Loose leaf books of accounts15 january 2019 all businesses who have opted to maintain their accounting books via the loose leaf books of accounts system must submit bir format approved accounting books and records for the year ending 31 december 2018. Approval of permit to use looseleaf books of accounts. Loose leaf book of accounts easier than the first option, loose leaf book of accounts are simple systems that allow you to computerize your entries, print, and bind together. Some companies uses simple quickbooks for their bookkeeping and just export their reports in microsoft excel. Registration of book of accounts bureau of internal revenue. File the proper tax forms specifically, file a bir form 1900 application for authority to adopt computerized accounting system or components thereof loose leaf books of accounts, 2002 enhanced version andor bir form 1907 application for permit to use cash register machinepoint of sale machine, 2002 enhanced version. Affidavit attesting the completeness, accuracy and correctness of entries in books of accounts andor official receipts or sales invoices and the number of loose leaf used for period covered. There has been a bit of confusion on where the application for the ptu of loose leaf books of accounts should be filed. Books of accounts of taxpayers in the philippines tax and. Loose leaf method simply uses an excel template while computerized books of account method will require you to use an approved computerized accounting program.
Loose leaf books of accounts are a somewhat hybrid system between manual books and computerised books. A company must initially apply for a permit to use ptu loose leaf books of accounts with the bir. Meron pong nagaadvise sa mga taxpayers na record only sales transaction in books of accounts. Affidavit attesting the completeness, accuracy and correctness of entries. Computerized books of accounts for bir approved computerized books, taxpayer must submit to the bir in cdr, dvdr or other optical media for the taxable year on or before january 30. Loose leaf books are printed and bound ledgers and journals, similar to manual books of accounts. Registration of book of accounts bureau of internal revenue bir. The commissioner of internal revenue has issued revenue memorandum circular rmc no. Sometimes you need to clarify this with the examiner since same form 1900 is being used.
You will need to print, bind and submit your books of accounts that are generated from your spreadsheets or software to your respective bir revenue district office rdo by january 15 of every year. How to apply for bir computerized accounting system cas. How to apply for a book of accounts permit to use juantax. It costs less and is the most popular type of books of accounts registered with the bir. The bir allows three types of books of accounts 1 manual books of accounts, 2 computerized books of accounts, and 3 looseleaf books of accounts. Everything you need to know about bookkeeping book of.
Transactions are recorded into a computer or cloudbased system. Meantime, cloud based accounting users can use loose leaf books of accounts. Coverage of books of accounts and other accounting records. Looseleaf books of accounts for bir approved looseleaf books, taxpayer must submit to the bir bounded books of account for the taxable year on or before january 15. Application for ptu looseleaf books of account is processed within the revenue district office rdo via regional directors jurisdiction through its legal division according to rmc no. Should the taxpayer opt to use either the computerized or loose leaf books of accounts, he must file an application for permit to use ptu with the bir. Initial application to adopt cas and or components thereof accomplished bir form 1900 application for authority to adopt computerized accounting system cas andor components thereof loose leaf books of accounts, 2002 enhanced version andor bir form 1907 application for permit to use cash register machinepoint of sale machine, 2002. Transactions in loose leaf books are being entered in a spreadsheet, and are printed out based on an approved format. Looseleaf books of account looseleaf books are printed and bound ledgers and journals, similar to manual books of accounts. The accounting book entries on this page are samples only. However, it may be required to be presented upon audit andor tax mapping. In 1982, in response to the clamor of multinational companies doing business in the philippines to allow them to adopt the global accounting system of their foreign parent companies, the bir issued revenue memorandum circular rmc no.
Revised procedures in the processing and approval of applications for permit to adopt computerized accounting system cas or components thereof amending rmo 212000 to. It is also the most popular type of books filed by small enterprises. Recording in the manual books of account is handwritten. Looseleaf books of accounts these books of account are bound journals and ledgers from printed excel spreadsheets. Manual books of account it is traditional journal, ledger and columnar book. The recording of sales, purchases and general ledger transactions were done and printed through excel spreadsheets. Looseleaf books of accounts and computerized books of accounts. My personal preference and the reason i decided to write about this, loose leaf books of account. Easier than the first option, looseleaf book of accounts are simple systems that allow you to. The persistence of manual bookkeeping taxwise or otherwise. Loose leaf books of accounts for bir approved loose leaf books, taxpayer must submit to the bir bounded books of account for the taxable year on or before january 15.
Bir form 1900 application for authority to adopt computerized accounting system andor looseleaf books of accounts. You must submit the bound copy with a sworn statement attesting to the correctness of your files. Bir form 1900 is the called the application for authority to use computerized accounting system or components thereof loose leaf books of accounts. Another thing is that you can loose leaf method along with the manual method. Permit to use looseleaf books of accounts reliabooks. The 15 days after the end of the calendar year deadline under rmc 82 refers to loose leaf bound books of accounts and not to manual books of accounts. Books of accounts refers to the bir registered books of accounts in the philippines manual books of accounts, loose leaf books of accounts, and computerized books of accounts both for value added tax vat and nonvalue added taxpayers nonvat. Preservation of books of accounts and accounting records. Books of accounts are required to be registered with the bir. Permit to use looseleaf books of accountsaccounting recordsdocuments or computerized accounting system cas or any components thereof bir form 1900 procedures in the registration of. Index for application for authority to use computerized accounting systems and or components thereoflooseleaf book of accounts. This is the most of popular type of books of account for small enterprises since it is less costly and easy to register with the bir. In other words, this is not a computerized accounting system simply printed, but, are simply computerized instead of being handwritten. There are three 3 kinds of books of accounts for our bookkeeping compliance in bir.
