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.
This is the setup step for BIR compliance. After you finish here, you can set up tax codes, apply special discounts, and view your BIR reports using the linked articles at the end of this guide.
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.
Notes:
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.
The confirmation email can take a short while to arrive. If you do not receive it, see the Troubleshooting section below before enabling the setting again.
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.
Notes:
Repeat steps 1 through 4 for each of your other stores.
You must set 'BIR Accredited' to 'Yes' for every store you want to appear in your BIR reports. The BIR Sales Summary only includes stores that have BIR enabled, so if a store or its register is missing from a BIR report, BIR is not enabled for that store. Set 'BIR Accredited' to 'Yes' for it.
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).
Can't see the 'Machine Identification Number' field?
The 'Machine Identification Number', 'Serial Number', and 'Permit to Use' fields only appear on the POS Register page after BIR Compliant Settings is enabled for your account and 'BIR Accredited' is set to 'Yes' for that store. If you don't see these fields, finish both sections above first, then come back to this step.
You do not need to activate the register on a device first. Enabling BIR is the only thing that makes these fields appear.
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).
Update Your Business Details After a Change
You can update the details that print on your receipts at any time. Changes save in BackOffice, then apply to your POS after your devices sync.
To edit your 'Company Name', 'TIN', or address:
1. In your BackOffice, go to 'Settings', then tap 'Stores'.
2. Select your store, then open the 'General' tab.
3. Update the field you need, then tap 'Save'.
Note: Editing these details in StoreHub updates only what prints on your receipts. Changing your TIN, moving to a new address, or switching from Non-VAT to VAT are BIR registration changes. For any of these, you must first cancel your current Permit to Use (PTU) with the BIR. StoreHub will then help you re-apply for a new PTU with your updated details. Once your new permit is issued, update your information in BackOffice to match.
If you are moving a BIR-registered register to a new iPad or setting up a new register, see How to Set Up Your StoreHub POS Register. Your saved details (MIN, Serial Number, and PTU) stay in BackOffice against the register — but because a BIR Permit to Use is tied to a specific device, moving to a new iPad requires a new PTU from the BIR. Contact StoreHub for help re-applying, then update the register's BIR details in BackOffice.
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', tap 'Stores', select your store, then 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', tap 'Stores', select your store, then open the 'General' tab to check your 'Company Name' and 'TIN'
2. Go to 'Settings', tap 'POS Registers', then select your register to check its 'Machine Identification Number', 'Serial Number', and 'Permit to Use'.
3. Make any necessary corrections and save. Sync your POS devices to apply changes. |
The 'Machine Identification Number' field is missing. | These fields appear only after BIR Compliant Settings is enabled for your account and 'BIR Accredited' is set to 'Yes' for the store.
Finish both setup sections above, then reopen 'Settings', tap 'POS Registers', and select your register. |
A store or register is missing from a BIR report. | Confirm BIR is enabled for that store: in BackOffice, go to 'Settings', tap 'Stores', select the store, then check that 'BIR Accredited' is set to 'Yes' in the 'BIR Settings' section. If it is already set to 'Yes' and the store is still missing, contact StoreHub Support. |
FAQs
1. Why do I need to download my reports before enabling BIR settings?
To keep a copy of your historical sales data. Enabling BIR compliance permanently removes historical data that is not BIR-compliant, and only your product list will remain. Download everything you need first.
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.
5. How do I edit the Company Name that shows on my receipt?
In BackOffice, go to 'Settings', tap 'Stores', select your store, then open the 'General' tab. Update the 'Company Name', tap 'Save', and sync your POS devices. If the change is tied to a TIN, address, or company change, complete the required BIR steps first.
6. I bought a new license. How do I add a new POS register, even on my own tablet?
Add and activate the register by following How to Set Up Your StoreHub POS Register. If the register will be used in the Philippines under BIR, enter its 'Machine Identification Number', 'Serial Number', and 'Permit to Use' as shown above. Each register needs its own BIR permit.
7. Where do I find cancelled or voided transactions?
Once BIR is enabled, voids and refunds are tracked with unique numbers (VOID# and REFUND#) and appear in your BIR reports. To review them, see How to View and Download BIR Reports. Remember: once a Z-Reading is closed, transactions in that report can no longer be cancelled.
8. How do I view or download my Z-Reading, Sales Summary, or e-Journal reports for a BIR audit?
You can view and download these reports from your POS and BackOffice. See How to View and Download BIR Reports and How to Understand Your Z-Reading Report.
Need Help?
Contact StoreHub Support via live chat in your StoreHub app or email [email protected].