Who is this for?
StoreHub merchants in the Philippines who need to set up their Point-of-Sale (POS) system and BackOffice to comply with Bureau of Internal Revenue (BIR) regulations.
Overview
This guide shows you how to enable BIR-compliant settings for your StoreHub account and individual stores. You'll also learn how to configure essential receipt information like your Company Name, Tax Identification Number (TIN), Machine Identification Number (MIN), and Serial Number, which are required by BIR. This ensures your sales records meet legal requirements, including the latest BIR accreditation standards.
What changes when you enable BIR Compliance?
Audit Trail: Your system will start tracking unique sequential numbers for Sales (SI#), Voids (VOID#), and Refunds (REFUND#).
Data Reset: Enabling this setting will permanently remove historical data that is not BIR-compliant. Only your product list will remain.
Please Note:
Enabling BIR Compliant Settings may take up to 1 hour to complete.
StoreHub POS cannot issue e-VAT documents nor integrate directly with the e-VAT system. Businesses requiring e-VAT functionalities may need third-party solutions.
Once a Z-Reading is closed, transactions included in that report cannot be cancelled.
Before You Begin
Make sure you have:
Access to your BackOffice.
Your official Company Name and Tax Identification Number (TIN).
Your BIR-issued Machine Identification Number (MIN), Serial Number, and Permit to Use (PTU) for each POS register.
Important Note:
It is highly recommended that you download all your existing reports and transaction data from your BackOffice before enabling BIR settings. Enabling BIR will permanently remove historical transaction data from your BackOffice to ensure a clean "audit start" for sequential numbering. Only your product list will remain.
If you are enabling BIR settings for a store that is already active, you must deactivate your POS register before proceeding. Learn how to in this article.
Step-by-Step Guide
Enable BIR Compliant Settings for Your Account
This is the first step to activate BIR compliance across your StoreHub account.
1. In your BackOffice, go to 'Settings'.
2. On the 'Account Settings' page, scroll down to the 'Danger Zone' section.
3. Find 'Enable BIR Compliant Settings' and tap 'Enable'.
4. After tapping 'Enable', a confirmation email will be sent to your registered email address. Follow the instructions in this email to complete the activation.
Note:
If you have multiple stores and all are already BIR-compliant, the option to 'Select a store to enable BIR Compliant Setting' will be disabled.
Enable BIR Settings for Multiple Stores
If you manage multiple stores and need to enable BIR compliance for them individually:
1. In your BackOffice, go to 'Settings', then tap 'Stores'.
2. You will see a list of your stores. Tap on the name of the store you want to modify.
3. Scroll down to find the 'BIR Settings' section.
4. Set 'BIR Accredited' to 'Yes' under the appropriate 'Industry Type' (e.g., 'Retail' or 'F&B'). This ensures the correct BIR rules are applied to your store's operations.
Note:
Repeat steps 1 through 4 for each of your other stores.
Configure Receipt Information for BIR Compliance
To ensure your printed receipts display the required BIR details:
1. From your BackOffice, go to 'Settings', then tap 'Stores'. Select your store, and then go to the 'General' tab.
2. Enter your 'Company Name' and 'TIN' (Tax Identification Number). If your business is VAT-registered, make sure to select 'Yes' in the 'VAT Registered' field.
3. Next, go to 'Settings', then tap 'POS Registers'. Select each register you use and enter its 'Machine Identification Number' (MIN), 'Serial Number', and 'Permit to Use' (PTU).
Notes:
What are these?
MIN (Machine Identification Number): A unique 12-digit number issued by the BIR to identify your specific POS machine.
Serial Number (SN): The manufacturer's unique ID found on the back or bottom of your physical POS device.
Permit to Use (PTU): The official authorization document/number from the BIR allowing you to use this POS for sales.
Where to find them?
You can find all three of these details on the BIR Sticker/Decal attached to your POS machine or on your official Permit to Use document displayed in your store.
4. Once these details are saved, your printed receipts will automatically display this BIR-required information. Always ensure your store and register information is accurate and up-to-date.
Note:
The Accreditation Number on your receipt is dynamic. The system will automatically update and display the correct StoreHub accreditation number based on the 'Date Issued' of your Permit to Use (PTU).
Troubleshooting
Issue | Solution |
Confirmation email for BIR settings not received. | 1. Check your email's spam or junk folder.
2. In BackOffice, go to 'Settings' > 'Stores', select your store, and tap 'Resend Confirmation Email' in the 'BIR Settings' section.
3. If it still doesn't arrive, disable and then re-enable the BIR compliance setting to trigger a new email. |
Incorrect BIR details appear on receipts. | 1. In BackOffice, go to 'Settings' > 'Stores' > [Your Store Name] > 'General' tab to verify 'Company Name' and 'TIN'.
2. Go to 'Settings' > 'POS Registers' > [Your Register Name] to verify 'Machine Identification Number', 'Serial Number', and 'Permit to Use'.
3. Make any necessary corrections and save. Sync your POS devices to apply changes. |
FAQs
1. Why do I need to download my reports before enabling BIR settings?
To ensure you retain a copy of your historical sales data. Enabling BIR compliance will reformat your reporting system, and non-BIR compliant historical data may be permanently removed or become inaccessible in its original format.
2. What is a TIN, MIN, and Serial Number?
These are unique identification numbers required by the BIR for tax and compliance purposes. 'TIN' is your business's Tax Identification Number, 'MIN' is the Machine Identification Number for your POS device, and 'Serial Number' is the unique serial number of your POS device.
3. Can I enable BIR settings for only some of my stores?
Yes, you can enable BIR compliance for individual stores through the 'Store Settings' section in your BackOffice.
4. Why is my register showing a different accreditation number (Accr.#) on the receipt?
StoreHub has a new accreditation number. The system automatically displays the correct number on your receipts based on the 'Date Issued' on your Permit to Use (PTU) to ensure compliance with the latest BIR rules.
Need Help?
Contact StoreHub Support via live chat in your StoreHub app or email [email protected].
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