Manual E-bill 499.41
Manual E-bill 499.41
Manual E-bill 499.41
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<strong>499.41</strong> en (pf.ch) 10.2010 PF<br />
<strong>Manual</strong> E-<strong>bill</strong><br />
<strong>Manual</strong> E-<strong>bill</strong> Version October 2010 1/64
E-<strong>bill</strong> Customer Service<br />
Swiss Post<br />
PostFinance<br />
Nordring 8<br />
3030 Berne<br />
w ww.postfinance.ch/e-<strong>bill</strong><br />
Integral Sales E-Services<br />
E-mail e-invoicing @ postfinance.ch<br />
Consulting and Sales business customers<br />
Phone 0848 848 848 (regular rate)<br />
Integration and Support<br />
Helpdesk E-Bill supported by<br />
Swiss Post Solutions AG<br />
Phone 0800 111 101 (standard rate)<br />
E-mail e-<strong>bill</strong>.help @ postfinance.ch<br />
<strong>Manual</strong> E-<strong>bill</strong> Version October 2010 2/64
Contents<br />
1. Service description 6<br />
1.1 Brief description of the service and document overview 6<br />
1.2 E-<strong>bill</strong> process in brief 8<br />
1.3 Delimitations 8<br />
1.4 Legal basis 8<br />
1.5 Service for <strong>bill</strong>ers 9<br />
1.6 Service for <strong>bill</strong> recipients 10<br />
1.6.1 Delivery of unsigned data by e-finance 10<br />
1.6.2 Delivery of digitally signed data 10<br />
1.7 Forwarding data to network partners (signed data) 10<br />
1.8 Roles 11<br />
1.8.1 PostFinance 11<br />
1.8.2 Swiss Post Solutions AG 11<br />
1.8.3 Billers 12<br />
1.8.4 Biller Service Provider (BSP) 12<br />
1.8.5 Customer Service Provider (CSP) 12<br />
1.8.6 Bill recipient 12<br />
1.8.7 Partner systems 12<br />
1.9 Transmission of electronic orders 12<br />
2. Registration processes for <strong>bill</strong>ers 13<br />
2.1 Requirements 13<br />
2.2 Biller setup using software tested with PostFinance 13<br />
2.3 Biller setup using untested software 14<br />
2.4 Service for delivering data to Six Paynet AG 15<br />
3. Registration processes for <strong>bill</strong> recipients 16<br />
3.1 Requirements 16<br />
3.2 Bill recipient registration 16<br />
3.2.1 Unsigned <strong>bill</strong>s 16<br />
3.2.2 Digitally signed <strong>bill</strong>s 16<br />
3.3 Registration 16<br />
3.3.1 Registering via e-finance 17<br />
3.3.2 Registration via business interface 17<br />
4. Biller processes 18<br />
4.1 Bill data preparation 18<br />
4.2 Sorting <strong>bill</strong>s and delivering <strong>bill</strong> data 18<br />
4.3 Presentment of electronic <strong>bill</strong> details 18<br />
4.3.1 Presentment of <strong>bill</strong> details with <strong>bill</strong> presentment module 18<br />
4.3.2 Presentment of <strong>bill</strong> details without <strong>bill</strong> presentment module 18<br />
4.3.3 Combination of both options with and without the <strong>bill</strong><br />
presentment module 19<br />
4.3.4 Static <strong>bill</strong> detail 20<br />
4.3.5 Presentment of <strong>bill</strong> details for Debit Direct payments 20<br />
4.4 Bill enclosures 20<br />
4.5 Payment by instalment 20<br />
4.6 Checking data transmission 20<br />
4.7 Searching for <strong>bill</strong>s 21<br />
4.8 Changes 21<br />
4.8.1 Changes to transmitted <strong>bill</strong> data 21<br />
4.8.2 Correcting signed <strong>bill</strong>s 21<br />
4.9 Booking incoming payments and managing accounts receivable 22<br />
4.10 Archiving invoices 22<br />
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5. PostFinance processes 23<br />
5.1 Receipt of <strong>bill</strong> data 23<br />
5.2 Plausibility check and data conversion 23<br />
5.3 Generation and signature of the original <strong>bill</strong> 23<br />
5.4 Provision of the process report 23<br />
5.5 Provision of <strong>bill</strong>s to <strong>bill</strong> recipients 23<br />
5.6 Delivery of the signed <strong>bill</strong>s 24<br />
5.7 Data storage by PostFinance 24<br />
5.7.1 Processing data 24<br />
5.7.2 Data downloaded via business interface, web services<br />
or e-finance 24<br />
5.7.3 Data downloaded via SFTP or AS2 24<br />
5.7.4 Archive-disk data 24<br />
5.7.5 Swiss Post business data 24<br />
6. Bill recipient processes 25<br />
6.1 Processing of unsigned <strong>bill</strong> data via e-finance online 25<br />
6.2 Receipt of digitally signed electronic <strong>bill</strong>s 25<br />
6.3 Signature check 26<br />
6.4 Bill processing 26<br />
6.5 Archiving digitally signed <strong>bill</strong>s 26<br />
7. Registration and cancellation Bill recipient 27<br />
7.1 Direct registration 27<br />
7.2 Registration and cancellation via PostFinance 28<br />
7.3 Registration and cancellation via the <strong>bill</strong>er’s platform 29<br />
8. Bill presentment module 31<br />
8.1 Delivery of <strong>bill</strong> details by the <strong>bill</strong>er 31<br />
8.2 Generating <strong>bill</strong> details via PostFinance 31<br />
9. Processing log 32<br />
10. ISR subscription at PostFinance 35<br />
10.1 ISR subscriber number 35<br />
10.2 Reference number 35<br />
10.3 Delivery of incoming payment data 35<br />
11. Communication 36<br />
11.1 Overview of communications methods 36<br />
11.1.1 Overview of <strong>bill</strong>er channels and formats 36<br />
11.1.2 Overview of <strong>bill</strong> recipient channels and formats 36<br />
11.2 Forms of communication 37<br />
11.2.1 Business interface (input and output) 37<br />
11.2.2 Web services (input and output) 38<br />
11.2.3 SFTP (input and output) 40<br />
11.2.4 E-finance offline file transfer (input and output) 41<br />
11.2.5 E-finance online view (outgoing delivery) 42<br />
11.2.6 AS2 (outgoing delivery) 42<br />
11.2.7 E-mail (outgoing delivery) 42<br />
11.2.8 Archive-disk (output) 42<br />
11.3 Data security 42<br />
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12. Data formats 43<br />
12.1 BillerID and EBillAccountID 43<br />
12.2 PostFinance standard registration form 43<br />
12.2.1 User data 45<br />
12.2.2 Additional data 45<br />
12.3 PostFinance standard cancellation form 46<br />
12.4 Registration and cancellation data (output) 46<br />
12.4.1 Individual registrations by e-mail 46<br />
12.4.2 Several registrations per day by file 47<br />
12.5 Bill data 48<br />
12.5.1 yellow<strong>bill</strong> Invoice (input) 48<br />
12.5.2 yellow<strong>bill</strong> Invoice (output) 50<br />
12.5.3 PDFOnly (input) 50<br />
12.5.4 Other input or output formats 51<br />
12.5.5 Bill detail (PDF) 51<br />
12.5.6 Other <strong>bill</strong> formats 51<br />
12.5.7 swissDIGIN (swiss digital invoice) 51<br />
13. E-<strong>bill</strong> functions in e-finance 52<br />
13.1 Processes relating to registration and cancellation 52<br />
13.1.1 E-<strong>bill</strong> registration 52<br />
13.1.2 Cancelling e-<strong>bill</strong> registration 52<br />
13.1.3 Viewing available <strong>bill</strong>ers 52<br />
13.1.4 Register 52<br />
13.1.5 Cancelling registration with a <strong>bill</strong>er 52<br />
13.2 Processes relating to <strong>bill</strong> processing 53<br />
13.2.1 Viewing the number of open invoices and invoices<br />
for information 53<br />
13.2.2 Displaying the overview of <strong>bill</strong>s 53<br />
13.2.3 Displaying the <strong>bill</strong> details 54<br />
13.2.4 Selecting <strong>bill</strong>s 54<br />
13.2.5 Issuing a payment order 54<br />
13.2.6 Changing a payment order 54<br />
13.2.7 Deleting a payment order 54<br />
13.2.8 Booking and confirming the payment 55<br />
13.2.9 Rejecting a <strong>bill</strong> 55<br />
14. Sending orders 56<br />
14.1 Sending orders to PostFinance 56<br />
14.2 Sending orders to suppliers 56<br />
14.3 Order status 56<br />
Annex 57<br />
Service Level Agreement (SLA) 58<br />
Example of PDFOnly <strong>bill</strong>ing 61<br />
Abbreviations 62<br />
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1. Service description<br />
1.1 Brief description of the service and document overview<br />
PostFinance, in conjunction with Swiss Post Solutions AG provides an e-<strong>bill</strong><br />
solution based on the consolidator model. It is designed for the electronic<br />
transmission of <strong>bill</strong>s and is based on the ISR debt collection solution – the<br />
orange inpayment slip with a reference number. In this document, invoices/<br />
<strong>bill</strong>s, <strong>bill</strong>ing data and data are understood to be <strong>bill</strong>s and credit slips.<br />
The e-<strong>bill</strong> solution of PostFinance provides a platform that enables <strong>bill</strong>ers<br />
to send their customers CHF and EUR <strong>bill</strong>s electronically without media fragmentation,<br />
i.e. eliminating data re-entry.<br />
Bill recipients can either process electronic <strong>bill</strong>s via e-finance of PostFinance<br />
or import them into their own finance software via different channels for<br />
further processing. PostFinance is thus primarily a transport system for <strong>bill</strong><br />
data.<br />
Bill data that are delivered digitally signed by PostFinance or an affiliated<br />
network partner meet the legal requirements concerning value-added tax<br />
and can be used to claim input VAT deductions (see section 1.4).<br />
Unsigned <strong>bill</strong> data obtained via e-finance do not meet these requirements.<br />
Digitally signed <strong>bill</strong> data are always signed by PostFinance or an affiliated<br />
network partner. Therefore, the <strong>bill</strong>er must provide Swiss Post and its affiliated<br />
network partners with the corresponding authorization.<br />
