Details Required on a Sales Invoice

In the Philippines, a BIR-approved sales invoice must contain specific details to ensure compliance with the Bureau of Internal Revenue (BIR) regulations. Below is a comprehensive guide on the mandatory and recommended information to include on a sales invoice.

Mandatory Details

1. Taxpayer's Registered Name
   • The official name of the business as registered with the BIR.
2. Taxpayer's Business Name/Style
   • The trade name or business name used by the taxpayer, if different from the registered name.
3. Statement of VAT or Non-VAT Registration
   • Indicate whether the taxpayer is VAT-registered or Non-VAT registered. This should be followed by the Taxpayer Identification Number (TIN) and the 4-digit branch code.
4. Business Address
   • The address where the business is registered and operates.
5. Date of Transaction
   • The specific date when the transaction occurred.
6. Serial Number of the Sales Invoice
   • A unique serial number for the invoice, clearly printed.
7. Buyer’s Details
   • Name, address, and TIN of the buyer (if available). If the buyer’s TIN is not available, this can be left blank.
8. Description of Items/Goods
   • A detailed description of the goods or items sold.
9. Quantity of Items/Goods
   • The number of units of each item sold.
10. Unit Cost
    • The price per unit of the items sold.
11. Total Cost
    • The total amount for each item (unit cost multiplied by quantity).
12. VAT Amount (if applicable)
    • The amount of VAT charged on the transaction. If the transaction is zero-rated, indicate "Zero-rated" and show the amount as zero.
13. Breakdown of Sales (if applicable)
    • If the business engages in mixed transactions, include a breakdown into VATable Sales, Zero-rated Sales, and VAT Exempt Sales.
14. Non-VAT Sales Invoice Specific Statement
    • For non-VAT sales invoices, the phrase “THIS DOCUMENT IS NOT VALID FOR CLAIM OF INPUT TAX” must be printed in bold letters.
15. VAT Exempt Transactions
    • If the transaction is VAT-exempt, the word "EXEMPT" must be clearly indicated on the invoice.
16. Details of the Accredited Printer
    • The name, TIN, and address of the accredited printer that printed the invoice.

Recommended Details

1. Customer’s Contact Information
   • Including an email address and phone number can be helpful for follow-ups.
2. Payment Terms
   • Indicate the terms of payment, such as Net 30 days, cash on delivery (COD), etc.
3. Shipping Address
   • If different from the billing address, include the shipping address for delivery purposes.
4. Invoice Number Format
   • Use a consistent and logical numbering format to easily track and organize invoices.
5. Currency and Exchange Rate (if applicable)
   • Specify the currency used for the transaction and the applicable exchange rate if it involves foreign currency.
Additional Notes or Terms and Conditions
• Any additional terms, conditions, or notes relevant to the transaction.

Ensuring that all required details are included on your sales invoice is crucial for compliance with BIR regulations and for maintaining clear and accurate records of your transactions. This practice not only helps in legal compliance but also promotes transparency and trust with your customers.