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BIR eTIS-1: Returns Filing and Processing (RFP) Overview 1|

BUREAU OF INTERNAL REVENUE

Electronic Tax Information System (eTIS-1)

TAXPAYER REGISTRATION

SYSTEMWORKAROUND PROCEDURES DISCUSSION

FOR VERSION 26


Item Lead

1 Opening Message ACIR Marietta U. Lorenzo

2 Discussion on TRS

Workaround Procedures

Daniel Adrian C. Cruz (Indra)

Cornelio S. De Roma

(eTIS Asst. Project Manager for TRS)

3 Distribution of Go-Live

Communications Pack and

FAQs

Joseph Silva (AARC-WYG)

AGENDA

REQUIREMENTS


BIR Electronic Tax Information System 1 (eTIS-1) Project

TRS WORKAROUND PROCEDURES

Issue Frequency Resolution /

Workaround Procedure

Notes /

Remarks

Log-in

Multiple Log-in

Low You may need to try to log in to

the system with your access

credentials more than once.

If you are not able to log in at the

first attempt, please check that

the URL address is correct and

try to log in again. This may

require users to log in up to 5

times but is usually successful on

2nd or 3rd attempt.

Log-in

Multiple Invalid

Log-in Attempts

(3 attempts)

Medium HANDHOLDING PERIOD

Users who have issues with user

accounts should contact the on-

site Indra hand-holder to activate

the locked/inactive user accounts

WARRANTY PERIOD

Users should submit user access

request (Form 0044) for

activation of account.

Always be

cautious in

logging-in the

system. Do not

use the 3rd

attempt unless

we are sure that

our log-in is

correct






Notes /

Remarks

Logout problem /

Active Sessions

• Closing web-

browser without

proper log-out

• Multiple

computers

accessing a

single account

High HANDHOLDING PERIOD

Users who have not logged-out

their user accounts properly

should contact the on-site Indra

hand-holder who will be able to

terminate sessions.

Once system is

left idle for 45

minutes, user will

be automatically

logged-out of the

system but will be

able to log-in

back again

After clicking Save

button in

registration of any

taxpayer, system

took so long to

respond/did not

respond and did

not display

confirmation

message

Medium After clicking the Save button,

wait for the confirmation

message. If confirmation

message is not displayed, do not

click Save button again. Verify

that the record was not

saved/registered using Find

Taxpayer before registering the

taxpayer again if it was not saved

Possibly caused

by intermittent

network behavior






Notes /

Remarks

Register Non-

Individual

Generation of all

tax/return periods

during initial

registration is

based on the

accounting type

inputted during

initial registration.

If the accounting

type is initially set

to Fiscal then the

return period that

will be generated

for all tax types will

be fiscal

Low Users should always select

“Calendar” as the initial

accounting type of all Non-

Individual Taxpayers, and then

use the Manage Financial Detail

functionality to change the

accounting period to fiscal (if the

taxpayer follows fiscal accounting

type)






Notes /

Remarks

Create

Application

Users cannot

modify applications

(for ATP) once it is

already

successfully saved

in the system

Low Ensure details entered in

creating application are correct

before clicking on Save button /

saving the application for ATP

Any form of

modification

cannot be done

(Invoice/Receipt

Type, Specify,

Number of

Booklets/Boxes,

Number of Sets

per Booklet/Box,

Number of

Copies per Set,

Serial Nos.)






Notes /

Remarks

Create Application

Users cannot

change the defined

trade name during

the application for

authority to print

(AMM> Create

Application)

Low Use receipt description “Others”

and state the proper trade name

appended to the receipt

description. Once this issue is

fixed, Same taxpayer using the

trade name must be generated a

“Mock ATP” without his

knowledge to ensure that the

correct sequence of the serial

number will be issued using the

fixed functionality.

For fixing






Notes /

Remarks

Update in

Taxpayer Type

A. Local

Employees,

when

converted to

any higher

Taxpayer type

level cannot

obtain the

forms 1701

and 1701Q

B. High level

taxpayer types

cannot shift to

a lower level

taxpayer type

High Use ITS for this kind of

transaction

Two (2) users from each pilot

office will have access to ITS-

REG to cater to functionalities

that eTIS are still not capable.