In this document we distinguish clearly between digitally signed data, which<br />
can be used to claim input VAT deductions, and non-digitally signed data,<br />
which cannot be used for this purpose.<br />
Data type<br />
Delivery channel<br />
Data transfer Archive-Disk E-finance<br />
Signed data VAT OK VAT OK Not possible<br />
Unsigned data VAT NOK VAT NOK VAT NOK<br />
PostFinance recommends that <strong>bill</strong> recipients who require <strong>bill</strong>s to claim<br />
input VAT deductions receive the data via data transmission. They can thus<br />
transfer the signed <strong>bill</strong> data to their own software where further processes<br />
(e. g. creditor processing) can be optimized and automated.<br />
Bill recipients who do not require <strong>bill</strong>s to claim input VAT deductions can<br />
process the data directly in e-finance and make their payment.<br />
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The main purpose of e-<strong>bill</strong> is the fully automated data processing on both<br />
sides with the related higher data quality thanks to the continuity of the<br />
electronic data flow (no media fragmentation). Consequently, substantial<br />
efficiency gains with considerable savings potential are possible for <strong>bill</strong>ers<br />
and <strong>bill</strong> recipients.<br />
In order to meet customer requirements, PostFinance is continuously developing<br />
the e-<strong>bill</strong> solution to add extra functions. PostFinance is convinced<br />
that e-<strong>bill</strong> can only work in a network environment. The relevant cooperation<br />
agreements are already in place with various e-<strong>bill</strong> providers.<br />
Biller<br />
Bill creation<br />
and dispatch<br />
Booking, payment<br />
entry and archiving<br />
PostFinance<br />
E-<strong>bill</strong><br />
Payment<br />
data<br />
PostFinance/<br />
Bank<br />
Payment<br />
transfer<br />
Bill<br />
details<br />
Additional<br />
data<br />
Bill recipient<br />
Automated<br />
<strong>bill</strong> processing<br />
and archiving<br />
without media<br />
fragmentation<br />
Bill issuers and recipients can automate their <strong>bill</strong> processing with the e-<strong>bill</strong> solution<br />
from PostFinance.<br />
The following sections are of particular interest to <strong>bill</strong>ers:<br />
Section 1: Service description<br />
Section 2: Registration processes for <strong>bill</strong>ers<br />
Section 4: Biller processes<br />
Section 5: PostFinance processes<br />
Sections 7 to 12: Description of technical aspects<br />
Section 13: E-<strong>bill</strong> functions in e-finance<br />
Bill recipients can consult the following sections:<br />
Section 1: Service description<br />
Section 3: Registration processes for <strong>bill</strong> recipients<br />
Section 5: PostFinance processes<br />
Section 6: Bill recipient processes<br />
Section 11: Communication<br />
Section 12.5: Bill data<br />
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1.2 E-<strong>bill</strong> process in brief<br />
1. To enable a <strong>bill</strong> recipient to receive electronic <strong>bill</strong>s via PostFinance, he<br />
must register with the <strong>bill</strong>er, i. e. he provides his subscriber number as for<br />
an address change. For this purpose, PostFinance offers the <strong>bill</strong>ers the<br />
necessary tools which can be used via e-finance or business interface.<br />
2. As soon as the <strong>bill</strong>er has stored the subscriber number in his customer<br />
database he can send the electronic <strong>bill</strong> to PostFinance.<br />
3. The <strong>bill</strong> details can be presented either directly by PostFinance, by the<br />
<strong>bill</strong>er or by a <strong>bill</strong>er service provider.<br />
4. Provision of data for the <strong>bill</strong> recipient<br />
Via e-finance: The <strong>bill</strong> recipient can view the <strong>bill</strong>s via e-finance and issue<br />
the corresponding payment instructions or reject the <strong>bill</strong>. On the due<br />
date, PostFinance makes the payment or notifies the <strong>bill</strong>er that the <strong>bill</strong><br />
was rejected.<br />
Via data transmission: The <strong>bill</strong> recipient downloads the <strong>bill</strong> data<br />
from a defined communication channel. After processing them, he issues<br />
a payment order using his finance software, e. g. via EPO.<br />
Via network partners (see section 1.7)<br />
5. The ISR credits are booked according to the process defined by the <strong>bill</strong>er.<br />
1.3 Delimitations<br />
The functions of the PostFinance e-<strong>bill</strong> solution begin when <strong>bill</strong> data are sent<br />
from a <strong>bill</strong>er’s <strong>bill</strong>ing solution or accounts receivable system to PostFinance<br />
and end when a <strong>bill</strong> recipient issues a payment instruction in e-finance or if<br />
the data are included in an accounts payable solution. The main functions<br />
of the e-<strong>bill</strong> solution of PostFinance are:<br />
• Conversion of the data into the format requested by the recipient<br />
• Data processing to conform with legal requirements<br />
• Data transport.<br />
The PostFinance e-<strong>bill</strong> solution is not:<br />
• a <strong>bill</strong>ing solution<br />
• a print system<br />
• an accounts receivable management system<br />
• an accounts payable management system<br />
• a payment transaction system.<br />
1.4 Legal basis<br />
In the spring of 2002 the Swiss tax authorities laid the foundations for the<br />
complete electronic exchange of <strong>bill</strong>s between companies by implementing<br />
the ordinance on electronically transmitted data and information (EIDI-V).<br />
Thus, electronic invoices are just as authoritative as paper documents, as<br />
long as they have not been changed and their origin and the non-contestability<br />
of the data and information are guaranteed. These requirements<br />
can be met in technical terms, for instance by applying a digital signature<br />
process.<br />
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The following tax-related points must be taken into account in a fully<br />
electronic exchange of invoices:<br />
• The contents must basically correspond to those of the paper invoice<br />
(MWSTG Art. 37).<br />
• With the digital signature, electronic invoices are just as authoritative<br />
as paper <strong>bill</strong>s. Before using the data, it must be checked that the signature<br />
is accurate (see section 6.3).<br />
• It must be possible to access the electronic invoice data until they expire.<br />
This means that the necessary software and infrastructure must be available<br />
to reproduce these data for this period. The data must also be protected<br />
against loss and damage.<br />
• Electronic invoice issuing may be delegated to a third party if a delegation<br />
declaration is signed.<br />
At PostFinance’s request the Swiss Federal Tax Administration confirmed<br />
in June 2005 in writing that the e-<strong>bill</strong> solution of PostFinance fully meets<br />
the legal requirements. The following is an excerpt from the letter:<br />
“In conclusion, we hereby confirm that the e-<strong>bill</strong> solution of PostFinance<br />
[…] meets the current requirements for electronic transmission of invoices.<br />
Moreover, the <strong>bill</strong> recipient is able to duly store the <strong>bill</strong>s transmitted<br />
by PostFinance. This statement does not change the fact that the service<br />
recipient required to keep the <strong>bill</strong>s – as well as the service provider – must<br />
take all necessary steps to ensure that <strong>bill</strong>s are kept in an appropriate<br />
manner in accordance with the requirements arising from the individual<br />
situation. The service recipient cannot claim to have kept <strong>bill</strong>s in an<br />
appropriate manner merely by using the e-<strong>bill</strong> solution of PostFinance.”<br />
1.5 Service for <strong>bill</strong>ers<br />
The service for <strong>bill</strong>ers includes the following:<br />
• Customer administration, in particular the registration of <strong>bill</strong> recipients<br />
and the provision of a tool that supports the registration or cancellation<br />
of <strong>bill</strong> recipients with the <strong>bill</strong>er.<br />
• Receipt of the data delivered by the <strong>bill</strong>er and provision of a processing<br />
log.<br />
• The option of automated data delivery.<br />
• Possibility of automatically downloading the registration or cancellation<br />
data, processing records and signed invoices.<br />
• Processing of the delivered data as described in this e-<strong>bill</strong> manual and<br />
in individual specifications in the application form.<br />
• Forwarding data to network partners (see section 1.7).<br />
• Service for data delivery to SIX Paynet AG (see section 2.4).<br />
• Provision of the <strong>bill</strong> data to the <strong>bill</strong> recipients as per separate agreement<br />
with them.<br />
• Digital signature of the <strong>bill</strong> data according to legal regulations, EIDI-V<br />
in particular, and delivery of these data to the <strong>bill</strong>er and <strong>bill</strong> recipient,<br />
if the <strong>bill</strong>er has authorized Swiss Post or an affiliated network partner<br />
accordingly.<br />
