The Bureau of Internal Revenue (BIR) issued the Revenue Memorandum Circular (RMC) No. 3-2023 to further streamline registering books of accounts using the Online Registration and Update System (ORUS) facility for taxpayers. Thanks to the further digitisation of government processes, taxpayers can now complete various tax, audit, or accounting-related tasks by just going to a government website on their computers.
This circular was issued in response to the amendments in Revenue Memorandum Circular (RMC) 29-2019, which shall now reads as:
“Section 2. Registration of Books of Accounts (BAs)
- The RMC mandates that all books of accounts must be registered online using ORUS, replacing the previous method of manually stamping books of accounts with an automatically generated Quick Response (QR) code that will be validated online.
List of updated bookkeeping guidelines
The bureau then shared a list summarising the updated guidelines for bookkeeping and maintaining the books of accounts:
For new Business Registrants
For existing Business Taxpayers or Subsequent Registration
The bureau clarifies that these new sets of manual books of accounts (BAs) don’t need to be registered every year. They explain that taxpayers can still use the new set of books of accounts yearly. Thus, the manual books of accounts (BAs) must be registered before their use.
Using Online Registration of Books of Accounts and QR stamping
The announcement explains that taxpayers must now exclusively use the BIR’s ORUS at htpps://orus.bir.gov.ph. Once a taxpayer is successfully registered, the system will generate the “QR stamp”, which they will need to paste on the first page of their manual books of accounts and to permanently bound loose leaf books of accounts. If the books of accounts is computerized, they must attach the “QR stamp” to the transmittal letter presenting the USB flash drive where content containing the books of accounts and other accounting records are stored/saved.
The QR Stamp (Annex) will have the following taxpayer information printed:
- Registered Name;
- Registered Address;
- Type of Book (Manual, Loose Leaf, or Computerized);
- Book Registered;
- Permit No./Acknowledgement Certificate Control No. (ACCN) – for Loose Leaf or Computerized
- PTU/ACCN Date issued – for Loose Leaf or Computerized
- Volume No.
- Date Registered;
- Date Approved; and
- QR code
This QR code will also determine the authenticity of the printed QR stamp when scanned by any smartphone; this will redirect the taxpayer to the BIR ORUS website.
Once the online registration of books of accounts through ORUS is implemented, taxpayers can still register and stamp their manual books of accounts at the Revenue District Office/ Large Tax Payer Division/Office where the Head Office or Branch is registered.
The Revenue District Office/ Large Taxpayer Division/Office shall announce and inform taxpayers under its jurisdiction that the registration of books of accounts can be done manually online.