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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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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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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What is an eSales?

What is eSales?

The Electronic Sales Reporting (eSales) system is a critical component of the Bureau of Internal Revenue's (BIR) efforts to modernize tax administration in the Philippines. It's an electronic system designed to simplify and streamline the process of enrolling and reporting gross monthly sales for taxpayers who use Customer Relationship Management (CRM) systems, Point of Sale (POS) machines, or any other similar devices.  Think of it as the BIR's digital platform for businesses to submit their sales data electronically.

eSales provides a convenient and efficient way for businesses to comply with their sales reporting obligations.  Instead of relying on manual, paper-based reporting, taxpayers can use eSales to transmit their sales data through various channels, including SMS, email, or the web. This not only saves time and resources for businesses but also improves the accuracy and efficiency of sales data collection for the BIR.

What exactly does eSales entail?

eSales is the process of reporting gross monthly sales for taxpayers who use Cash Register Machines (CRMs), Point of Sale (POS) systems, Other Sales Machines (OSMs), or any other similar devices.  It's important to understand that eSales isn't just about having a POS system; it's about reporting the sales data generated by that system to the BIR.  This reporting is done electronically through the eSales system via the various channels mentioned earlier (SMS, email, or web).

Why is eSales important?

• Compliance with BIR Regulations: eSales is often a required part of doing business in the Philippines, especially for businesses using POS systems or similar technologies.  It's the prescribed method for submitting sales data to the BIR, and failure to comply can result in penalties.
• Accurate Sales Reporting:  By automating the sales reporting process, eSales minimizes the risk of human error and ensures greater accuracy in the data submitted to the BIR.  This is beneficial for both taxpayers (accurate records) and the BIR (reliable data for tax administration).
• Efficient Data Submission: eSales offers a much more efficient way to submit sales data compared to traditional methods.  Businesses can transmit their data quickly and easily, without having to prepare and submit physical reports.
• Accessibility and Convenience: The ability to report sales data via SMS, email, or web provides flexibility and convenience for taxpayers.  They can choose the channel that best suits their needs and resources.
• Improved Tax Administration: For the BIR, eSales facilitates the collection and analysis of sales data, which helps improve tax administration and compliance.  The electronic format of the data makes it easier to process and analyze, leading to better insights and more effective tax enforcement.
• Modernization of Tax System: eSales is a key element in the BIR's ongoing efforts to modernize the Philippine tax system.  By embracing digital technologies, the BIR aims to make tax compliance easier and more efficient for both taxpayers and the government.

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

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