreditation Number, if any;
1.5 Type of Machine(s)
a. (POS/ CRM (Cash Register Machine)
b. SPM (Special Purpose Machine e.g PDA, Server Consolidator, Tablet, Order
Taker(OTK, Workstation, Kitchen Display System (KDS), Station Order Display (SOD);
1.6 Machine Brand and/ or Model;
1.7 Software Name and/ or version - WINVQP version 8 or 9 ; and
1.8 POS/ CRM/ SPM Serial Number.
Note: You can get the above information from the store's POS permit.
STEP 2. Submit a letter to your local BIR RDO requesting for the cancellation of the permit of the POS units.HAND-CARRY the letter to your local BIR-RDO.
2.1 Get the name of the BIR representative receiving the letter.
Note: BIR assistant logs all requests received from the store. Get the name of the BIR personnel who will handle your request
2.2 Talk to the designated BIR personnel assigned to the store and request for a schedule for POS inspection
Note: Per BIR Revenue Memorandum Circular No. 19-2009, POS/ CRM/ SPM inspection will be within five (5) working days from the receipt of the letter/ written.
2.3 For POS cancellation: Once you have the schedule, call your POS provider to allot engineer for POS resetting at least 3 working days prior to the schedule of the BIR (if POS provider will be required by BIR RDO)
Note: Make sure to get the helpdesk reference number for this request and documents this via email addressed to the following recipients: POS Provider, Client/Taxpayer side, Project Manager if any or any recipients you wish to include for your personal documentation purposes.
BIR INSPECTION TIME
STEP 3. Per BIR regulation No. 11-2004, the store needs to provide roundtrip transportation to the BIR personnel who will inspect the POS units.
The BIR personnel will inspect the POS unit(s) and get the following documents:
3.1 Last POS Terminal Reading/ Report;
3.2 Zero Reading- taken after resetting of the POS units by the Sweda/ ANSI engineer;
3.3 Photocopy of the first and last page of the BIR notebooks;
Note: Make sure all entries are complete. BIR penalty Php25,000.00 per POS
3.4 Copy of the POS BIR permit.
3.5 Decal stickers
3.6 Reprint copy of Last Official Receipt (OR) issued to the customer
4. The BIR personnel will then make a report regarding the inspection together with the Cancellation Approval letter and have it approved
by the BIR Chief.
5. Get the POS Permit Cancellation Certificate and
FILE the document. You will need this during BIR Tax Mapping and Corporate Audit.
Updated as of May 2, 2019 