• Client Support Section Chief/

LT Registration Section Chief

• Registration Unit Head/

Registration Assistant Section

Chief

Taxpayer with this kind of

transaction must have all of

his/her updates done in ITS

Taxpayer Type

Hierarchy

• Level 1:

EO 98

• Level 2:

ONETT

• Level 3:

Employee

• Level 4:

Marginal

Income

Earner, Mixed

Income Earner

• Level 5: Single

Prop., Prof.,

Single Prop &

Prof

For Fixing






Notes /

Remarks

Update Taxpayer

Fields for migrated

taxpayer records

that have NULL

values in ITS will

be stored in eTIS

as NULL and will

be required to

have values upon

update (e.g. First

Name, Middle

Name, Last/Trust

Name, Registered

Name, Date of

Incorporation,

Regulatory Body,

Registration No.,

Place of Birth, etc.)

High Require the taxpayer to update

his/her record upon having a

transaction e.g. 1905, 2305

• Addresses

• PSIC

• PSOC

• Regulatory Body

• Business Registration Date

• Father’s Name (Full)

• Mother’s Maiden Name (Full)

• Place of Birth

• Contact Person

• Contact Method

• Taxes (Deregister NT Tax

Type)

This is for the

purpose of data

cleansing.






Notes /

Remarks

Application for

ATP

Application

Reference No. of

the ATP is used as

the control number

for identifying ATP

in the system

however it is not

indicated reflected

in the ATP

correspondence

High Note down on the form 1906 the

generated Application Reference

Number

For Fixing

TCL 1

Users can

generate the TCL1

to any taxpayer as

there is no

validation if TP has

existing liabilities

Medium Pilot offices should perform

manual verification of tax

liabilities using the current

procedures in ITS and generate

the correspondence in eTIS-TRS

once taxpayer is cleared

Awaiting eTIS 2 -

Accounts

Receivable

System (ARS) to

validate liabilities






Notes /

Remarks

Reports

Generation

will be done

through batch

generation by RDC

instead of online

by users

High Reports will initially be generated

by batch (scheduled) and will be

disseminated by RDC to the user

as they become available.

For Fixing

View Application

There is no search

facility for the

OCNs that were

migrated to eTIS-1

High CSS officer must write the

generated APP in the form 1906

and use it as basis for generating

the correspondence in eTIS-

Reports. In the ATP generated

and printed, write the

Application Reference No. (APP).

Offices should keep a logbook

containing the generated ATPs

with TIN, OCN and APP.

Fixed in v26

TIN is a required

field upon

searching for

ATP.

TIN and OCN can

now be used to

search for the

APP number in

View Application

for ATP.






Notes /

Remarks

View Application

There is no search

facility for the

OCNs that were

migrated to eTIS-1

High For ATPs generated from go-live

(eTIS) date of pilot office

onwards, the report “List of

Issued Authority to Print

Receipts/Invoices” should be

used for verification of

authenticity of ATP presented by

taxpayer. The said report will be

generated by batch daily by the

RDCs.

If user cannot find it in the said

file, use ITS to check for the

OCN/ATP details.

Fixed in v26

TIN is a required

field upon

searching for

ATP.

TIN and OCN can

now be used to

search for the

APP number in

View Application

for ATP.






Notes /

Remarks

Migrated ATPs

without OCNs

Low Some ATPs that were migrated

from ITS to eTIS do not have

OCNs in ITS. Users may then

use ITS to check for the

OCN/ATP details and reprinting

may be done in ITS. For audit

purposes, users may use ITS to

verify OCNs generated from ITS.

Front line officers who need to

view transactions prior to 2011

will be coursed thru the CSS

Chief/ARDO.

Intermittent

behavior of the

application is

experienced as

result of network

issues.

High Normal procedure will apply -

BIR staff are given five days to

complete taxpayer registration.

ARTA is not

applicable to eTIS

pilot offices

because they are

not operating

under normal

circumstances






Notes /

Remarks

ATP

Out-of-Jurisdiction

Generation/

Creation of

Application for ATP

Not Fixed for ATP:

Head office RDO

cannot issue/

generate ATP for

branch not in

jurisdiction

Low SCENARIO 1: If Branch and Head

Office is registered in eTIS only

where in the RDO of the branch is

different from the head office.

Applicant for ATP: Branch

• Perform Create Application

transaction in the RDO of the

head office.