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1.6 Service for <strong>bill</strong> recipients<br />
1.6.1 Delivery of unsigned data by e-finance<br />
The service includes provision of the relevant data and <strong>bill</strong> details via<br />
e-finance. In this case the <strong>bill</strong> data are unsigned and the <strong>bill</strong> details are available<br />
only in the form of an image (e. g. PDF format). Further automated<br />
processing is not possible or is only possible to a limited degree.<br />
The exact functional scope may vary from one CSP to another. A comprehensive<br />
description of the e-<strong>bill</strong> functions with e-finance is provided in<br />
section 13.<br />
1.6.2 Delivery of digitally signed data<br />
Data transfer<br />
Digitally signed and unsigned <strong>bill</strong> data are prepared for downloading via<br />
data transmission (see section 11). The service for <strong>bill</strong> recipients depends on<br />
the chosen channel and includes the following points:<br />
• A function enabling <strong>bill</strong> recipients to register or cancel their registrations<br />
with <strong>bill</strong>ers.<br />
• The provision of digitally signed <strong>bill</strong>s and unsigned <strong>bill</strong> data. Unless<br />
instructed otherwise, a signature control report is delivered with signed<br />
<strong>bill</strong>s.<br />
• The option of automated data delivery via Web Services.<br />
Archive-disk<br />
The service includes the provision of unsigned data via CSP as described<br />
in section 1.6.1. The <strong>bill</strong> recipient also receives an archive-disk containing<br />
the signed <strong>bill</strong>s periodically.<br />
1.7 Forwarding data to network partners (signed data)<br />
PostFinance works together with network partners that offer<br />
equivalent e-<strong>bill</strong>ing services. An up-to-date partner list is available at<br />
w ww.postfinance.ch/e-<strong>bill</strong>.<br />
Thanks to the compatibility of the PostFinance and various partner systems,<br />
users of one system can exchange digitally signed invoices with users of<br />
another system. These invoices can be used to claim input VAT deductions.<br />
Billers and <strong>bill</strong> recipients only need to have a connection to the PostFinance<br />
system and benefit from the expanded group of participants thanks to the<br />
system links.<br />
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Billers can ask PostFinance to forward data to network partners. Billers<br />
can thus reach <strong>bill</strong> recipients via PostFinance that are connected to partner<br />
systems. The registrations differ in terms of the origin of the subscriber<br />
number for e-<strong>bill</strong>. If the <strong>bill</strong>er wishes to distinguish between the PostFinance<br />
system and partner systems in his master data, he may do so using this<br />
feature.<br />
Bill recipients may register via PostFinance with <strong>bill</strong>ers linked to partner<br />
systems.<br />
Users of the PostFinance e-<strong>bill</strong> solution do not need any additional agreements<br />
with network partners (single point of contact).<br />
1.8 Roles<br />
Sender<br />
Customer of<br />
PostFinance<br />
BSP Sender<br />
Customer<br />
of Provider<br />
Overview of role allocations<br />
Partner<br />
systems<br />
Swiss Post Solutions AG<br />
Swiss Post<br />
PostFinance<br />
Service<br />
Service Provider<br />
BSP/CSP<br />
Recipient<br />
Customer of<br />
PostFinance<br />
CSP Recipient<br />
Customer<br />
of Provider<br />
1.8.1 PostFinance<br />
PostFinance is a business unit of Swiss Post. It is responsible for the strategy,<br />
continued development and marketing of the PostFinance e-<strong>bill</strong> solution.<br />
PostFinance is the contractual partner for <strong>bill</strong>ers, <strong>bill</strong> recipients and service<br />
providers (<strong>bill</strong>er service provider and customer service provider) and network<br />
partners, who use the e-<strong>bill</strong> solution.<br />
PostFinance is also responsible for process and system operations of the<br />
e-finance application and its functions. In this capacity it acts as a CSP.<br />
1.8.2 Swiss Post Solutions AG<br />
Swiss Post Solutions AG is a Swiss Post subsidiary. On behalf of PostFinance,<br />
it is responsible for developing, operating and support for the solution,<br />
including its interfaces to customers, service providers and partners.<br />
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1.8.3 Billers<br />
A <strong>bill</strong>er is the provider of services for which <strong>bill</strong>s are issued. Billers create<br />
the source data of the <strong>bill</strong>s delivered to PostFinance. These can be delivered<br />
either directly by the <strong>bill</strong>er or via a BSP.<br />
1.8.4 Biller Service Provider (BSP)<br />
A BSP is a contractual partner for <strong>bill</strong>ers who use the e-<strong>bill</strong> solution via a BSP.<br />
The BSP offers its own <strong>bill</strong>ing services and can send electronic <strong>bill</strong> data<br />
to PostFinance. The BSP is responsible for product management, marketing,<br />
consulting and sales of its <strong>bill</strong>ing services, as well as for the system operation<br />
and first-level support for BSP <strong>bill</strong>ers.<br />
Alternatively, the BSP can also act as data provider on behalf of a <strong>bill</strong>er who<br />
has a contract with PostFinance.<br />
1.8.5 Customer Service Provider (CSP)<br />
A CSP is a contractual partner for <strong>bill</strong> recipients who use the e-<strong>bill</strong> solution<br />
via a CSP. The CSP is responsible for product management, marketing,<br />
consulting and sales of its <strong>bill</strong>ing services, as well as for the system operation<br />
and first-level support for CSP customers.<br />
1.8.6 Bill recipient<br />
Bill recipients receive services from <strong>bill</strong>ers and are <strong>bill</strong>ed for this. They can<br />
download the <strong>bill</strong> either via a CSP or via a channel supported by PostFinance.<br />
1.8.7 Partner systems<br />
PostFinance works together with partners that offer equivalent e-<strong>bill</strong>ing<br />
services. The latter forward <strong>bill</strong>ing data of their customers, destined<br />
for recipients at PostFinance, to PostFinance. At the same time, the recipient<br />
identification shows PostFinance with which partner the recipient is registered<br />
and forwards the <strong>bill</strong>ing data to the corresponding partner system.<br />
1.9 Transmission of electronic orders<br />
With the PostFinance e-<strong>bill</strong> solution it is also possible to transmit electronic<br />
orders. The order data can be submitted to PostFinance in a structured<br />
format. They can be converted into the desired format for the recipient and<br />
delivered to the supplier either by data transfer or via e-mail or fax (see<br />
section 14).<br />
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2. Registration processes for <strong>bill</strong>ers<br />
2.1 Requirements<br />
In order to use the PostFinance e-<strong>bill</strong> solution as a <strong>bill</strong>er, the following points<br />
must be addressed:<br />
• Biller processes (section 4)<br />
• Registration and cancellation process including storage of subscriber<br />
number in database (section 7)<br />
• Presentment of <strong>bill</strong> details (section 8)<br />
• Receipt of processing log (section 9)<br />
• Participation in PostFinance ISR system (section 10)<br />
• Communications to/from PostFinance (section 11)<br />
• Generation of the required data (section 12)<br />
Thanks to PostFinance’s cooperation with network partners, data are<br />
forwarded as a default to partner systems when participants register for<br />
e-<strong>bill</strong> (see section 1.7).<br />
The <strong>bill</strong>er decides whether he wishes to meet the legal requirements for<br />
the transmission of electronic <strong>bill</strong>s via PostFinance. If so, he must authorize<br />
Swiss Post and its affiliated network partners to sign <strong>bill</strong>s digitally on his<br />
behalf. This ensures that the transmitted documents comply with legal<br />
requirements, in particular MWSTGV Art. 43 and 44 and EIDI-V. In this case,<br />
PostFinance requires all <strong>bill</strong> data including the <strong>bill</strong> details.<br />
Otherwise, at least the payment-related data (details of the ISR) and a URL<br />
referring to the <strong>bill</strong> details are required.<br />
If the PostFinance e-<strong>bill</strong> solution is used, some of the <strong>bill</strong>er’s other internal<br />
processes may have to be adjusted. Points to be taken into consideration<br />
include prioritization of different payment methods, communications<br />
measures and internal training of the persons involved in customer support.<br />
2.2 Biller setup using software tested with PostFinance<br />
If the <strong>bill</strong>er uses a software program with a tested interface to the<br />
PostFinance e-<strong>bill</strong> solution it is sufficient to complete the registration form.<br />
By registering, he accepts the subscriber conditions for <strong>bill</strong>ers.<br />
• In this case the application process includes the following services:<br />
• Mailing of username and password for business interface/web services or<br />
