Printing Philippines Invoicing Transactions
Before you can print invoices using Philippines templates, you need to:
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Set up your account for Philippines Invoicing.
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Configure your transaction forms for Philippines Invoicing. For more information, see Philippines Transaction Form Mapping and Invoicing Templates.
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Customize your roles to print Philippines invoicing templates. For more information, see Permissions Required to Print Philippines Invoicing Transactions.
For information about how to print invoices, see Printing an Invoice.
Changing the Printing Preference
Philippines Invoicing documents can be generated in PDF or HTML format. Depending on your preference, transactions can be created as a printout for immediate printing or sent to your email as an attachment. The following section lists preferences that affect how your document is created:
You can choose to override set preferences on a transaction record by clicking actions such as Save and Print or Save and Email.
Displaying BIR-Required Details
You cannot change the seller, buyer, and footer details of approved and printed transactions. To ensure BIR-required details such as serial numbers display correctly, update the Document Serial Number setup of your subsidiary or location before creating a transaction. For more information, see Philippines Inclusive Serial Number.
The generated PDF or HTML file will have details and layout prescribed by the Bureau of Internal Revenue (BIR). This includes:
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The document number indicated under the document type title.
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The document issue date indicated under the document type title.
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The Tax Summary section that lists the following details:
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VATable Sales
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VAT Amount
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VAT Exempt Sales
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Zero-Rated Sales
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The payments and credit application details indicated in the Related Applications Amounts table if a transaction has any of the following applied together with payments:
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Credits
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Deposits
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Journals
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The input claim for supplementary receipts or exempt transactions indicated in the footer section of documents.
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Reprint label and watermarks for approved and unapproved transactions.
For more information about details that appear in Philippines invoicing document, see BIR-Required Details.
Reprint Label and Watermarks in Philippines Invoicing Documents
The text and watermark on a document changes depending on the approval status of your invoice. The following lists the type of printout and the additional text or watermark placed on the document:
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Pending Approval – When you print a transaction that is pending approval, a ‘Pending Approval’ label is added to the top right of the document.
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Approved – When you print an approved transaction, the ‘Pending Approval’ text and ‘DRAFT’ watermark are removed. The names entered in the approver field will be indicated in the printout of the documents.
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Reprint – When you reprint an approved document, ‘REPRINT’ will be indicated below the document type.
In compliance with BIR regulations, the SuiteApp keeps track of originals and reprints of Philippines transactions. An original document can be a PDF or HTML printout or an email attachment. If you recreate the same transaction using a different document format, it is also considered a reprint. For example, if your preference is set to email transaction forms, the first invoice created and sent to your email is considered the original. When you print a PDF version of the same invoice, ‘REPRINT’ will be indicated below the document type.
The following table lists sample PDF files of Sales Invoices and their corresponding Transaction Status.
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Invoice Type |
Transaction Status |
PDF Sample |
|---|---|---|
|
Sales Invoice |
Pending Approval in PDF |
|
|
Sales Invoice |
Pending Approval in HTML |
|
|
Sales Invoice |
Approved |
|
|
Sales Invoice |
Approved (Reprint) |
|
|
Collection Receipt |
Approved |
|