• CSS of RDO of the Head Office

should communicate the

application details (TIN, APP

and OCN) of the branch to the

RDO of the branch.

• Generate the ATP

correspondence in the RDO of

the branch.

• Email the generated ATP (PDF

File) correspondence to the

RDO of the Head Office.

• RDO of the Head Office will

print the correspondence.

Fixed in v26 for

TIN Card, COR,

COR-F, TCL-1

For Further Fixing






Notes /

Remarks

ATP

Out-of-Jurisdiction

Generation/

Creation of

Application for ATP

Not Fixed for ATP:

Head office RDO

cannot issue/

generate ATP for

branch not in

jurisdiction

Low SCENARIO 2: All branches out of

jurisdiction registered under eTIS

and ITS, their application for ATP,

shall be done in ITS.

Fixed in v26 for

TIN Card, COR,

COR-F, TCL-1

For Further Fixing






Notes /

Remarks

Transfer Taxpayer

Transfer of non-

business taxpayers

should be initiated

by the new RDO to

follow Revenue

Regulations (RR)

7-2012

High Follow current ITS procedures on

transferring taxpayer

For Fixing

Caching

Caching incidents

are being

encountered which

halts the current

transaction

Low Log-out from the system and try

the previous transaction where

the caching incident was

encountered.

Possibly caused

by intermittent

network behavior






Notes /

Remarks

Periodic Update

and Data

Synchronization

for eTIS and ITS is

not yet available

High TPs will be registered to eTIS

and a corresponding bank

bulletin will be issued to require

banks to accept payments of

newly registered TPs in eTIS.

Banks will be advised of new

series of TIN and how to encode

the branch code using the last 3

digits.

Find Taxpayer

Search for the taxpayer in both

systems

Reports and Correspondence

Generate and print all

correspondences in eTIS as long

as TP is in eTIS

On-Going

Development

Target Date:

March 23, 2015






Notes /

Remarks

System

Unavailability

System is down /

User cannot

access eTIS

Low In case of eTIS-1 non availability,

the current ITS procedure must

be adopted but instead of issuing

pre-generated TIN, the CSS chief

must add the taxpayer using

REG in ITS. The following steps

must be followed:1. Indra shall inform ISG that eTIS

will be non-available for a

certain period.

2. ISG shall email to all

concerned a Notice of Systems

Non-Availability duly signed by

DCIR Lilia C. Guillermo

3. This notice signals the users to

use the manual procedures

being followed during ITS non-

availability.

4. CSS chief shall use the ITS in

adding a new taxpayer.






Notes /

Remarks

Reregister Tax

After deregistration

of tax type and re-

registration of the

same tax type,

form type (under

the said tax type)

cannot be

reregistered.

Low Use the current ITS procedure Taxpayer with this

kind of

transaction must

have all of his/her

updates done in

ITS

Authority to Print

Generation of

Receipt Serial

Numbers

High For purely numeric serial numbers not

exceeding 9999999, issue one (1)

adjusting/ mirrored/mock ATP to be

able to adjust to the serial number of

already issued ATP in ITS. For ATP

with complex or inconsistent serial

numbers (possibly composed of letter,

numbers and special characters) and

those who exceeded 9999999 serial

numbers, will have to start again from

0000001.

Discretion of the

Client Support

Section will

prevail






Notes / Remarks

Transfer Taxpayer

Scenario 1

Transfer of

Taxpayer from Pilot

to Non-Pilot; TIN

registered in eTIS

and ITS

Medium Use ITS for this kind of transaction


office will have access to ITS-REG

to cater to functionalities that eTIS

are still not capable.





Chief

Effect of non-

availability of

PUDS

Transfer Taxpayer

Scenario 2

Transfer of

Taxpayer from Pilot

to Non-Pilot; TIN

registered in ITS

only

Medium Use ITS for this kind of transaction


office will have access to ITS-REG

to cater to functionalities that eTIS

are still not capable.





Chief

Effect of non-

availability of

PUDS






Notes / Remarks

Transfer Taxpayer

Scenario 3

Transfer of

Taxpayer from Pilot

to Pilot; TIN

registered in eTIS

Medium Use eTIS for this Transaction Effect of non-

availability of

PUDS

Transfer Taxpayer

Scenario 4

Transfer of

Taxpayer from Pilot

to Pilot; TIN

registered in ITS

only

Medium Use ITS for this kind of

transaction




that eTIS are still not capable.





