The Private Sale Invoice is a fundamental business document used extensively in Philippine commerce for documenting sales transactions between private parties. This document is required whenever a sale of goods or services occurs, serving multiple purposes including transaction documentation, tax compliance, and legal protection. It must comply with the Civil Code of the Philippines, BIR Revenue Regulations (particularly RR 18-2012), and if VAT-registered, the National Internal Revenue Code provisions on VAT. The document typically includes seller and buyer details, item descriptions, pricing, tax calculations, and payment terms. It's particularly important as it serves as an official record for tax purposes and can be used as evidence in legal proceedings if disputes arise regarding the sale.
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1. Invoice Header: Contains invoice number, date, and BIR-required information including TIN (Tax Identification Number)
2. Seller Information: Complete details of the seller including registered name, address, contact information, and TIN
3. Buyer Information: Complete details of the buyer including name, address, and contact information
4. Item Details: Detailed description of items sold including quantity, unit price, and total amount per item
5. Computation: Subtotal, applicable taxes (VAT if registered), discounts if any, and total amount due
6. Payment Terms: Specified payment conditions, due date, and acceptable payment methods
7. Certification: Statement certifying the truthfulness and accuracy of the information provided
8. Authorization: Signature lines for authorized representatives and space for official stamps/seals
1. Delivery Details: Include when items require shipping or delivery - specifies delivery address, terms, and estimated delivery date
2. Warranty Information: Include when selling items with manufacturer or seller warranties
3. Special Conditions: Include when there are specific terms or conditions attached to the sale
4. Return Policy: Include when offering specific return or exchange terms
5. VAT Registration Details: Include when seller is VAT-registered, showing VAT registration number and related details
1. Item Specifications: Detailed technical specifications or descriptions of complex items
2. Delivery Schedule: Detailed delivery timeline for multiple items or staged deliveries
3. Price Breakdown: Detailed breakdown of pricing components for complex items or services
Relevant legal definitions
Clauses
Relevant Industries
Retail
Manufacturing
Wholesale
E-commerce
Construction
Agriculture
Professional Services
Technology
Consumer Goods
Industrial Equipment
Relevant Teams
Sales
Finance
Accounting
Tax
Administration
Operations
Billing
Accounts Receivable
Relevant Roles
Sales Manager
Finance Manager
Accountant
Business Owner
Sales Representative
Billing Coordinator
Tax Compliance Officer
Accounts Receivable Specialist
Administrative Officer
Operations Manager
Financial Controller
Bookkeeper
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