SFTP server parameters to the <strong>bill</strong>er<br />
• Setting parameters on e-mail server, if feedback is provided by e-mail<br />
• Setting parameters of <strong>bill</strong>er yellow<strong>bill</strong> system<br />
• Set up registration and cancellation form in four languages in accordance<br />
with the standard layout (see sections 12.2 and 12.3)<br />
Software developers may write to software-info @ postfinance.ch<br />
for further information in connection with the PostFinance e-<strong>bill</strong> solution.<br />
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2.3 Biller setup using untested software<br />
If the <strong>bill</strong>er’s software has not yet been tested for the PostFinance e-<strong>bill</strong><br />
solution, the following processes must be analysed and defined separately.<br />
PostFinance assists the <strong>bill</strong>er via the e-<strong>bill</strong> helpdesk (see SLA in the Annex).<br />
The following points are of particular interest to <strong>bill</strong>ers:<br />
Points Description<br />
Digital signature<br />
on <strong>bill</strong>s<br />
Registration<br />
and cancellation<br />
processes<br />
Decision whether <strong>bill</strong>s are to be digitally signed by<br />
Swiss Post or one of its affiliated network partners.<br />
If so, an authorization form must be provided (see<br />
section 5.3).<br />
Add new “subscriber number” field to database and<br />
indicate that the <strong>bill</strong> is to be sent electronically.<br />
The registration and cancellation processes can either<br />
be performed with the PostFinance tool or on the<br />
<strong>bill</strong>er’s platform (see section 7).<br />
Bill details Presentment of the <strong>bill</strong> details with or without the<br />
<strong>bill</strong> presentment module (see section 8).<br />
Data transmission Data transmission via business interface, web services<br />
or FTP file transfer (see section 11).<br />
The <strong>bill</strong> delivery interface is configured according to the defined parameters.<br />
In particular, the relevant data exchange procedures and the parameters<br />
defined in the yellow<strong>bill</strong> system are configured.<br />
Together with the <strong>bill</strong>er, the interface is tested on the integration system<br />
and prepared for transfer to the production systems. Particular care is taken<br />
to check the security of the data connection (see section 11.3). Registration<br />
for the tests must take place two days before the desired test period.<br />
Acceptance of the <strong>bill</strong> delivery interface follows predefined testing procedures.<br />
After successful acceptance, confirmed by both parties, the interface<br />
goes live and the <strong>bill</strong>er receives the definitive login elements.<br />
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2.4 Service for delivering data to Six Paynet AG<br />
Billers can task PostFinance with delivering data to Six Paynet AG on their<br />
behalf. It is therefore possible to send e-<strong>bill</strong>s to private customers who<br />
process their <strong>bill</strong>s using a bank connected to SIX Paynet. PostFinance will<br />
then handle the sorting between the systems. This service is limited<br />
to unsigned data which cannot be used to claim input VAT deductions.<br />
In addition to the agreement with PostFinance, in this case the <strong>bill</strong>er needs<br />
an agreement with Six Paynet AG, which governs data processing at<br />
Paynet.<br />
Additional elements needed in this connection are documented in the<br />
“Transmission of data to Paynet” annex which is handed out separately to<br />
users of this service.<br />
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3. Registration processes for <strong>bill</strong> recipients<br />
3.1 Requirements<br />
Requirements for the use of the PostFinance e-<strong>bill</strong> solution by a <strong>bill</strong> recipient:<br />
• Connection to the PostFinance e-finance application<br />
or<br />
• Receipt of e-<strong>bill</strong>s in a structured format and via a channel supported<br />
by PostFinance and further processing in the recipient’s own finance software.<br />
3.2 Bill recipient registration<br />
The <strong>bill</strong> recipient decides whether he requires electronically signed <strong>bill</strong>s<br />
in order to claim input VAT deductions.<br />
3.2.1 Unsigned <strong>bill</strong>s<br />
The e-<strong>bill</strong> function is automatically available to private customers in e-finance.<br />
Please note that <strong>bill</strong>s displayed in e-finance are not digitally signed and<br />
therefore cannot be used to claim input VAT deductions.<br />
For business customers, the “e-<strong>bill</strong>” menu option in e-finance is suppressed<br />
by default, because their records must, in principle, conform to VAT<br />
regulations. PostFinance customer service can enable the “e-<strong>bill</strong>” menu on<br />
request.<br />
3.2.2 Digitally signed <strong>bill</strong>s<br />
Bill recipients who require electronic <strong>bill</strong>s that can be used to claim input<br />
VAT deductions can either inform their PostFinance customer advisor or fill<br />
in the relevant application form located at w ww.postfinance.ch/e-<strong>bill</strong>.<br />
The <strong>bill</strong> recipient is then contacted by PostFinance and informed of the<br />
various delivery channels and the regulatory and legal conditions. For the<br />
delivery of digitally signed <strong>bill</strong>s one of the channels supported by PostFinance<br />
(see section 11) can be chosen or the <strong>bill</strong>s can be viewed (unsigned) and<br />
paid via e-finance. In this case, the signed <strong>bill</strong>s are sent later on archive-disk<br />
(see section 11.2.9).<br />
3.3 Registration<br />
Upon registering, <strong>bill</strong> recipients can inform <strong>bill</strong>ers that they wish to receive<br />
their <strong>bill</strong>s in electronic form in future. Registration is possible via either<br />
e-finance, the business interface or other means. Therefore, the decision to<br />
receive an electronic <strong>bill</strong> always lies with the <strong>bill</strong> recipient. Bill recipients<br />
may cancel their registration with <strong>bill</strong>ers at any time.<br />
Bill recipients inform <strong>bill</strong>ers of their e-<strong>bill</strong> subscriber number when they<br />
register. They may also need to provide additional information defined by<br />
the <strong>bill</strong>er to assist with customer identification. Details of the options are<br />
described in section 7.<br />
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3.3.1 Registering via e-finance<br />
The <strong>bill</strong> recipient can view the available <strong>bill</strong>ers in e-finance. To initiate<br />
the registration process, the <strong>bill</strong> recipient can see a “Register” button next<br />
to each <strong>bill</strong>er which can be used to call up the corresponding registration<br />
screen.<br />
For e-finance users who also receive digitally signed <strong>bill</strong>s on archive-disk, the<br />
<strong>bill</strong>ers are listed in two groups.<br />
• Billers whose <strong>bill</strong>s sent via PostFinance can be used to claim input VAT<br />
deductions (signed data delivered on archive-disk).<br />
• Billers whose <strong>bill</strong>s cannot be used to claim input VAT deductions<br />
(no signed data delivered).<br />
3.3.2 Registration via business interface<br />
On the business interface, only those <strong>bill</strong>ers are displayed whose e-<strong>bill</strong>s<br />
transmitted by PostFinance can be used to claim input VAT deductions.<br />
Furthermore, the <strong>bill</strong> recipient can see the <strong>bill</strong>ers he is already registered<br />
with and those with which he is not.<br />
To initiate the registration process, the <strong>bill</strong> recipient can see a “Register”<br />
button next to each <strong>bill</strong>er which can be used to call up the corresponding<br />
registration screen. If the <strong>bill</strong>er supports this, the recipient can supply<br />
additional information with the registration data which may be useful for<br />
subsequent <strong>bill</strong> processing (see section 12.2.2).<br />
A <strong>bill</strong> recipient who uses the business interface can also use e-<strong>bill</strong> via<br />
e-finance simultaneously. However, please note that <strong>bill</strong>s from <strong>bill</strong>ers whose<br />
e-<strong>bill</strong>s transmitted by PostFinance cannot be used to claim input VAT<br />
deductions can only be viewed via e-finance.<br />
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4. Biller processes<br />
4.1 Bill data preparation<br />
Bill data are prepared in the <strong>bill</strong>er’s <strong>bill</strong>ing system or by a BSP.<br />
4.2 Sorting <strong>bill</strong>s and delivering <strong>bill</strong> data<br />
Based on the subscriber number for e-<strong>bill</strong> in the customer database, the<br />
<strong>bill</strong>er puts the electronic <strong>bill</strong>s through a separate <strong>bill</strong>ing run and transmits<br />
them in a data format supported by PostFinance to PostFinance (see<br />
section 12).<br />
If the <strong>bill</strong>s are to be signed digitally by PostFinance or an affiliated network<br />
partner, the <strong>bill</strong> generation process is only complete once the digital<br />
