1. Country-Specific Features
  2. Philippines Help Topics
  3. Philippines Invoicing
  4. Philippines Transaction Form Mapping and Invoicing Templates

Philippines Transaction Form Mapping and Invoicing Templates

The Southeast Asia Localization SuiteApp provides transaction form mapping features you can set up for Philippines invoicing. To understand how to set up and use the Philippines Transaction Form Mapping feature, read the following sections:

Document Types and Templates Preformatted for Philippines

Philippines invoicing templates are preformatted to comply with the Bureau of Internal Revenue’s (BIR) requirements for VAT-registered payers. Each document type has templates for HTML and PDF for Computerized Accounting System (CAS)-generated and pre-printed forms. If your business uses CAS, you can use the system generated templates. If your business uses loose-leaf books of accounts, you can use the pre-printed templates.

The Southeast Asia Localization SuiteApp includes the following Philippines document types:

The following table lists the available templates for Philippines, the document type you need to map them to, and their usage. It also shows the template's transaction form and the document type you need to associate them with.

Template Name

Philippines Document Type

Transaction Form

Transaction Type

Use With

Philippines Billing Statement PDF/HTML Template

Billing Statement

Invoice

Services

CAS-generated printing in PDF or HTML, for inline display in an email body or as PDF email attachment

Philippines Billing Statement Pre-printed PDF/HTML Template

Pre-printed form for non-CAS or loose-leaf books of account

Philippines Collection Receipt PDF/HTML Template

Collection Receipt

Customer Payment

Goods

CAS-generated printing in PDF or HTML, for inline display in an email body or as PDF email attachment

Philippines Collection Receipt Pre-printed PDF/HTML Template

Pre-printed form for non-CAS or loose-leaf books of account

Philippines Credit Memo PDF/HTML Template

Credit Memo

Credit Memo

Goods and Services

CAS-generated printing in PDF or HTML, for inline display in an email body or as PDF email attachment

Philippines Credit Memo Pre-printed PDF/HTML Template

Pre-printed form for non-CAS or loose-leaf books of account

Philippines Official Receipt PDF/HTML Template

Official Receipt

Customer Payment

Services

CAS-generated printing in PDF or HTML, for inline display in an email body or as PDF email attachment

Philippines Official Receipt Pre-printed PDF/HTML Template

Pre-printed form for non-CAS or loose-leaf books of account

Philippines Sales Invoice PDF/HTML Template

Sales Invoice

Invoice

Goods

CAS-generated printing in PDF or HTML, for inline display in an email body or as PDF email attachment

Philippines Sales Invoice Pre-printed PDF/HTML Template

Pre-printed form for non-CAS or loose-leaf books of account
Note:

When working on custom fields in Philippines Invoicing PDF/HTML templates and then viewing the Source Code or going to Preview, an error may be encountered. This error may also occur when saving advanced templates. However, you can disregard the error and proceed with saving the template, which will still work despite the error. For more information, see Template Errors When Saving under Saving an Advanced Template.

Mapping Preformatted Document Types and Templates to Transaction Forms

Before you can use this feature, you must do the following:

  1. Apply the Philippines invoicing templates to the transaction forms you have created or customized from custom forms. This is done on Customization > Forms > Transaction Forms page.

    The preceding table in the Document Types and Templates Preformatted for Philippines section lists the supported templates you can map in the Template Filename column.

  2. Map the Philippines Document Type listed in the table to standard transactions or custom forms you want to use. This is done on Setup > Southeast Asia Localization > Philippines Transaction Form Mapping page.

To apply or set Philippines invoicing templates to transaction forms:

  1. Go to Customization > Forms > Transaction Forms.

  2. Click the Edit link of the transaction form that you want to map to a Philippines invoicing template.

  3. In the Printing Type option, choose Advanced.

  4. In the Print Template field, select the CAS-generated or pre-printed template you want to use for this transaction form.

    If you are not using a Computerized Accounting System (CAS), select a document type template with ‘Pre-printed’ indicated.

  5. (Optional) In the Email Template field, select the Philippines document type template you want to use for this transaction form.

  6. Click Save.

To map Philippines Document Types to custom forms:

  1. Go to Setup > Southeast Asia Localization > Philippines Transaction Form Mapping.

  2. From the Philippines Transaction Form Mapping List, click the Edit link of the Philippines Document Type template that you want to associate with or map to a transaction form.

  3. On the Philippines Transaction Form Mapping page, in the Transaction Forms field, select an applicable transaction form. You can select multiple transaction forms to associate with this Philippines Document Type template.

  4. Click Save.

The Philippines invoicing template is applied to the transaction form you specified. When you print any transaction record of that transaction form type, the PDF or HTML output will be formatted according to the associated template.

Note:

Ensure that the Official Receipt template and the Billing Statement template are both mapped correctly before creating a customer payment. You cannot create a customer payment, if the applied or attached invoice's transaction form is not mapped to the Billing Statement template. You must map the transaction form of invoices to the Billing Statement template first, before creating an Official Receipt customer payment with those invoices. Likewise, a payment mapped to the Collection Receipt template, will only accept invoices that are mapped to the Sales Invoice template.

Specifying the Preferred Format for Sending Transactions Through Email

If you are going to send Philippines documents with applied templates through email, ensure that the documents are displayed correctly. To do this, you must use the right template for the format that you want to send.

To specify preferred format in printing Philippines documents or sending them through email:

  1. Go to Home > Set Preferences.

  2. Click the Transactions subtab, and under Printing, check the Print Using HTML box, if you prefer HTML for printing Philippines documents.

    Clear the box if you prefer PDF for printing.

  3. In the Transaction Email Attachment Format, choose any of the following options:

    • HTML – If you want to email documents as inline text.

    • PDF – If you want to email documents as PDF attachments.

  4. Click Save.

Note:

PDF and HTML printouts of unapproved billing statements and sales invoices will have their status, ‘PENDING APPROVAL’, indicated below the document type name in the header. In addition, printouts will have watermarks indicating ‘DRAFT’. On PDF, the watermark will appear across every page. On HTML, watermarks will appear in the middle of the document, above the header and transaction body.

Related Topics

Roles and Permissions for Philippines Invoicing
Philippines Invoicing
Requirements for Using Philippines Invoicing Features
Philippines Document Numbering Setup
Permit To Use (PTU) for Computerized Accounting System (CAS)
Support for Simplified System Registration for CAS Users
Philippines Inclusive Serial Number

General Notices