Digitization of accounting: Swiss QR-bill and ERP software

The Swiss QR-bill is a modern development of the traditional payment slips in Switzerland. It was introduced in June 2020 and simplifies payment transactions by bundling standardized information in a QR code. This initiative is part of the harmonization of Swiss payment transactions, which aims to make processes more efficient and secure. The Swiss QR-bill offers flexible solutions for different areas of application in payment transactions thanks to its different reference types, QR reference (QRR), creditor reference (SCOR) and non-reference (NON).

In practice, the Swiss QR-bill has so far proven to be a practicable solution with which, according to studies, customers pay their bills faster on average and minimize the error rate. With modern ERP software, a Swiss QR-bill can be generated at the touch of a button, whether on an Apple Mac, Microsoft Windows or mobile with iOS devices.

History of the QR-bill in Switzerland

The history of the QR-bill in Switzerland goes hand in hand with the digitalization of payment transactions. Before the introduction of the QR-bill, there were several different payment slips, which led to confusion and inefficiency. The introduction of the IBAN (International Bank Account Number) and Europe-wide harmonization through SEPA (Single Euro Payments Area) laid the foundation for the QR-bill. The QR-bill issued by the Swiss Payments Association (SPA) replaces the old payment slips and integrates both the reference numbers and additional payment information into a single QR code that can be easily read by scanners and mobile devices.

Types of Swiss QR-bills

There are three main types of Swiss QR-bills, which differ in the type of reference numbers and the intended use: QR Reference (QRR), Creditor Reference (SCOR) and No Reference (NON).

1. QR reference (QRR)

* Designation: QR reference
* Use: This reference is used for QR-bills that contain a structured reference number. It is particularly useful for the automatic reconciliation of payments.
* Format: 27-digit numeric reference.
* Area of application: The QR reference is mainly used by companies that process a large number of invoices and require a precise allocation of payments. The structured reference number enables automatic posting and reduces manual effort.
* Example: An energy supplier such as Swiss Post (PostFinance) sends invoices to thousands of customers every month. Each invoice contains a QR reference that enables the payment to be assigned to the corresponding invoice quickly and without errors.

2. Creditor Reference (SCOR)

* Name: Creditor Reference (ISO 11649, also known as SCOR)
* Use: This reference is used for international payments and follows the ISO 11649 standard, providing a structured reference for international payment transactions.
* Format: 25-digit alphanumeric reference, starting with "RF".
* Area of application: The Creditor Reference is mainly used in international payment transactions. It enables payments to be clearly assigned across national borders and complies with international standards, which facilitates processing and reconciliation.
* Example: A real estate management company such as Wincasa uses the QR reference for tenants' monthly rental payments. This enables efficient management and quick identification of payments.

3. no reference (NON)

* Name: No reference
* Use: This option is selected if no structured reference number is required. It is suitable for payments without a specific reference number.
* Format: No specific reference number.
* Area of application: This option is often used for invoices where no automatic allocation is required, e.g. for private individuals or smaller companies that do not use extensive accounting software.

Advantages of the Swiss QR-bill

* Efficiency: The QR-bill simplifies the payment process considerably, as all relevant information is contained in a single QR code. This reduces errors and speeds up processing.
* Standardization: The harmonization of payment transactions improves compatibility between different banks and payment systems.
* Flexibility: The ability to choose between different reference types allows companies and private individuals to use the best solution for them.
* Security: The standardized and structured information reduces the risk of misunderstandings and fraud.

Placement of the Swiss-QR on invoice documents

The introduction of the Swiss QR-bill has not only simplified the payment process, but has also created clear guidelines for the placement of the QR code on invoices. These guidelines ensure that the QR code is easily accessible and scannable, regardless of whether the invoice is single-page or multi-page.

Single-sided invoices

For single-page invoices, the Swiss QR code is placed at the bottom of the document by default. You will find the detailed specifications below:

* Placement: The QR code is located in the bottom right-hand corner of the invoice.
* Spacing: A minimum distance of 5 mm from the edge of the document should be maintained.
* Size: The QR code itself has a fixed size of 46 x 46 mm. The entire Swiss QR part including surrounding elements such as amount, reference and account details is 74 x 105 mm (A6).

This placement allows recipients to easily scan the QR code without it being obscured by other content on the invoice.

Multi-page invoices

For multi-page invoices, the Swiss QR code is placed either on the last page or on a separate insert. The exact specifications are:

* Placement on the last page: the QR code is placed at the bottom of the last page, as with single-page invoices.
* Separate insert: Alternatively, the Swiss QR code can be included on a separate sheet that is attached to the invoice. This insert only contains the QR code and the necessary payment information.

Swiss-QR and the gFM-Business ERP software

Based on the FileMaker platform, the customizable and multi language gFM-Business ERP software from the German ERP manufacturer gofilemaker includes support for all Swiss-QR types and corresponding invoice print layouts for the Swiss Swiss-QR. The ERP software includes a CRM, billing and merchandise management system as well as other modules and can be customized and extended as an open source version with Claris FileMaker on Apple macOS and Microsoft Windows. The manufacturer offers the software in four different expansion stages to ensure the optimum entry point for all requirements.

Summary

The introduction of the Swiss QR-bill marks a significant step in the digitalization and harmonization of Swiss payment transactions. By integrating different reference types (QRR, SCOR, NON), it offers a flexible and efficient solution for different payment requirements. Companies benefit from the automatic allocation and processing of payments, while private individuals benefit from the simple handling and reduction of errors. The Swiss QR-bill is therefore a modern and forward-looking solution for payment transactions in Switzerland. With modern ERP software, a Swiss QR-bill can be generated and sent to the customer at the click of a mouse.

gofilemaker.de - MSITS
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https://gofilemaker.de

Herr Markus Schall
+49 (0) 4 41-30 43 76 40
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info@gofilemaker.de

Development of customizable ERP software with CRM, invoicing and merchandise management for macOS, Windows and iOS based on the Claris FileMaker platform. Development and distribution of database systems, ERP software and merchandise management systems based on the FileMaker platform. Experience with FileMaker databases since 1994, winner of an FMM Award 2011, presented by FileMaker Magazine.

This release was published on openPR.