The Private Invoice is a fundamental business document used in the Philippine commercial landscape to formally request payment for goods sold or services rendered. This document type must comply with specific requirements set forth by the Bureau of Internal Revenue (BIR) and the National Internal Revenue Code (NIRC) of the Philippines. Private Invoices are essential for businesses as they serve multiple purposes: they act as proof of transaction, support tax reporting requirements, establish payment obligations, and maintain financial records. The document must include mandatory elements such as the company's TIN, business style, address, and BIR registration details, along with comprehensive transaction information. It's particularly crucial for VAT-registered businesses, which must properly indicate tax calculations and declarations. The format and content must align with Philippine accounting standards and tax regulations, making it a vital tool for business compliance and financial management.
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1. Invoice Header: Company details including registered name, address, TIN, and BIR registration details
2. Invoice Number and Date: Unique sequential invoice number and date of issuance
3. Client Information: Complete name and address of the customer, including TIN if applicable
4. Item Details: Detailed list of goods/services with quantities, unit prices, and descriptions
5. Computation: Subtotal, applicable taxes (VAT if registered), and total amount
6. Payment Terms: Due date and accepted payment methods
7. Authorization: Signature line and name of authorized representative
1. Purchase Order Reference: Include when the invoice is tied to a specific PO number
2. Delivery Details: Add when goods are physically delivered, including delivery date and location
3. Special Discounts: Include when applying any special rates or promotional discounts
4. Foreign Currency Conversion: Add when transaction involves foreign currency, showing conversion rates
5. Special Instructions: Include any specific handling, payment, or other relevant instructions
6. VAT Zero-Rating Declaration: Required only for zero-rated transactions under Philippine tax law
1. Detailed Breakdown: Itemized list of products/services when the main invoice contains summary only
2. Supporting Calculations: Detailed computation of complex pricing or special rates
3. Terms and Conditions: Standard terms of business when needed for complex transactions
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