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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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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How to add branch on EACCREG?

Password is very important in order to access your EACCREG account for you to print your POS permit to use (PTU). 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 and so on. Too many account right?! and Too may password to remember.

On top that did you know that every 3 months you are required to change your password whether you like it or not? I have nothing against with that process but remembering the password from 000 to 100? That’s stressful and tedious. There's no way you can remember them all and what about your personal password as well?

GOOD NEWS!! EACCREG is capable to add branch code from 000 up to 99999 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. Then, select Add Branch
4. Fill up the info as required - 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 you 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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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 May 14, 2019
Updated as of March 5, 2010


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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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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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RDO 026 : Cancellation of Permit To Use CRM/POS

Revenue District Office No. 26 - Malabon City/Navotas City

Office Address: 
2nd and 3rd Flrs. Aglipay Building, Blk 9,
Lot 6. C-4 Road, Brgy. Longos, Malabon City


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

1. Letter request for cancellation of "Permit to Use" CRM/POS/SPM and other sales machines within fifteen (15) days from the date the machine was last used/withdrawn from use stating the reasons for cancellation and other necessary information such as but not limited to the following based on RMC 19-2009

a. Permit Number
b. Machine Identification Number (MIN), if any;
c. Machine Accreditation Number, if any;
d. Type of Machine;
e. Machine brand and/or model
f. Software name/or version; and
g. Serial number

2. BIR Form 1905 - 2 copies
3. BIR Form 2303 - (Photocopy)
4. esales Report based on RMO 12-2012 * www.bir.gov.ph
5. BIR Form 0506 - latest registration fee


Updated as of March 16, 2018

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