SMeS Frequently Asked Questions

General Questions

What is SMeS?

SMeS stands for Smart Merchant Solutions, the pioneering electronic invoicing system approved by the BIR for merchants.

What is electronic invoicing?

Electronic invoicing (e-invoicing) is the exchange of invoice documents between a supplier/merchant and a buyer in an integrated electronic format.

Why are we switching to electronic invoicing?

E-invoicing improves efficiency, reduces costs, enhances accuracy, and accelerates the invoicing process.

Implementation and Usage

How do I sign up for SMeS electronic invoicing?

Go to https://omsmpc.einvoice.com.ph/#/login.

On the login page, click "Sign Up."

You will be redirected to a sign-up form where you will be asked to provide the following information:

- Certificate of Registration
- Your OMSMPC Member details
- Birthdate
- Contact information

You may also directly access the sign-up form here bit.ly/SMeSRegistration

What software or platform are we using for SMeS e-invoicing?

Smart Merchant Solutions (SMeS) uses a web-based application which means you can issue invoices using a desktop or a mobile device anytime and anywhere as long as you are connected to the internet.

How do I submit an invoice electronically?

After logging in to your account, select "Generate Sales e-invoice" on your Home screen on the left side.

Under the "Create" tab, enter the specific details of the order or transaction, then click "Generate."

After generating the invoice, you will be automatically directed to the list of invoices page. You can also manually navigate to the "Sales" option on the left side to view the generated invoices.

Find the recently generated invoice, click "View Details," and then "Download PDF" to see it in electronic PDF format. The electronic invoice in PDF format may then be sent to your customer via email or any messaging app.

You can also take a screenshot or picture of the electronic invoice and send it to your customers. It will still be considered valid, as the electronic invoice includes accreditation information and a QR code that your customers can scan to verify the legitimacy of the invoice online.

Technical Support

What if I encounter technical issues with e-invoicing, is there a helpdesk or customer support available?

Please report any issues you encounter with SMeS through our ticketing system. Visit support.omsmpc.com to file a ticket, making sure to select the correct category for SMeS.

Compliance and Security

Is e-invoicing compliant with local regulations?

Electronic invoicing is in fact a mandate of the Bureau of Internal Revenue under Revenue Regulation 8-2022. This was initially piloted for the top 100 large taxpayers in the Philippines, and now, through SMeS, it is already made available to individual merchants. You can find a copy of the RR 8-2022 here.

How secure is the electronic invoicing system?

Encrypted file transfers, digital signatures, and secure networks make SMeS the most secure method for sending and receiving electronic invoices.

Transition Process

How will the transition to electronic invoicing affect current processes?

The transition to electronic invoicing affects current processes by replacing traditional paper-based methods with electronic systems, resulting in significant efficiency gains, cost savings, and improved accuracy. Merchants who use SMeS to generate and issue their invoices are also no longer required by the BIR to submit a Summary List of Sales.

What happens to the existing invoices?

You can continue using your existing paper invoices if needed. However, we recommend avoiding the use of both paper invoices and e-invoices for the same transaction, as this could lead to confusion and discrepancies. For consistency and to streamline your invoicing process, it's best to choose one method per transaction. Once all of your paper invoices have been fully utilized, you can choose to shift to SMeS completely.

Training and Resources

Will there be training sessions available?

A video tutorial on navigating the system has been posted on the OMSMPC Forum. Please register and visit forum.omsmpc.com to view it.

Are there any user guides or documentation available?

You can visit our website at www.omsmpc.com for guidelines related to SMeS or visit https://www.omsmpc.com/v2/services/Smart-Mertchant-Solutions.html

Billing and Payment

Will the invoicing process change for customers?

The e-invoice functions similarly to a traditional paper receipt but eliminates the need for printing. Instead, you can send it electronically, streamlining the process and reducing paper waste.

How will electronic invoicing impact payment timelines?

Manually processing paper invoices can lead to slower bill payments due to the time required for handling and delivery. For suppliers, these delays can adversely affect cash flow, making it harder to manage operational expenses. Transitioning to electronic invoicing can help expedite payments and improve financial stability for suppliers.

What are the costs associated with using electronic invoicing? Is there a cost per invoice processed through SMeS?

Each invoice will cost you Php3.00, with the first 50 invoices generated being free of charge. This allows for an initial period of cost-free invoicing before any fees apply.

Are there different pricing tiers for SMeS based on volume or usage?

At present, the cost is a flat rate of Php3.00 per invoice, regardless of the number of invoices you generate. This straightforward pricing ensures predictable costs without any additional charges based on usage.

Are there any discounts available for high-volume invoicing with SMeS?

We are constantly looking at improving our services and making our pricing competitive and attractive. Plans for a subscription-based service are definitely under future consideration

What payment methods are accepted for SMeS fees?

SMeS users will be billed on a monthly basis and payments can be made through popular payment methods such as bank transfers, credit or debit card payments, e-wallets, as well as Over-the-Counter options with partner establishments subject to varying convenience fees for the method of payment used.

How often will I be billed for SMeS services?

You will receive a monthly billing statement for the SMeS service, which will cover all charges incurred during that billing cycle. This ensures a regular and predictable billing schedule for your convenience.

Is there a trial period or a money-back guarantee for SMeS?

As an introductory offer, users who sign up and whose accounts are activated from July 26 to December 31, 2024, will be able to issue their first 50 electronic invoices free of charge. They will be billed on a per invoice used on a monthly basis. There is no lock-in period required and the user may choose to simply discontinue their use of the system so as not to be billed or to submit a formal request for deactivation of the account through the OMSMPC support ticketing system.