signatures have been added. The process of generating <strong>bill</strong>s is therefore<br />
completed by PostFinance or a partner system. It is essential to use<br />
the <strong>bill</strong> presentment module (see sections 4.3.1 and 8) because a PDF of<br />
the <strong>bill</strong> is always required.<br />
4.3 Presentment of electronic <strong>bill</strong> details<br />
There are three options for the presentment of <strong>bill</strong> details:<br />
• with <strong>bill</strong> presentment module (see section 4.3.1)<br />
• without <strong>bill</strong> presentment module (see section 4.3.2)<br />
• static <strong>bill</strong> detail (see section 4.3.4)<br />
4.3.1 Presentment of <strong>bill</strong> details with <strong>bill</strong> presentment module<br />
In the option with the <strong>bill</strong> presentment module (see section 8) – the PDF<br />
is stored and presented in PostFinance – there are two options:<br />
• In addition to the <strong>bill</strong> data the <strong>bill</strong> details are also delivered to PostFinance<br />
as a PDF file. The <strong>bill</strong>er can choose to integrate the PDF in the corresponding<br />
file or to deliver it separately (see section 8.1).<br />
• The <strong>bill</strong>er can ask PostFinance to generate the <strong>bill</strong> details. For this purpose,<br />
PostFinance generates a PDF from the submitted data using a standard<br />
style sheet (see section 8.2).<br />
4.3.2 Presentment of <strong>bill</strong> details without <strong>bill</strong> presentment module<br />
In the option without the <strong>bill</strong> presentment module only the payment-related<br />
data and a URL that refers to the <strong>bill</strong> detail are transmitted to PostFinance.<br />
The URL is an encrypted https connection in one of the following formats:<br />
• https:/ /w ww.yourcompany.ch/your<strong>bill</strong>.php<br />
• https:/ /w ww.yourcompany.ch/your<strong>bill</strong>.asp<br />
Umlauts are not permitted in the URL and are not supported by PostFinance.<br />
Bill presentment takes place on the <strong>bill</strong>er’s platform.<br />
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When the <strong>bill</strong> recipient calls up the URL, a time stamp and hash value<br />
(token) are attached in order to allow the <strong>bill</strong> recipient to access a <strong>bill</strong> detail<br />
directly and without logging in again.<br />
Token structure: Biller-specific password + current time stamp + <strong>bill</strong><br />
amount<br />
Hash algorithm used: SHA-1<br />
The <strong>bill</strong>er-specific password is agreed with the <strong>bill</strong>er and then stored in<br />
PostFinance in the <strong>bill</strong>er’s master data. The time on the PostFinance server<br />
is used to generate the time stamp (format yyyyMMddhhmmss).<br />
Example of a URL with token attached:<br />
https:/ /w ww.yourcompany.ch/e<strong>bill</strong>presentment/show<strong>bill</strong>.aspx?individualPara<br />
ms=abcd1234×tamp=20050810143055&token=2d4b92e74b485ecc7<br />
0291ad3e9324b442d4f5d51<br />
The “timestamp” parameter must have the same value as the one in the<br />
hash value.<br />
The <strong>bill</strong>er has forwarded the URL to PostFinance as follows:<br />
https:/ /w ww.yourcompany.ch/e<strong>bill</strong>presentment/show<strong>bill</strong>.aspx?ts=2005081014<br />
3055<br />
When the <strong>bill</strong> recipient calls up the URL, the <strong>bill</strong>er receives the hash value<br />
on his platform and checks whether it matches the one he generated. If the<br />
hash value is valid, access to the <strong>bill</strong> detail is made available for a period<br />
defined by the <strong>bill</strong>er. When the timeout occurs, the <strong>bill</strong>er blocks access to<br />
the <strong>bill</strong> detail. This ensures that the URL of the <strong>bill</strong>er’s platform is never<br />
visible on the <strong>bill</strong> recipient’s client.<br />
Hyperlinks may only lead to the <strong>bill</strong>er’s page and the <strong>bill</strong> details may not<br />
contain any active elements, e. g. Java Script, ActiveX, etc. The <strong>bill</strong>er is also<br />
obliged to have adequate security measures against unauthorized attacks<br />
from the Internet in place for its own services (authentication).<br />
4.3.3 Combination of both options with and without the <strong>bill</strong><br />
presentment module<br />
Billers can choose to deliver the <strong>bill</strong> details either as a PDF as well as via<br />
a URL indicating the <strong>bill</strong> details. In this case, the <strong>bill</strong> details are presented<br />
as follows:<br />
• Via e-finance the <strong>bill</strong> details are called up on the <strong>bill</strong>er’s platform using<br />
the URL supplied.<br />
• Via data transmission the <strong>bill</strong> details are always made available to the<br />
<strong>bill</strong> recipients as a PDF.<br />
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4.3.4 Static <strong>bill</strong> detail<br />
For <strong>bill</strong>ers sending several inpayment slips referring to the same subject<br />
(e. g. leasing, real estate), there is the possibility of defining a static <strong>bill</strong> detail<br />
in four languages which will be kept by PostFinance. The <strong>bill</strong> detail is created<br />
by the <strong>bill</strong>er in his layout and includes at least one informational text such<br />
as “Invoice according to documents delivered separately”. Bills with the corresponding<br />
URL to the static <strong>bill</strong> detail can then be submitted.<br />
4.3.5 Presentment of <strong>bill</strong> details for Debit Direct payments<br />
Billers can present the <strong>bill</strong> details via e-<strong>bill</strong> for <strong>bill</strong>s for which the recipient<br />
has granted a debit authorization (direct debit procedure). This requires<br />
that the <strong>bill</strong> in the “PaymentType” element bears the note “DD”. The <strong>bill</strong><br />
amount may be positive or zero. The other processes are the same as for<br />
the Debit Direct service.<br />
The <strong>bill</strong> details may be presented with or without the <strong>bill</strong> presentment<br />
module (see sections 4.3.1 and 4.3.2).<br />
4.4 Bill enclosures<br />
It is possible to display enclosures with an electronic <strong>bill</strong>. Provided that the<br />
<strong>bill</strong>er takes care of <strong>bill</strong> detail presentment (option without <strong>bill</strong> presentment<br />
module), this is also done on the <strong>bill</strong>er’s platform.<br />
If the <strong>bill</strong> presentment module is used, it is possible to provide a link from<br />
the PDF <strong>bill</strong> to a <strong>bill</strong> enclosure in PDF format. This enclosure is provided by<br />
the <strong>bill</strong>er’s server and can be viewed at an encrypted URL (https connection<br />
in the format https:/ /w ww.yourcompany.ch/...). For security reasons, it must<br />
also be ensured that the PDF enclosure does not contain any further links.<br />
4.5 Payment by instalment<br />
The <strong>bill</strong>er can offer its customers the option of paying <strong>bill</strong>s in instalments.<br />
If a <strong>bill</strong> can be paid in instalments, the following details must be confirmed<br />
per instalment:<br />
• Instalment amount – the total amount of the instalments does not have<br />
to correspond to the total amount of the <strong>bill</strong><br />
• Due date of the instalment<br />
• ISR reference number of the instalment<br />
4.6 Checking data transmission<br />
Approximately one hour after the transmission it is possible to check via<br />
the business interface, if the <strong>bill</strong>s have been processed correctly. Defective<br />
<strong>bill</strong>s are marked with the status “Invalid” and with the corresponding<br />
reason code, according to the processing log (see section 9).<br />
PostFinance generates a process report log for each BillerID and processing<br />
day, which has to be checked by the <strong>bill</strong>er. The process report log shows<br />
whether the delivered <strong>bill</strong>s were processed correctly.<br />
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4.7 Searching for <strong>bill</strong>s<br />
Billers can use the business interface to view the status of the transmitted<br />
<strong>bill</strong>s in the “Search for <strong>bill</strong>s” menu item – taking the valid storage times<br />
into consideration. A cumulative selection can be made on the basis of the<br />
following criteria:<br />
• BillerID<br />
• TransactionID<br />
• Name of the <strong>bill</strong> recipient<br />
• EBillAccountID<br />
• ISR reference number<br />
• Invoice amount<br />
• Status of the <strong>bill</strong><br />
• Delivery date<br />
• Due date<br />
It is thus possible to see, for instance, if the <strong>bill</strong> has been approved for<br />
payment or rejected by the <strong>bill</strong> recipient.<br />
4.8 Changes<br />
4.8.1 Changes to transmitted <strong>bill</strong> data<br />
Electronic <strong>bill</strong>s provided with a digital signature can only be retracted<br />
or overwritten if they have the status “Invalid” and were consequently not<br />
released for digital signature. In no circumstances may <strong>bill</strong>s that have<br />
already been digitally signed by PostFinance be retracted or overwritten.<br />
