BackOffice: Bureau of Internal Revenue (BIR) - Philippines Only

Introduction

This article is exclusively for our customers in the Philippines.
Once your business is BIR accredited, you can now enable BIR-compliant settings for your store!

In this article, we will cover:

1. BackOffice
   
   1a) Enable BIR
   1b) Receipt Information
   1c) Reports
   1d) Retail - Select products to be SC/PWD discount eligible

2. POS Register
   
   2a) Print Z-Reading report
   2b) Print X-Reading report
   2c) View POS Monthly report
   2d) View POS Daily report
   2e) Apply Senior Citizen (SC) discount and Person With Disability (PWD) discount
   
   i) F&B
   ii) Retail

3. BIR Receipt and Non-BIR Receipt

 

1a) Enable BIR

You can choose to enable BIR for specific stores on your account to be in compliance with BIR’s required specifications.

IMPORTANT: Enabling BIR will permanently remove all transactions and reports from the selected store. Your products will remain in your BackOffice, but all your reports and transactions will be gone, so we recommend you download them first before continuing.

To enable BIR:

Step 1.
Go to the BackOffice > Settings > Account > Danger Zone area.

Step 2.
Click Enable; there is an option to select which stores to enable BIR and its industry.

Step 3.
Once selected, a confirmation email will be sent to you. If you are enabling BIR during store creation, it will automatically be applied and you won’t receive a confirmation email.

Step 4.
Follow the instructions on the email to confirm. Enabling BIR Compliant Settings will take around 1 hour and a confirmation email will be sent when it’s completed.

Before enabling, please ensure that your latest sales data on the iPad is synced. Do not perform new transactions, because those new transactions will not be saved.

All transactions from the selected store will be exported and emailed to you for your confirmation. You will be allowed to download and review the file before confirming. Once you confirm, only then will the transactions from the selected store be removed.

The BIR Compliant Settings will only be enabled once the email is confirmed.

Once the setting is enabled, the transaction numbers will be reset.

NOTE:

• All registers associated with the selected store must be deactivated before confirming, and reactivation of registers can only be done after confirming.
• No register with versions below the BIR-supported version can be activated after Enabling BIR is confirmed.
• Once a Z-Reading is closed, all transactions cannot be canceled.
  

Once your store is enabled with BIR settings, here are some of the new features you’ll see:

1b) Receipt Information

You can now specify your MIN and Serial Number and have them show up on the receipts when printed.

How to update store information:

Step 1.
From the BackOffice, go to Settings > Stores > select your store > General > and specify your Company Name and TIN.

Step 2.
If you are VAT-registered, be sure to select Yes at the VAT Registered field.



Go to Settings > iPad Registers > select your register > and insert your MIN, Serial # and PTU.



Printed receipts will now display your details, so make sure that your store and register information is accurate.

 

1c) Z-Reading Report

In the BackOffice > Reports, we have the POS Report AND Z-Reading available for download via CSV.

The POS Report allows you to select the POS Daily and/or POS Monthly Reports. Choose the Register assigned and the date and press Download POS Report:

For the Z-Reading section, you can see the Z-Readings right from your BackOffice!

1d) Retail - Selecting products to be SC/PWD discount eligible

As there are only a few kinds of basic necessities and prime commodities that are eligible for SC/PWD discounts, you can easily assign the discount to relevant products in the BackOffice.

Option 1

Step 1.
Go to the BackOffice > Products > Manage Products.

Step 2.
Scroll to the most right end of the table and check the boxes for products you wish to assign the discount for.

Option 2

The setting is also available in the Add/Edit Product page, at the 'BIR' section.

Note: Set and Remove SC/PWD feature cannot be done for child products as they will inherit their parent product's setting by default.

 

2a) Z-Reading Report

Also known as an End of Day report, it gives you an overview of the entire shift from when you started the shift until the end. You can run a Z-report when you want the final balance in your cash drawer. It also resets your cash drawer amount to PHP 0.00 so that you start afresh whenever you run this report. You need to ensure the shift is already closed before proceeding with the Z-Reading report.

How to print a Z-Reading report:

Step 1.
Go to the StoreHub app > Menu > Shift Report.

Step 2.
Select the shortcut menu (...)  on the top right of the shift report page.

Step 3.
Select the Close Z-Reading button.

Step 4.
Use the Print Z-Reading button to print the last closed Z-Reading.

When you press 'Print Z-Reading', you can select a date you'd like so that you can reprint that day's Z-Reading:

2b) X-Reading Report

Also known as a Mid Shift or Mid-Day report, it gives you an overview of the shift from when you started the shift until the point you decide to run the X-Reading report. The X-report is cumulative, and never resets (unlike the Z-report). Therefore, if you do not close the shift, the data will continue to build every day.

How to print an X-Reading report:

Step 1.
Go to the StoreHub app > Menu > Shift Report.

Step 2.
Select the shortcut menu (...)  on the top right of the shift report page.

Step 3.
Select the Print X-Reading button. 

2c) POS Monthly Report

All business owners are required to submit a monthly sales report to BIR.

How to print a POS Monthly Report:

Step 1.
Go to the StoreHub app > Menu > Shift Report.

Step 2.
Select the shortcut menu (...)  on the top right of the shift report page.

Step 3.
Select the POS Monthly Report Button.

Step 4.
Select the starting date of the month > press Confirm.

2d) POS Daily Report

Business owners are also required to submit a daily sales report to BIR.

How to print a POS Daily Report

Step 1.
Go to the StoreHub app > Menu > Shift Report.

Step 2.
Select the shortcut menu (...)  on the top right of the shift report page.

Step 3.
Select the POS Daily Report Button.

Step 4.
Select the date today > press Confirm.

 

 

2e) Apply SC/PWD Discount

i) F&B

The Bureau of Internal Revenue (BIR) has issued the rules implementing the tax perks to be enjoyed by senior citizens (SCs) and persons with disabilities (PWDs), including their exemption from the 12-percent value-added tax (VAT). This means, there's an additional 20-percent discount from certain retail products and services.

How to use the SC/PWD Discount

Step 1.
On the iPad Register, tap the shortcut menu icon (...)

Step 2.
Select SC’s/PWD’s Discount (SC stands for ‘Senior Citizen’. PWD stands for ‘Persons with Disabilities’).

Step 3.
A window will appear. Enter the total number of customers in the group when the Total Customers button is selected (remember to also include the number of SC and PWD customers in this total).

Step 4.
Next, key in how many ‘Senior Citizens’ and how many ‘Persons with Disabilities’ there are in that group by tapping on the Senior Citizens and Person with Disability buttons.

Step 5.
Once that is done, the person receiving the discount needs to fill in their details on the printed receipt.

ii) Retail 

There is no tax exemption for SC/PWD citizens and the discount of 5-percent is only for a selected range of commodities, with the requirement of having at least 4 different products within a single transaction.

The steps to trigger SC/PWD discount for retail are the same as F&B, except for Step 3: You would only need to include 1 SC or PWD in the window.
  

3. BIR Receipt and Non-BIR Receipt

Here are examples of a Non-BIR Receipt and an Official BIR Receipt: