1. Country-Specific Features
  2. Philippines Help Topics
  3. Philippines Invoicing
  4. Philippines Transaction Form Mapping and Invoicing Templates

Philippines Transaction Form Mapping and Invoicing Templates

The Southeast Asia Localization SuiteApp provides transaction form mapping features for Philippines invoicing that you can set up. To learn how to set up and use the Philippines Transaction Form Mapping feature, go to the following sections:

Document Types and Templates Preformatted for Philippines

Philippines invoicing templates are preformatted to comply with the Bureau of Internal Revenue’s (BIR) requirements for VAT-registered payers. Each document type has templates for HTML and PDF for Computerized Accounting System (CAS)-generated and pre-printed forms. If your business uses CAS, you can use the system generated templates. If your business uses loose-leaf books of accounts, you can use the pre-printed templates.

The Southeast Asia Localization SuiteApp provides the following Philippines document types:

The following table lists the available templates for Philippines, the document types to map them to, and their usage. The table also displays the template's transaction form and the document type to associate with it.

Template Name

Philippines Document Type

Transaction Form

Transaction Type

Use With

Philippines Billing Statement PDF/HTML Template

Billing Statement

Invoice

Services

CAS-generated printing in PDF or HTML, for inline display in an email body or as PDF email attachment

Philippines Billing Statement Pre-printed PDF/HTML Template

Pre-printed form for non-CAS or loose-leaf books of account

Philippines Collection Receipt PDF/HTML Template

Collection Receipt

Customer Payment

Goods

CAS-generated printing in PDF or HTML, for inline display in an email body or as PDF email attachment

Philippines Collection Receipt Pre-printed PDF/HTML Template

Pre-printed form for non-CAS or loose-leaf books of account

Philippines Credit Memo PDF/HTML Template

Credit Memo

Credit Memo

Goods and Services

CAS-generated printing in PDF or HTML, for inline display in an email body or as PDF email attachment

Philippines Credit Memo Pre-printed PDF/HTML Template

Pre-printed form for non-CAS or loose-leaf books of account

Philippines Official Receipt PDF/HTML Template

Official Receipt

Customer Payment

Services

CAS-generated printing in PDF or HTML, for inline display in an email body or as PDF email attachment

Philippines Official Receipt Pre-printed PDF/HTML Template

Pre-printed form for non-CAS or loose-leaf books of account

Philippines Sales Invoice PDF/HTML Template

Sales Invoice

Invoice

Goods

CAS-generated printing in PDF or HTML, for inline display in an email body or as PDF email attachment

Philippines Sales Invoice Pre-printed PDF/HTML Template

Pre-printed form for non-CAS or loose-leaf books of account
Note:

If you work on custom fields in Philippines Invoicing PDF/HTML templates and then view the Source Code or go to Preview, you might encounter an error. You might also see this error when you save advanced templates. You can disregard the error and proceed with saving the template, which will still work. For more information, see Template Errors When Saving under Saving an Advanced Template.

Mapping Preformatted Document Types and Templates to Transaction Forms

To use this feature, follow these steps:

  1. Map the Philippines invoicing templates to your transaction forms. Go to Customization > Forms > Transaction Forms.

    The preceding table in the Document Types and Templates Preformatted for Philippines section lists the supported templates you can map in the Template Filename column.

  2. Map the Philippines Document Type to your standard transactions or custom forms. Go to Setup > Southeast Asia Localization > Philippines Transaction Form Mapping.

To map Philippines invoicing templates to transaction forms:

  1. Go to Customization > Forms > Transaction Forms.

  2. Click the Edit link for the transaction form you want to map.

  3. In the Printing Type option, choose Advanced.

  4. In the Print Template field, select the CAS-generated or pre-printed template you want to use.

    If you don't use a Computerized Accounting System (CAS), select a document type template marked as ‘Pre-printed’.

  5. (Optional) In the Email Template field, select the Philippines document type template you want to use.

  6. Click Save.

To map Philippines Document Types to custom forms:

  1. Go to Setup > Southeast Asia Localization > Philippines Transaction Form Mapping.

  2. Click the Edit link for the Philippines Document Type template you want to map.

  3. In the Transaction Forms field, select an applicable transaction form. You can associate multiple transaction forms with this Philippines Document Type template.

  4. Click Save.

The Philippines invoicing template is applied to the transaction form you specified. When you print a transaction record of that type, the PDF or HTML output will be formatted according to the associated template.

Note:

Ensure that the Official Receipt template and the Billing Statement template are both mapped correctly before creating a customer payment. You can't create a customer payment, if the applied or attached invoice's transaction form isn't mapped to the Billing Statement template. Map the transaction form of invoices to the Billing Statement template first, then create an Official Receipt customer payment with those invoices. A payment mapped to the Collection Receipt template only accepts invoices mapped to the Sales Invoice template.

Specifying the Preferred Format for Sending Transactions Through Email

If you're going to send Philippines documents with applied templates through email, ensure that the documents are displayed correctly. To do this, select the right template for the format you want to send.

To set your preferred format for printing or sending Philippines documents through email:

  1. Go to Home > Set Preferences.

  2. Click the Transactions subtab, and under Printing, check the Print Using HTML box if you prefer HTML for printing Philippines documents.

    If you prefer PDF for printing, clear the box.

  3. For Transaction Email Attachment Format, select one of the following options:

    • HTML – If you want to email documents as inline text.

    • PDF – If you want to email documents as PDF attachments.

  4. Click Save.

Note:

PDF and HTML printouts of unapproved billing statements and sales invoices have their status, ‘PENDING APPROVAL’, indicated below the document type name in the header. In addition, printouts will have watermarks indicating ‘DRAFT’. On PDF, the watermark will appear across every page. On HTML, watermarks will appear in the middle of the document, above the header and transaction body.

Related Topics

General Notices