Keep every filing document on record

Mendiola keeps its own copy of every file Juan prepares for a company's tax filings: the return PDF, its XML, the SLSP, QAP and SAWT data files, and spreadsheets. Copies stay on record even if Juan later changes, amends or removes the filing. People add what Juan does not hold, such as a return filed through eFPS or eBIRForms, or a payment or BIR confirmation.

Everyone who can open the company can read its documents. While the company is active, anyone who can open it can also upload documents and remove uploads. An archived company's documents stay readable.

Open a return's documents

1. Open the company's Tax filings page and find the form and period.
2. In the Documents column, choose the paperclip. The number beside it is how many documents are on file. You can also choose Documents… from the row's menu.
3. The dialog, titled with the form and period, lists Every document on file for this return, kept here whatever happens in Juan.

Choose a file to open it in a new tab.

What the dialog shows

Sections appear only when they have files, in this order:

• Return: Juan's current version of the return and any return someone uploaded. Its line says the status in Juan and, for an amendment, the version.
• The files filed with it, such as the return's data files.
• For a data file row (SLSP, QAP or SAWT), the files of the return that carries it, with Filed with the form and its status in Juan.
• Payment, BIR confirmations and Other documents uploaded by people.
• Earlier versions: Original return, then Version 2 and later. A version Juan no longer lists is marked No longer in Juan; our copy.

An amendment is added as a new version. The original stays.

Upload a document

Use upload for evidence that Juan does not hold.

1. Open the return's documents and choose Upload.
2. Choose what you are uploading: The return (PDF from eFPS or eBIRForms), Payment confirmation, BIR confirmation or email, or Other document.
3. Choose the file. PDF, JPG or PNG, up to 10 MB.
4. If a return is already on file for that period, Mendiola asks whether yours is an amended return. Choose Yes, amended, No, the same return, or Cancel.

Uploading a document records evidence. It does not file the return with the BIR, mark it filed, or confirm payment. Use the row's Mark as filed… or payment confirmation actions for that, as described in Track filings and payment confirmations.

Remove an upload

Only uploads can be removed. Juan's files are kept for good.

1. Choose Remove beside the upload.
2. Enter Why remove it?, for example a wrong period or wrong file, and choose Remove. Choose Keep it to leave it.

The upload is hidden from the list and kept on record with your reason.

How copies are kept

Mendiola copies new and changed files from Juan each night, after the filings are read. A file is copied again only when Juan has changed it. Archived companies and companies without a working Juan connection are skipped.

When an eBIRForms file carries the filer's online sign-in details, Mendiola blanks them in its copy.

The data files Mendiola reads from these copies also feed the filed-return comparisons in audit risk and the withheld and remitted figures in EWT exposure.

Limits

• Juan does not provide the BIR's filing or payment confirmations. Upload them yourself.
• A filing done the same day may not have its copies until the next nightly copy.
• A document on file is not proof that a person reviewed it, or that the tax was paid.