You can add advertisements as images or attachments to your invoice.
Create the invoice as usual and save it.
Go to the page on which you would like to display the image. Then select the option “Add image” under the “Extended” tab.
By clicking on “Browse”, you can select the image from your local PC and add it by clicking “Upload”. Please note the file size and format. You cannot insert a PDF. When uploading the logo (as a picture) to use for sending ebills, we recommend a maximum size of approx. 150 KB.
Once you have uploaded the image, you can use your mouse to place it and adjust the size the way you want it.
If you click on the image and hold down the mouse button, you can move it.
If you go over the edge of the image with the mouse, click on it and move it, you can adjust the size.
Confirm and save the position of the image by pressing “OK”.
No image can be stored by default.
Create your invoice as usual. Before saving it, select “Attachment > Add”.
You can upload a file from your local PC and add the document via “Browse”.
If you select “Existing document”, you can access documents which have been uploaded and saved beforehand and select one of these.
This option is particularly suitable if you would like to attach the same document regularly, e.g. GTCs.
You can file a document under “Configuration > Texts and templates > Documents” so you can use it regularly.
If you have created and saved the document, you can select “Download”.
Open the document with Adobe Reader. (This is an external program which is a requirement to ensure the smooth running of SmartBusiness. You can install a free version at the following link: https://get.adobe.com/uk/reader/.)
It is important to use the “Actual size” function when printing!
If you have clicked on “Send > Post” and you have not installed pingen.com, this can lead to changes to how your document looks.
Under “Configuration > Layout”, you can adjust this again using the “Edit” button. Then save the adjusted layout.
The “Post” sending option is the link to pingen.com. This service sends documents in your name based on your requirements. More information can be found at https://www.pingen.com/INT/en/home/Send-letters-and-pdf-by-post-mail.html
Alternatively, you can print the documents yourself by clicking on “Download”.
Select several documents. Under “Selected”, you can then print them directly in a continuous PDF.
Alternatively, you can create a Zip archive under “Selected”, save the archive as it is on your PC and then print the documents from your computer as usual.
If you initially created a normal invoice and then changed it to a recurring invoice via the “Extended” tab, this can create two drafts. This is based on the fact that the recurring invoice will be sent (in other words, turned into an invoice draft) for the first time on the following day, unless otherwise stated.
You can prevent this by creating the recurring invoice directly via “Documents > Invoices > Recurring Invoice > “+ New”.
Alternatively, you can change the recurring invoice’s first execution date.
If you have an unusual status change or another change in a document, it is worth writing a short note. This will help you to reconstruct the event correctly in future.
If you have accepted the change, save the document.
On the right-hand side next to the preview, you can leave a note by clicking on the pencil sign.
Inpayment slips (or even several versions, e.g. for different accounts, or ISR, ISR+ and red) can be set up under «Receivables > Configuration > Software settings > Inpayment slips».
Start by clicking on «New».
The necessary details will be added on the following input screen.
Important: don’t forget to indicate the correct print positioning.
The inpayment slip will be available once all the details have been entered and saved. It can now be selected when creating an invoice.
As payment transactions are being harmonized, the QR-bill is set to be introduced in Switzerland on 30 June 2020. This is essentially an up-to-date version of the current red and orange inpayment slips. The QR-bill is designed to foster the development of digital business processes, and to simplify the issuing and payment of invoices. For the time being, the QR-bill will be an additional type of transfer. This means the orange and red inpayment slips can still be used. In the long term, however, the QR-bill will replace the current inpayment slips. It is nevertheless currently still unclear when these inpayment slips will be replaced.
With the QR-bill, all payment information is integrated in the Swiss QR code. This QR code means QR-bills no longer have to be entered manually, and can in fact be read with ease and integrated into digitized processes.
QR-bill with QR reference (and QR-IBAN)
The QR-bill with QR reference and QR-IBAN replaces the orange inpayment slips. The version with amount replaces the current ISR, and the version without amount replaces the current ISR+. The QR reference corresponds to the current ISR reference (26 numerical characters followed by one check digit) and, just like before, is used to simply reconcile invoices with payments for the invoice issuer. Existing ISR reference numbers can still be used without any changes. This enables a seamless transition from ISR/ISR+ slips to the QR-bill. The QR reference may only be used in combination with the QR-IBAN.
The QR-IBAN means that a QR reference (previously “ISR reference”) is essential when entering a payment. This ensures the usual efficient payment processing. For the QR-IBAN, you will need to register with your bank for ISR. The QR-IBAN only differs from IBAN in the use of a different institute identification (IID). You receive the QR-IBAN from your bank. Find out more under “How do I receive my QR-IBAN?”
QR-bills without a reference (with an IBAN)
The QR-bill without a reference with IBAN replaces the current red inpayment slip. No QR-IBAN is required here, and the normal IBAN from your account can be used. You have the option of entering or omitting the debtor and the amount. This QR-bill version can be used without having to register with a bank.
QR-bill with a creditor reference number (with an IBAN)
In addition to (Swiss) ISR reference numbers, SCOR reference numbers can also be used with QR-bills according to ISO 11649. This version is suitable for international invoicing. In other words, for customers outside the CHF payment area (Switzerland and Liechtenstein). The structured creditor reference (ref type: SCOR) has the same function as a QR reference. It makes allocating a payment with a clear reference number easier. No QR-IBAN is required for this version either here, and the normal IBAN from your account can be used.
All PostFinance customers with one or multiple ISR subscription(s) will receive a QR-IBAN automatically by post in the last week of June.
The QR reference corresponds to the current ISR reference number, and is generated by SmartBusiness as soon as a QR-bill with QR-IBAN is created. This all takes place automatically, and can therefore be ignored.
First of all, the QR-bill must be added to SmartBusiness as a payment method. Starting 30 June 2020, this can be entered in the accounts receivable module in the same way as the current inpayment slips:
To do this, the following information is required:
QR-bill (with QR reference)
• Bank’s name and address:
• Recipient’s name and address (account holder)
• Delivery number
QR-bill (without a reference)
• Bank’s name and address:
• Recipient’s name and address (account holder)
You can, of course, enter and use both QR-bill versions in SmartBusiness at the same time.
The QR-bill you have entered is then automatically available to you as a payment method when you create the invoice.
Yes, you will still be able to create and send invoices with ISR, ISR+ and red inpayment slips. As mentioned in this article, we recommend that our users ask their customers whether they would prefer to receive a QR-bill or continue receiving the current inpayment slips for the time being. As far as SmartBusiness is concerned, the current inpayment slips will continue to be supported until they are officially withdrawn from payment transactions. As no date has been set for this yet, this will not be for a few years at least.
You can also use ISR, ISR+ and red inpayment slips in conjunction with QR-bills.
When processing incoming QR-bills, we recommend doing the following in the accounts payable module:
Step 1: Create a QR account
In order to pay incoming QR-bills, a QR account must first be created for the contact. To do so, switch to the contact’s account management:
Next, create a new account and select the desired QR-bill version:
A QR account has now been set up for the contact:
Step 2: Select QR account for outgoing payments
If QR-bills subsequently arrive from this contact, you can simply select the appropriate account in the accounts payable module when you enter the expense:
All the other information is read directly from the Swiss QR code by SmartBusiness. This way, your expenses are entered in no time at all.