Hi, Christina. To register QuickBooks as Computerized Books of Accounts with the Bureau of Internal Revenue (BIR) in the Philippines, you must follow the required steps outlined by the BIR for compliance.
This process ensures that your use of QuickBooks adheres to BIR regulations for computerized accounting systems.
For this application, (Business Owners) must submit the technical details to the BIR, such as but not limited to:
1. Software Name
2. Version Number
3. Release Number and/or Date
4. Type of Software
5. Database Platform and Version No.
6. Software Provider’s Name
7. Software Address
8. Joint Sworn Statement of QuickBooks and Registered User.
Check here to view all the primary and secondary requirements for registering as Computerized Books of Accounts in BIR: Registration Requirements.
Next, prepare the necessary documentation. You will need:
- A letter of intent addressed to your Revenue District Office (RDO) stating your intention to use QuickBooks as your accounting system.
- A sample printout of QuickBooks-generated financial reports, such as the General Ledger, Cash/Bank Disbursement Book, and Journal.
- A notarized sworn statement of the features and functionalities of QuickBooks, including a description of its capability to generate reports.
- Registration certificates, your Certificate of Registration (BIR Form 2303), and proof of registration of your business with the Department of Trade and Industry (DTI) or the Securities and Exchange Commission (SEC).
- Your latest income tax returns and other supporting documents, if applicable.
Submit the required documents to your assigned Revenue District Office (RDO). Visit your RDO and apply using a Computerized Accounting System (CAS) along with the required documents. It includes the submission of BIR Form 1900 (Application for Authority to Use Computerized Accounting System or CAS).
Once your application is approved, the BIR will issue you an Authority to Use Computerized Accounting System.
Lastly, ensure your QuickBooks setup complies with BIR regulations by generating and retaining the required reports and accounts, and be ready to submit reports or backups to the BIR upon request.
For more information, I recommend checking out this article, which covers everything about E-invoicing: The mandatory compliance since 2019.
If you have questions along the way, let us know.