During processing without a signature, <strong>bill</strong>s that the recipient has not yet<br />
viewed can be retracted either via the e-<strong>bill</strong> helpdesk or overwritten by the<br />
<strong>bill</strong>er who delivers a new <strong>bill</strong> with the same TransactionID.<br />
As soon as the <strong>bill</strong> recipient has viewed the <strong>bill</strong> in e-finance, the <strong>bill</strong>er is no<br />
longer authorized to amend them.<br />
Data that are forwarded to network partners or to Six Paynet AG (see<br />
sections 1.7 and 2.4), cannot be retracted or overwritten. In this case,<br />
corrections are handled in the same way as signed <strong>bill</strong>s (see section 4.8.2).<br />
4.8.2 Correcting signed <strong>bill</strong>s<br />
As it is no longer possible to overwrite or change a <strong>bill</strong> once signed, a credit<br />
note must always be sent if a correction is necessary. In this case, please<br />
note the following conditions:<br />
• Mark credit note in “PaymentType” field as “CREDIT” and in the “DocumentType”<br />
field as “CREDITADVICE”<br />
• Show amount in the “PaymentData” element in the “TotalAmount” field<br />
as zero or negative (not positive)<br />
• Optional: Insert reference (e. g. TransactionID) to the original <strong>bill</strong> in the<br />
“DocumentReference” field<br />
The <strong>bill</strong> recipient sees credits in the <strong>bill</strong> overview as a <strong>bill</strong> with a minus value.<br />
If it is viewed via e-finance it cannot be selected for further processing.<br />
Any payment necessary from the issuer of the credit note to the recipient<br />
must always be made by separate payment order, e. g. via EPO.<br />
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4.9 Booking incoming payments and managing accounts receivable<br />
Because the PostFinance e-<strong>bill</strong> solution is based on the ISR service, booking<br />
and advice of incoming payments are handled via this service (see section<br />
10). The corresponding files contain incoming payments for both electronic<br />
and paper <strong>bill</strong>s. If electronic <strong>bill</strong>s are not specially marked with a special<br />
ISR customer number or other specific reference, differentiation will not be<br />
possible.<br />
The entire accounts receivable management process including reminders is<br />
performed according to processes defined by the <strong>bill</strong>er, which are the same<br />
as those for printed <strong>bill</strong>s.<br />
The <strong>bill</strong>er decides whether payment reminders for <strong>bill</strong>s originally issued in<br />
electronic form are to be issued electronically or on paper.<br />
4.10 Archiving invoices<br />
In accordance with legal requirements (in particular the MWSTG, GeBüV,<br />
etc.) <strong>bill</strong>ers are responsible for their own <strong>bill</strong> storage (see section 1.4). In the<br />
case of digitally signed <strong>bill</strong>s, the <strong>bill</strong>er authorizes Swiss Post and its affiliated<br />
network partners to sign <strong>bill</strong>s electronically in the form of a delegation<br />
declaration. Because <strong>bill</strong>ers and <strong>bill</strong> recipients must have identical <strong>bill</strong>s in<br />
their archives, the signed data are provided to the <strong>bill</strong>er. Billers acknowledge<br />
that invoice details will not be archived by PostFinance.<br />
The <strong>bill</strong>er has the following options for obtaining the signed data:<br />
• Download the data<br />
• Take out a subscription to the archive-disk<br />
The archive-disk for a <strong>bill</strong>er contains the following:<br />
• Transmitted data in the original delivery format (<strong>bill</strong> data and PDF)<br />
• Digitally signed <strong>bill</strong>s in delivery format incl. signature check report<br />
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5. PostFinance processes<br />
5.1 Receipt of <strong>bill</strong> data<br />
The <strong>bill</strong>er can deliver data 24/7. It must be possible to process the data<br />
without manual intervention. PostFinance maintains a transaction log for<br />
the purpose of transaction traceability.<br />
5.2 Plausibility check and data conversion<br />
The <strong>bill</strong> data undergo a plausibility check in which the syntax (see yellow<strong>bill</strong><br />
Invoice XSD format annex) and other checkable elements such as the ISR<br />
reference number, subscriber numbers, etc. are checked.<br />
The <strong>bill</strong>er is responsible for ensuring that the <strong>bill</strong> data are correct. PostFinance<br />
does not check the business relationship or that the data are correct or<br />
complete, unless this is necessary to execute the order.<br />
If necessary, PostFinance converts the delivered <strong>bill</strong> data into the yellow<strong>bill</strong><br />
invoice format or the format requested by the recipient (see section 12.5.4).<br />
5.3 Generation and signature of the original <strong>bill</strong><br />
This process step only takes place if the <strong>bill</strong>er has authorized Swiss Post and<br />
its affiliated network partners to digitally sign <strong>bill</strong>s.<br />
Individual <strong>bill</strong>s are generated in the format requested by the recipient immediately<br />
after the data delivery, a plausibility check and conversion to the<br />
format requested by the recipient. They are digitally signed with the private<br />
key of Swiss Post, PostFinance, as per W3C standard. These signed <strong>bill</strong>s are<br />
the original <strong>bill</strong>s which can be used to claim input VAT deductions.<br />
5.4 Provision of the process report<br />
The process report which informs the <strong>bill</strong>er of receipt and data quality of the<br />
delivered <strong>bill</strong> data includes information on the delivered, processed, signed<br />
and faulty <strong>bill</strong>s as well as <strong>bill</strong>s which have been rejected by the <strong>bill</strong> recipient<br />
(for details refer to section 9).<br />
5.5 Provision of <strong>bill</strong>s to <strong>bill</strong> recipients<br />
Within 24 hours PostFinance supplies <strong>bill</strong> recipients with the <strong>bill</strong> data in<br />
the agreed delivery channel or forwards the <strong>bill</strong>s on to the corresponding<br />
network partners. The data can usually be viewed within a few minutes<br />
after delivery via e-finance.<br />
Data destined for <strong>bill</strong> recipients with a connection to partner systems are<br />
forwarded to the corresponding network partner.<br />
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5.6 Delivery of the signed <strong>bill</strong>s<br />
PostFinance delivers the signed <strong>bill</strong>s via a channel supported by PostFinance<br />
(see section 11) to the <strong>bill</strong> recipient and the <strong>bill</strong>er. Unless otherwise<br />
instructed, before delivering the data PostFinance checks the signature and<br />
delivers the results along with the <strong>bill</strong> data.<br />
5.7 Data storage by PostFinance<br />
PostFinance does not archive <strong>bill</strong>s for longer than required for processing,<br />
mainly for data protection reasons. If the <strong>bill</strong> data are forwarded to a network<br />
partner, the storage regulations of the partner system apply. Billers and<br />
<strong>bill</strong> recipients are responsible for correct and complete long-term <strong>bill</strong> storage<br />
(see sections 1.4, 4.9 and 6.5).<br />
5.7.1 Processing data<br />
Processing data and <strong>bill</strong> details (PDF) are irretrievably deleted from the<br />
database 120 calendar days after the <strong>bill</strong> due date or the last status change.<br />
5.7.2 Data downloaded via business interface, web services<br />
or e-finance<br />
The data are available for up to 120 calendar days after the <strong>bill</strong> due date<br />
or the date on which the data were created. They are available for a further<br />
40 calendar days after download. The associated processing data are<br />
deleted as per section 5.7.1.<br />
5.7.3 Data downloaded via SFTP or AS2<br />
For data made available via SFTP or AS2, the same statements apply<br />
regarding storage or deletion for PostFinance as in section 5.7.1.<br />
5.7.4 Archive-disk data<br />
Data delivered on CD are stored by PostFinance for one year after delivery<br />
to the <strong>bill</strong>er and recipient. Thereafter the data are irretrievably deleted.<br />
5.7.5 Swiss Post business data<br />
The transaction data relating to account bookings and the transaction<br />
journal (see section 5.1) are considered to be PostFinance business data and<br />
are thus archived according to Swiss Post regulations.<br />
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6. Bill recipient processes<br />
6.1 Processing of unsigned <strong>bill</strong> data via e-finance online<br />
If data are handled online via e-finance, only the payment-related data<br />
(ISR elements) are available in structured form, besides the PDF. These data<br />
can be retrieved and processed via an e-banking application (see section<br />
13.2). In this case, the onus is on the <strong>bill</strong> recipient to ensure that he receives<br />
receipts from the <strong>bill</strong>er for claiming input VAT deductions, if required.<br />
