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. 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. Too many account right?! and Too may password to remember.

Did you know that every 3 months you are required to change your password whethere you like it or not? I have nothing against with that process but remembering the password from 000 to 100? There's no way you can remember them all and what about your personal password?

GOOD NEWS!! EACCREG is capable to add branch code from 000 up to 999 ONLY 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. Click Add Branch
4. Fill up the info - 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 your 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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