Manual books of account are the traditional journal, ledger and columnar books you can buy in the book and office supplies store. Please modify accordingly the handwritten entries e. In lieu of the investigation prescribed under rmc no. A cash receipt book is a part of a journal and, therefore, the use thereof in loose leaf form is subject to the requirements on the use of loose leaf books of accounts. Loose leaf books of account it is a printed and bounded journals. The registered taxpayer determines which type to adopt as allowed by bir 1 manual books of accounts, 2 computerized books of accounts. For application for authority to use loose leaf books of accounts and or accounting records manual application only 1. Newly registered taxpayers shall present the manual books of accounts to the rdo or concerned office under the large taxpayer service where the place of business is located for approval and registration before the deadline for filing of the first quarterly income tax return or the annual income tax return whichever comes earlier. The main difference is that instead of handwritten ledgers, records or entries were not manually written, but typed into a computer and printed out, usually using simple systems like microsoft excel. If you miss the deadline, the penalty ranges between php 1,000 25,000. The guidelines require a duly accomplished application for ptu manual loose leaf computerized books of account official receipts or sales invoices bir form 1900.
Application for authority to use computerized accounting. Those who uses this method are required to submit permanently bind looseleaf forms within 15 days after the end of each taxable year or upon termination of its use. All internal revenue officials and employees and others concerned i. The looseleaf books of accounts is a recording of transactions through encoding of details in the computer and generating copies by printing this out using the approved looseleaf format to be bound as the bookkeeping record of the taxpayer. How to apply for bir loose leaf qne software philippines inc how to apply for a book of accounts permit use 3 bir approved formats for books of account leaf book.
Updated guidelines on ptu looseleaf filing revenue memorandum circular no. This method is done using spreadsheet like microsoft excel. When it is time to register or submit the loose leaf books to the bir, the company must printout the computer files, bind them together and then submit them to the bir in hardcopy. Current year proof of payment annual registration fee bir form no. This refers to loose sheets of computer printed books of accounts not generated under a computerized books of accounts.
This is one of the bureau of internal revenues bir prescribed way of recording books of accounts. Reminder on yearend compliance mpm consulting services inc. Registration of manual books of accounts new or subsequent 1 bir form no. Documentary requirements for new registration of books of.
These books of account are bound journals and ledgers from printed excel spreadsheets. One of the commonly used loose leaf bookkeeping application is microsoft excel spreadsheets. There might be a need for you to justify why you chose this method instead of traditional books. If the number of pages per books is just minimal, you can ask the bir if you can combine all books but properly labelled as to what kind of book. Sec 275, nirc p 1,000 per unit p 1,000 238275 failure of the printer to submit the required. This form must be filled out and submitted together with the print outs of the typedin records usually in excel format when using the loose leaf method of booking. The particular accounting record for loose leaf accounting records. Accordingly, the certificate attesting to the number of sheets used in a loose leaf cash receipts book should be under oath. It is also fairly easy to register manual books with the bir. Looseleaf books of account are printed and bounded journals and ledgers. To address this, bir has issued rmc no 682017 to clarify that loose leaf bookkeeping is to be considered as a computer aided manual bookkeeping. Usually companies use loose leaf before acquiring a bir accounting software. Bir form 1900 is the called the application for authority to use computerized accounting system or components thereof looseleaf books. Rmc 682017 stressed that the documentary requirements for applying for a ptu covering loose leaf books of account and other accounting records remain the same.
Annex a application for authority to use computerized. Because it is the most costeffective and easiest means of booking accounts, it is also the most popular, especially among micro or small business ventures. The particular accounting record for loose leaf accounting records republika ng pilipinas kagawaran ng pananalapi kawanihan ng rentas internas september 2002 encs application for 1900 authority to use computerized accounting system or components thereof looseleaf books of accounts bir. Updated guidelines on ptu looseleaf filing grant thornton. Bir requirements subic bay freeport chamber of commerce. Three 3 kinds of books of accounts under 1997 tax code. The registered taxpayer determines which type to adopt as allowed by bir 1 manual books of accounts, 2 computerized books of accounts computerized accounting systems cas, or 3 looseleaf books of accounts. This requires application for ptu with the rdo where the principal office of taxpayer is registered. All taxpayer who opted to use looseleaf books of accounts shall submit to the concerned rdo within 15 days after the end of each taxable year the. Processing of transactions commence only upon submission of complete documents. Bureau of internal revenue quezon city september 16, 2002 revenue memorandum order no. Bir will usually ask you to have the loose leaf book bound.
In addition, manual books of accounts are not required to be submitted to the bir annually. All persons engaged in trade or business, or in the practice of profession registered with the bureau of internal revenue bir are required to maintain books of accounts. All persons engaged in trade or business, or in the practice of profession registered with the bureau of internal revenue bir are required to. Books of accounts of taxpayers in the philippines tax. Sample formats of journals and ledgers for loose leaf books of accounts. Everything you need to know about bookkeeping book of accounts. Often referred to as journals or what you call l edgers, transactions in these books of account are. Computerized books of accounts computerized accounting system cas this is different with the loose leaf books. As per bir guidelines, a registered taxpayer should choose between three formats namely 1 manual books of account, 2 loose leaf books of account and 3 computerized books of account or simply known as cas. Bir may visit your workplace to check this out tax mapping. Newly registered taxpayers shall present the manual books of accounts to the rdo or concerned office under the large taxpayer service where the place of. Computerized books of account computerized book of account is an accounting program that facilitate efficient and fast record keeping. Mark for submitted documents and x for lacking documents.
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