This type of <strong>bill</strong> processing is particularly suitable for private persons who<br />
are not liable for VAT.<br />
6.2 Receipt of digitally signed electronic <strong>bill</strong>s<br />
Digitally signed electronic <strong>bill</strong>s are provided by one of the following channels<br />
supported by PostFinance (see section 11 for details). Before they<br />
are used, the <strong>bill</strong>s must be checked for authenticity, integrity and signature<br />
authorization (see section 6.3).<br />
Channel Characteristic<br />
Business Interface Webportal for downloading individual <strong>bill</strong>s manually.<br />
Suitable only for small data quantities.<br />
Web services Method for automatically downloading e-<strong>bill</strong>s.<br />
SFTP Channel for automatically downloading e-<strong>bill</strong>s.<br />
Suitable for large data quantities.<br />
E-finance offline<br />
file transfer<br />
Ideal option for smaller organizations and associations<br />
that have only one login to perform all file<br />
transfers from and to PostFinance.<br />
AS2 Specific channel for delivering EDIFACT files.<br />
Archive-disk* Only to be used if <strong>bill</strong>s are being paid online<br />
via PostFinance e-finance or if none of the abovementioned<br />
channels is being used.<br />
* As only unsigned data are available via e-finance online (see section 6.1) the signed <strong>bill</strong>s<br />
can be delivered periodically on an archive-disk. This type of service is suitable for smaller<br />
companies who only update their financial records periodically or have this done by<br />
a third party (e. g. fiduciary) and who need receipts to claim VAT input tax deductions.<br />
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6.3 Signature check<br />
In order to adhere to legal regulations, it is particularly important to ensure<br />
that the <strong>bill</strong> recipient checks the signature and logs the result before the <strong>bill</strong><br />
is used.<br />
Article 3 ElDI-V paragraph 1 states:<br />
The conditions for proof of electronic data required by article 43, paragraph<br />
1 of the MWSTGV are fulfilled if:<br />
Section c “the electronic data are checked and verified for integrity, authenticity<br />
and signature authorization by means of the digital signature<br />
after the completed transmission but before use at the latest<br />
and the result is documented.”<br />
The transmission is deemed to be completed as soon as the digital signed<br />
<strong>bill</strong>s are available for the <strong>bill</strong> recipient (in the inbox) or when the transmission<br />
has been completed successfully (delivery channel AS2). “Use” is<br />
considered to mean specifically the use of the data as an accounting slip.<br />
Unless otherwise instructed, before delivering the data PostFinance checks<br />
the signature and delivers the results along with the <strong>bill</strong> data.<br />
Authorized persons (e. g. auditors, judges, etc.) can also check individual<br />
<strong>bill</strong>s directly online at w ww.postfinance.ch/e-<strong>bill</strong>.<br />
6.4 Bill processing<br />
The downloaded <strong>bill</strong> data can be scanned into the <strong>bill</strong> recipient’s ERP system<br />
for further processing, such as account assignment, approval, booking and<br />
storage. Finally, a payment order using existing payment methods (e. g. EPO)<br />
can be generated using the finance software.<br />
6.5 Archiving digitally signed <strong>bill</strong>s<br />
In accordance with legal requirements (in particular the MWSTG, GeBüV,<br />
etc.) <strong>bill</strong>ers are responsible for their own <strong>bill</strong> storage and further corresponding<br />
data (see section 1.4). Billers acknowledge that invoice details in<br />
particular will not be archived by PostFinance.<br />
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7. Registration and cancellation Bill recipient<br />
The registration and cancellation functions are either both made available<br />
via PostFinance (see section 7.2) or the <strong>bill</strong>er handles both processes via his<br />
own platform (see section 7.3).<br />
In order to receive <strong>bill</strong>s electronically, the <strong>bill</strong> recipient must be registered<br />
with the <strong>bill</strong>er, i. e. he must notify the issuer of his subscriber number for<br />
e-<strong>bill</strong> (EBillAccountID), similar to an address change notification. The <strong>bill</strong>er<br />
enters this number into his customer database.<br />
To register, the <strong>bill</strong> recipient can call up a voice-operated list of available<br />
<strong>bill</strong>ers in e-finance or in the business interface. “Register” and “Cancel”<br />
buttons are shown next to each <strong>bill</strong>er for registering or cancelling the registration<br />
with this <strong>bill</strong>er. It is not possible to register via web services or FTP.<br />
Direct registration can also be used as a simple means of acquiring private<br />
customers. With a single mouse click, the recipient can register with the<br />
corresponding <strong>bill</strong>er in e-finance (see section 7.1).<br />
7.1 Direct registration<br />
In e-finance there is also a simple registration option directly from the information<br />
text that appears after manual entry of a payment in favour of a<br />
<strong>bill</strong>er using e-<strong>bill</strong>. Here, a <strong>bill</strong> recipient can register with the corresponding<br />
<strong>bill</strong>er with a single mouse click (without filling in the registration form).<br />
Display in e-finance if the user has entered a payment manually in favour of a <strong>bill</strong>er who uses<br />
e-<strong>bill</strong> and supports direct registration.<br />
In order to promote e-<strong>bill</strong> among <strong>bill</strong> recipients we recommend<br />
that all <strong>bill</strong>ers use this form of registration, which is by far the most<br />
efficient.<br />
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With direct registration the <strong>bill</strong>er receives the EBillAccountID, the ISR<br />
customer number and the ISR reference number of the newly entered<br />
payment order as well as a status code.<br />
Parameter Definition<br />
UserID Unique ID number of the <strong>bill</strong> recipient, corresponds<br />
to the EBillAccountID, numeric, 17 digits<br />
ESRCustomerNo. ISR subscriber number of <strong>bill</strong>er, numeric<br />
ESRReferenceNo. ISR reference number of the newly entered payment,<br />
numeric<br />
Status Indicates whether a registration, cancellation or,<br />
as in this case, direct registration is being executed,<br />
numeric, 1 digit<br />
1 = Registration<br />
2 = Direct registration<br />
3 = Cancellation<br />
Direct registrations are grouped with registrations and cancellations<br />
in a CSV file and sent to the <strong>bill</strong>er once a day. Details are described in<br />
section 12.4.2.<br />
7.2 Registration and cancellation via PostFinance<br />
If the <strong>bill</strong> recipient clicks on the “Register” button in the list of <strong>bill</strong>ers, the<br />
yellow<strong>bill</strong> system opens a standard registration form. All the data required<br />
by the <strong>bill</strong>er are requested and then transferred to the <strong>bill</strong>er. Apart from<br />
the EBillAccountID, last name and first name or company name, other details<br />
may be requested, e. g. address, customer number, e-mail address or<br />
account assignment. A detailed description of the standard registration<br />
form is provided in section 12.2.<br />
If the <strong>bill</strong> recipient clicks on the “Cancel” button in the list of <strong>bill</strong>ers, the<br />
yellow<strong>bill</strong> system opens a standard cancellation form. Apart from the first<br />
name, last name or company name, an additional field is usually defined,<br />
which must be completed by the recipient when cancelling the service.<br />
A detailed description of the standard registration form is provided in section<br />
12.3.<br />
Individual registrations can be sent by e-mail or several registrations collected<br />
in a day can be collected and delivered in a CSV file. Details are described<br />
in section 12.4.<br />
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7.3 Registration and cancellation via the <strong>bill</strong>er’s platform<br />
Both the registration forms and the cancellation forms must be available on<br />
the <strong>bill</strong>er’s platform in four languages (German, French, Italian and English).<br />
The language selection is made using the language code which is supplied<br />
automatically by the yellow<strong>bill</strong> system when calling up the registration form<br />
or cancellation form.<br />
If the <strong>bill</strong> recipient clicks on the “Register” or “Cancel” button in the list<br />
of <strong>bill</strong>ers he is redirected to a secure link (https connection) on the <strong>bill</strong>er’s<br />
website. The registration or cancellation form is prepared by the <strong>bill</strong>er’s<br />
server and the customer’s data are received and processed directly by this<br />
server.<br />
The <strong>bill</strong>er can design the registration form as he wishes. If necessary, the<br />
<strong>bill</strong>er can request additional details from the <strong>bill</strong> recipient. The form should<br />