Are there any hidden fees or additional charges with SMeS?

The cost for each e-invoice is Php3.00, with separate additional fees applicable for other services, such as bookkeeping (available in the future), depending on the plan you choose. This pricing structure allows you to pay specifically for the invoicing services you use while accommodating additional needs with separate charges.

Can I cancel my SMeS subscription at any time?

You can cancel your SMeS subscription at any time. However, because we charge based on the number of booklets used, there’s no need to cancel your membership; simply stop using the service to avoid additional charges. You will still receive a SOA for all electronic invoices you issued that were yet unbilled after your subscription cancellation.

Merchant Compatibility

Can SMeS be used by any type of merchant?

Yes, you can utilize SMeS across any platform or in physical stores. This flexibility ensures that you can integrate the service seamlessly into both your online and offline operations.

Are there any specific industry requirements for using SMeS?

Based on the BIR RR 8-2022, exporters, top large taxpayers, and all merchants engaged in e-commerce are mandated to use electronic invoices. However, even businesses falling outside of these 3 categories may choose to use electronic invoices if they wish to avail of cheaper costs and more efficient processes.

Can SMeS be integrated with different types of accounting or ERP systems?

Yes, it is possible and it is a future development we are looking to build.

Does SMeS support merchants with complex invoicing needs, such as recurring billing or multi-currency invoicing?

SMeS can be tailored to address individual needs. You may get in touch with us through the OMSMPC Support Ticketing System if your business has specific needs that are currently not offered in the SMeS system.

Are there any size limitations for businesses using SMeS?

Currently, our service offers unlimited access to e-invoicing without any restrictions. This means you can generate as many e-invoices as needed without encountering any service limitations.

Can non-profit organizations use SMeS for their invoicing needs?

At present, the service is exclusively available to OMSMPC members. This means that only individuals or organizations affiliated with OMSMPC can access and utilize the service.

Is SMeS suitable for merchants with a high volume of transactions?

Yes, SMeS is suitable for merchants with a high volume of transactions. The service allows for unlimited e-invoicing without restrictions, making it capable of handling large numbers of invoices efficiently. SMeS also comes with a bulk invoicing feature allowing you to process large batches of invoices easily.

Does SMeS offer customization options for different types of merchants?

What type of training and support does SMeS offer to different types of merchants?

SMeS offers online orientation for training and support, providing all types of merchants with essential information and guidance through virtual sessions. This approach ensures that merchants can access the necessary training remotely and at their convenience.

Is there a community or user group for SMeS where merchants can share experiences and tips?

Yes, there is a community for SMeS where merchants can share experiences and tips through forums.omsmpc.com. This platform allows users to engage with each other, exchange information, and seek advice related to SMeS.

Account Management

Can I have multiple users on a single SMeS account?

No, multiple users cannot be accommodated on a single SMeS account, as only one user is allowed per account. Each user will need their own separate account to access the service.

How do I reset my SMeS account password?

To reset your SMeS account password, use the "Forgot password" link on the login page. This is the only method available for password recovery.

What should I do if my account is locked?

If your account is locked, you should create a ticket through support.omsmpc.com. This is the only method available for resolving account lock issues for now.

Invoice Management

Can I edit an invoice after submission?

Once a file is uploaded to the system, you cannot make any changes to it. This policy ensures the integrity and consistency of the data within the system.

How do I handle invoice disputes or corrections?

To handle invoice disputes or corrections, you need to cancel the e-invoice and issue the correct one. This is the only method available for addressing issues and making necessary adjustments.

What are the steps to cancel an invoice?

To handle invoice disputes or corrections, view the sales e-invoice and click the cancellation button provided to address any issues or make necessary adjustments.

Technical Integration

What APIs are available for integrating SMeS with other systems?

Can I integrate SMeS with my existing e-commerce platform?

Currently, SMeS cannot be integrated with existing e-commerce platforms.

How do I handle data migration from my current invoicing system to SMeS?

Data migration from your current invoicing system to SMeS is not yet available at this time.

User Experience

What features does the SMeS dashboard offer?

The SMeS dashboard offers several features including being able to see all invoices you have issued and generating a report of all invoices you have issued within a period you specified. It also maintains a separate database of discounts you have issued like PWD, Senior Citizen, and National Athlete Discounts. We are constantly adding new features to fit the needs of the truly smart merchant.

How can I customize my invoice template on SMeS?

Currently, SMeS uses a standard template for invoices in compliance with BIR regulations, so customization options are not available at this time.

Can I access SMeS on mobile devices?

Yes, as long as your mobile device has internet connectivity. As we are still in the early stages of adoption though, please expect that some screen formats may not have been optimized yet for mobile devices. As of now, the system is best accessed using a desktop or laptop.

Legal and Compliance

Does SMeS comply with international e-invoicing standards?

SMeS is designed for local use only and does not comply with international e-invoicing standards at this time.

What legal documents do I need to provide to start using SMeS?

To start using SMeS, you need to provide the following legal documents: Certificate of Registration (COR), Business Name, Date of Birth, and Viber Number.

Environmental Impact

How does e-invoicing contribute to environmental sustainability?

E-invoicing contributes to environmental sustainability by reducing the need for paper, printing, and physical storage. This decrease in paper usage helps conserve trees and lowers the energy and water consumption associated with paper production. Additionally, e-invoicing reduces the carbon footprint from transporting physical invoices, thereby promoting a more eco-friendly business practice.

Future Developments

Are there any upcoming features or updates for SMeS?

Yes, there are exciting upcoming features and updates for SMeS. Bookkeeping capabilities and bulk processing will be introduced soon, enhancing financial management and transaction efficiency within the platform.

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