Different Receipts and Invoices Approved by BIR

In the Philippines, the Bureau of Internal Revenue (BIR) requires businesses to use specific types of receipts and invoices for various transactions. These documents must be BIR-registered and approved to ensure compliance with tax laws and regulations. Here is a detailed overview of the different types of receipts and invoices approved by the BIR and their uses:

1. Official Receipts (OR)

Use: Official Receipts are used for services rendered. This document acknowledges the receipt of payment for services provided.

Content: Name, address, and TIN of the seller/service provider; date of transaction; description of the service; amount paid; VAT if applicable; name, address, and TIN of the buyer/customer; and signature of the authorized representative.

When to Use: Every time a payment is received for services rendered.

2. Sales Invoice (SI)

Use: Sales Invoices are used for the sale of goods or merchandise. This document details the sale transaction.

Content: Name, address, and TIN of the seller; date of transaction; description of the goods sold; quantity; unit price; total amount; VAT if applicable; name, address, and TIN of the buyer; and signature of the authorized representative.

When to Use: Every time goods or merchandise are sold and delivered.

3. Commercial Invoice

Use: Used in international trade transactions to provide details about the goods being shipped. It is not typically required by the BIR for domestic transactions but may be used for customs purposes.

Content: Similar to a Sales Invoice but includes additional details such as the country of origin, harmonized system code, and shipping details.

When to Use: For international shipping of goods.

4. Delivery Receipt (DR)

Use: Delivery Receipts are used to document the delivery of goods. It serves as proof that goods were delivered to the customer.

Content: Name, address, and TIN of the seller; date of delivery; description of the goods delivered; quantity; and signature of the recipient.

When to Use: When goods are delivered to a customer, but not necessarily sold at the point of delivery. Often used alongside a Sales Invoice.

5. Billing Invoice/Billing Statement

Use: Used for billing clients, often in services and recurring billing scenarios.

Content: Name, address, and TIN of the service provider; date of billing; description of services provided; amount due; VAT if applicable; name, address, and TIN of the client; and due date for payment.

When to Use: For recurring services or when providing a summary of charges for a period.

6. Proforma Invoice

Use: Used to provide a preliminary bill of sale, often used for prepayment purposes. It is not a true invoice for accounting purposes but can indicate the intention to sell.

Content: Similar to a Sales Invoice but marked clearly as “Proforma”.

When to Use: When quoting a price to a buyer before an actual sale.

7. Acknowledgment Receipt

Use: Issued to acknowledge the receipt of goods, documents, or payments.

Content: Name, address, and TIN of the issuer; date of acknowledgment; description of what is being acknowledged; and signature of the recipient.

When to Use: When acknowledging the receipt of goods, payments, or other items.

8. Statement of Account (SOA)

Use: Provides a summary of the account activity over a certain period, showing the balance due.

Content: Name, address, and TIN of the issuer; account summary; list of transactions; balance due; and due date for payment.

When to Use: Periodically, to inform customers of their account status and amount due.

9. Charge Invoice

Use: Similar to a Sales Invoice but used primarily in specific industries like retail.

Content: Name, address, and TIN of the seller; date of transaction; description of goods sold; quantity; unit price; total amount; and VAT if applicable.

When to Use: For sales transactions, particularly in retail or when extending credit.

10. Collection Receipt

Use: Issued upon collection of payment from customers. It serves as proof of payment received.

Content: Name, address, and TIN of the issuer; date of receipt; amount received; purpose of the payment; and signature of the authorized representative.

When to Use: When collecting payment from customers, typically in installment or staggered payment scenarios.

Compliance with BIR

Printing: All official receipts and invoices must be printed by a BIR-accredited printer.

Registration: Businesses must register these documents with the BIR and secure an Authority to Print (ATP) before using them.

Format: Receipts and invoices must comply with the format and information requirements specified by the BIR.

Using the correct type of receipt or invoice for each transaction is crucial for BIR compliance. This ensures proper documentation and helps avoid penalties during BIR audits.