Chief

Effect of non-

availability of

PUDS






Notes / Remarks

Register Branch

Scenario 1

Head Office is

registered in Go-

Live Period

(existing in eTIS

only); New branch

actual address is

under non-pilot site

Medium Use eTIS for this Transaction

Adopt-a-Branch

Register branch in eTIS pilot site

(RDO of Head Office)

Effect of non-

availability of

PUDS

Register Branch

Scenario 2

Head Office is

registered in Go-

Live Period

(existing in eTIS

only); New branch

actual address is

under pilot site

Medium Use eTIS for this Transaction Effect of non-

availability of

PUDS






Notes / Remarks

Register Branch

Scenario 3

Head office is

registered in ITS

(before DM –

existing in eTIS

and ITS); New

branch actual

address is under

pilot site


transaction




that eTIS are still not capable

Effect of non-

availability of

PUDS

Register Branch

Scenario 4

Head office is

registered in ITS

(after DM – not

existing in eTIS);

New branch actual

address is under

pilot site


transaction




that eTIS are still not capable

Effect of non-

availability of

PUDS






Notes / Remarks

Change in

Accounting

Period

Scenario 1

Taxpayer

registered in eTIS

and ITS

Low Use eTIS and ITS to change

accounting type value

Request data-fix for taxpayer

ledger to ISG.


transaction must have all of his

updates done in ITS

Effect of non-

availability of

PUDS

Change in

Accounting

Period

Scenario 2

Taxpayer

registered in ITS

only

Medium Use ITS to change accounting

type value

Request data-fix for taxpayer

ledger to ISG

Effect of non-

availability of

PUDS






Notes / Remarks

Change in

Accounting

Period

Scenario 3

Taxpayer

registered in eTIS

only

Medium Use eTIS for this transaction Effect of non-

availability of

PUDS

Update Tax types

Tax type updates

that need urgent

reflection in ITS

due to eFPS

filing/payment (e.g.

unregistered tax

type, etc.)

Medium Use ITS for this transaction



updates done in ITS

Effect of non-

availability of

PUDS

Large Taxpayers

Transactions of

newly enlisted LT

Taxpayers

High Use ITS for this transaction



updates done in ITS

Effect of non-

availability of

PUDS






Notes / Remarks

ATP receipts/

invoices serial

numbers

(exceeded

expected)

High • Perform check on serial

number being generated by

eTIS to ensure correct

sequence.

• Select the appropriate

Receipt Description and then

retype the Receipt Description

in the Specify field in all caps

(This should result to reset

serial no. back to 0000001)

• Generate MIRRORED/MOCK

ATP to update the serial

number

• Generate the new/correct ATP

to be issued to the taxpayer

• Reflect the APP of the

MIRRORED/MOCK ATP in

the 1906

For Fixing






Notes / Remarks

ATP receipts/

invoices serial

numbers (less than

expected)




sequence

• Generate MIRRORED/

MOCK ATP to update the

serial number



• Maintain logbook of

MIRRORED/MOCK ATP



the 1906

For Fixing






Notes / Remarks

ATP receipts/

invoices serial

numbers Error

message “Cannot

generate serial

numbers. Please

check number of

booklets…”




sequence.

• Select the appropriate

Receipt Description and then

retype the Receipt Description

in the Specify field in all caps

(This should result to reset

serial no. back to 0000001)

• Generate MIRRORED/MOCK

ATP to update the serial

number





the 1906

For Fixing






Notes / Remarks

Due to intermittent

behavior, eTIS

accidentally

registered 2 TINs

for a single

taxpayer

High Deregister the latest TIN

generated by the system (as per

current BIR procedure in

handling multiple TINs)

Unregistered

taxpayer that has

urgent transactions

in other BIR stand-

alone systems (e.g

eCAR, eFPS)

High Interview taxpayer and then use

ITS (if needed)

All further transactions of this

taxpayer should be done in ITS

Newly registered

taxpayer that has

urgent transactions

in other BIR stand-

alone systems (e.g

eCAR, eFPS)

Medium Deregister the TIN generated by

eTIS and register in ITS (so that

TIN in ITS will be visible to other

BIR stand-alone systems)

All further transactions of this

taxpayer should be done in ITS


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