We set up timeSensor LEGAL for use with QR invoices?

We set up timeSensor LEGAL for use with QR invoices?

This article has been machine translated. If you find any errors, we would be grateful if you could report them to translation@timesensor.com.

General

The QR bill is the new standard for written invoicing in Switzerland and Liechtenstein and replaces the previous payment slip with reference number (ESR/BVR), which is still supported until September 2022. The QR bill contains all data in digital form as a QR code and, as before, as printed information.

Preparation

  1. To generate QR invoices in tSL, you must have purchased the Business Edition, First Edition or Deparment Edition.
You must have purchased the Business Edition, First Edition or Deparment Edition.
  1. QR bills only use IBAN numbers to identify the account. Ask your bank about the IBAN to be used for QR bills. A so-called QR IBAN is usually used here.
Before you can print QR invoices, you need a QR IBAN from your financial institution for the account in question.
  1. For a smooth creation of QR invoices under Mac as well as Windows, build 3492 or newer should be installed.
Please update to build 3492 or newer prior to using qr invoices.
  1. Go to the Special area and select the Chart of Accounts menu item in the Accounting menu. Open the desired bank or postal cheque account and click on the tab "ePayment". Select "SWISS" as the payment system and enter your QR-IBAN in the IBAN field. Click on the lock to unlock the fields for processing. The fields Participant no., Customer ID, Account and Clearing no. have no influence on the QR invoices. The Customer ID and Clearing No. fields must still be filled out according to the picture, in order for QR invoices to be generated (ISR invoices are set up in the same window and therefore empty fields are not accepted here). To ensure that the field "In favour of" can be processed correctly later, the postcode must not be preceded by anything - such as "CH-".


Changeover of the invoice templates

You can still use the ESR/BVR system until September 2022. timeSensor LEGAL supports both systems in parallel, so you can, for example, switch one account to QR invoices and continue to use ISR for another account if you wish. When you are ready to use QR invoices, you need to adapt the invoice templates you use. To do this, proceed as follows:
  1. Go to one of the invoice lists (Finance/Debitors), select any invoice and click on the print symbol in the bottom right-hand corner.
  2. Select the desired template and select the Edit item in the action menu at the bottom left.



  3. Click on the large folder symbol to display the subsequent documents of the selected invoice template.
  4. If you are already using ESR/BVR, you will see one or more templates labelled ESR/BVR in the list of subsequent documents. Select these, rename them QR and click on the large report symbol to make the setting for QR.
  5. If you do not yet use ESR/BVR, create a new subsequent document with the (+) button, name it QR and change the template type of 4D Write Pro to timeSensor. Click on the big plus button and select payment slip. Then click on the big Report icon to make the setting for QR.


  7. In the ESR/QR tab, set the setting to QR and in the leader tab, select the number of pixels so that the QR deposit slip is printed at the bottom of the A4 page (approx. 510-530 pixels).
  8. The text field in the leader tab can be used to print simple information (e.g. the name of the office and the address) at the top of the page. The variables <Invoice Date> and <Invoice Number> can be used to insert the invoice date and the corresponding invoice number.


  9. Confirm your choice and close all windows. You have now changed the invoice template to QR.
  10. Repeat the previous steps if you want to change other invoice templates.
If you send invoices by e-mail, you probably used the "pseudo payment slip for sending by e-mail" up to now. This template is no longer necessary with the QR invoice, as the QR payment slip sent by e-mail is no longer different from the printed QR payment slip. You can therefore delete this template. However, make sure that in the output options of the remaining QR template, the output always takes place (and not only in print).

Test it!

If you have converted your invoice template correctly, you will see the QR deposit slip in the QR tab in the invoice preview:


We recommend making a test payment before sending QR invoices to customers.
Don't forget that QR invoices must be set up analogously for dunning templates
QR invoices must also be adjusted under the dunning templates.
To do this, go to: Settings > Parameters > Finances. There you will find the Scheme Editor and then the Template Editor (see pictures below), where you can set up the QR invoices.


Processing the payment file

The data coming back from the banking system does not change: you receive a payment file from your financial institution in CAMT054 format and the data it contains is identical whether you have sent ESR/BVR or QR invoices. The only change in this area is the previous ESR/BVR button, which we have renamed Camt:

The payment file can be dragged and dropped into the Camt window or alternatively into the Open Invoices window, which you will find under Debtors.

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