contain at least a telephone number or e-mail address of the <strong>bill</strong>er in case<br />
the customer has any questions. Furthermore, PostFinance recommends<br />
sending confirmation to the <strong>bill</strong> recipient stating whether the registration<br />
was successful or not.<br />
Hyperlinks may only lead to the <strong>bill</strong>er’s page and the registration form<br />
may not contain any active elements, e. g. Java Script, ActiveX, etc. (see section<br />
11.3). The <strong>bill</strong>er is also obliged to have adequate security measures<br />
against unauthorized attacks from the Internet in place for its own services<br />
(authentication).<br />
When the hyperlink is called up, PostFinance automatically transmits<br />
the following <strong>bill</strong> recipient details together with the URL:<br />
Private Customer<br />
EBillAccountID, last name, first name and language code of the <strong>bill</strong> recipient.<br />
Business Customer<br />
EBillAccountID, company name and language code of the <strong>bill</strong> recipient.<br />
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Parameter Definition<br />
userID Unique ID number of the <strong>bill</strong> recipient, corresponds<br />
to the EBillAccountID, numeric, 17 digits<br />
familyName Private customer: Last name, alphanumeric,<br />
max. 35 digits<br />
Business customer: Company name (first part),<br />
alphanumeric, max. 30 digits<br />
givenName Private customer: First name, alphanumeric,<br />
max. 35 digits<br />
Business customer: Company name (second part),<br />
alphanumeric, max. 90 digits<br />
lang 2-digit, alphanumeric language code<br />
de = German<br />
fr = French<br />
it = Italian<br />
en = English<br />
The following is an example of this type of URL:<br />
https:/ /w ww.yourcompany.ch/register.asp?userID=41100000001211282&<br />
familyName=Muster&givenName=Max&lang=de<br />
The URL is transmitted as base64 encoded. The following is an example:<br />
https:/ /w ww.yourcompany.ch/register.asp?userID=NDExMDAwMDAwMDE<br />
yMTEyODI=&familyName=TXVzdGVy&givenName=TWF4&lang=ZGU=<br />
If the <strong>bill</strong> recipient is registered to receive digitally signed <strong>bill</strong>s and the <strong>bill</strong>er<br />
supplies digitally signed <strong>bill</strong>s, an additional attribute (vat=true) is provided<br />
with the URL.<br />
The following is an example of this type of URL with the additional attribute<br />
vat=true:<br />
https:/ /w ww.yourcompany.ch/register.asp?userID=41100000001211282&<br />
familyName=Muster&givenName=Max&lang=de&vat=true<br />
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8. Bill presentment module<br />
If the <strong>bill</strong> presentment module is used (see section 4.3.1) there are two<br />
possible options:<br />
• The <strong>bill</strong>er creates a PDF file for each <strong>bill</strong> from the <strong>bill</strong> detail data and<br />
transmits these to PostFinance (see section 8.1).<br />
• PostFinance creates a PDF for each submitted <strong>bill</strong> data using a standard<br />
style sheet (see section 8.2).<br />
There is always a 1:1 relationship between the <strong>bill</strong> data and the <strong>bill</strong> details.<br />
To show the same <strong>bill</strong> detail for several <strong>bill</strong>s, the static <strong>bill</strong> detail must be<br />
used (see section 4.3.4).<br />
8.1 Delivery of <strong>bill</strong> details by the <strong>bill</strong>er<br />
The <strong>bill</strong>er can design the layout of the PDF files as he wishes. In accordance<br />
with the security requirements of e-finance, they may not contain any hyperlinks<br />
except a secure link (URL in the format https:/ /w ww.yourcompany.<br />
ch/...) to a <strong>bill</strong> enclosure located on the <strong>bill</strong>er’s own platform. Furthermore,<br />
no active elements, e. g. Java Script, ActiveX or other links may be contained<br />
in them.<br />
To ensure optimum performance for the <strong>bill</strong> recipient, PostFinance recommends<br />
that the individual PDF files should not exceed 50 KB. The maximum<br />
size is 150 KB in order to avoid transmission problems.<br />
PDF files are assigned to the <strong>bill</strong> data via the BillerID and the TransactionID<br />
which together form a unique <strong>bill</strong> identifier. Thus the naming convention<br />
for PDF files is as follows:<br />
_.PDF<br />
Because PostFinance cannot check whether the details in the <strong>bill</strong> data<br />
correspond to those of the PDF file, it is the <strong>bill</strong>er’s responsibility to ensure<br />
the correctness of the PDF file and to adhere to this naming convention.<br />
The PDF files may be delivered separately or they may be integrated<br />
as a referenced object as a Base64 string with MimeType=x-application/<br />
pdfappendix into the “Appendix” element in the yellow<strong>bill</strong> invoice.<br />
If the PDF files are delivered separately, the order in which they are delivered<br />
makes no difference. Ideally, however, all <strong>bill</strong>s and their corresponding<br />
PDF files should be delivered on the same day. For further details concerning<br />
data delivery, please refer to section 11.<br />
8.2 Generating <strong>bill</strong> details via PostFinance<br />
The <strong>bill</strong> details in the yellow<strong>bill</strong> system are created exclusively by means<br />
of a standard style sheet. They contain the information required by law<br />
(incl. the addresses of the <strong>bill</strong>er and <strong>bill</strong> recipient, VAT number of the <strong>bill</strong>er,<br />
<strong>bill</strong> items, summary for each VAT set, etc.) but do not include the <strong>bill</strong>er’s<br />
logo. It is not possible to make individual adjustments to the style sheet.<br />
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9. Processing log<br />
A monitoring process assists with data delivery. PostFinance generates<br />
a processing log for each BillerID and processing day. This report is<br />
created during the following night in XML format, encoded in UTF 8<br />
(w ww.utf-8.com).<br />
The naming convention for the processing log is:<br />
Process_Protocol_[DDMMJJJJHHMM].XML<br />
The processing log schema is as follows:<br />
ProcessProtocol Comment<br />
Header<br />
Body<br />
BillerID<br />
DeliveryDate The following information is provided for<br />
each date:<br />
NumberBills Number of delivered <strong>bill</strong>s<br />
OK_Signed Number of OK processed/signed <strong>bill</strong>s<br />
OK_Result Optional, standard = no<br />
Processed <strong>bill</strong>s with indication of<br />
TransactionID<br />
NOK_Result Number of incorrect <strong>bill</strong>s that could<br />
not be processed, indicating TransactionID,<br />
EBillAccountID, ESRReference, TotalAmount,<br />
ReasonCode, ReasonText<br />
Number-<br />
Forwarded-<br />
Bills<br />
Number of <strong>bill</strong>s forwarded to network<br />
partners<br />
RejectedBills Optional, standard = yes<br />
Bills rejected by <strong>bill</strong> recipients indicating<br />
the TransactionID<br />
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The error codes below provide an overview of the cases checked and noted<br />
in the processing log.<br />
Error code Test Description<br />
01 ESRReferenceNr ESRReferenceNr check failed (syntax)<br />
– characters not numeric<br />
– Mod10Check failed (see section 10.1)<br />
– digit missing<br />
02 EBillAccountID EBillAccountID does not exist<br />
03 EBillAccountID EBillAccountID incorrect format (syntax)<br />
– characters not numeric<br />
– Mod97Check failed (see section 12.1)<br />
04 EBillAccountID EBillAccountID deleted (status does not permit new <strong>bill</strong>s)<br />
05 Bill Status The <strong>bill</strong> cannot be overwritten as it has already been signed, shown<br />
to the <strong>bill</strong> recipient or forwarded to a partner system.<br />
06 BillerID Biller is not registered<br />
07 BillerID BillerID deleted (status does not permit new <strong>bill</strong>s)<br />
08 ESRCustomerNr ESRCustomerNr check failed<br />
– characters not numeric<br />
– Mod10Check failed<br />
– digit missing<br />
– not entered in <strong>bill</strong>er master data<br />
09 TransactionID TransactionID missing<br />
10 TotalAmount TotalAmount missing in PaymentData element or not numeric<br />
11 DeliveryDate<br />
PaymentDueDate<br />
Impossible date (e. g. 31.02.2007)<br />
12 PaymentDueDate When the <strong>bill</strong> is delivered, the due date must be more than<br />
360 days in the future or more than 90 days in the past<br />
13 PDF A PDF has not (yet) been delivered for this <strong>bill</strong><br />
14 – Error code 14 is not being used at the moment<br />
15 B2B XML format A <strong>bill</strong>er who gave signature authorization supplied a <strong>bill</strong> in B2C format<br />
16 XSD format<br />
or system error<br />
Validation as per XSD format failed (record not saved in database)<br />
17 Credit TotalAmount in PaymentData element greater than 0<br />
18 DeliveryDate The DeliveryDate is 30 days higher or lower than the delivery date<br />
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Error code Test Description<br />
19 Status of static <strong>bill</strong><br />
detail<br />
Static <strong>bill</strong> detail does not exist<br />
20 fixAmount fixAmount missing or invalid<br />
21 BillDetail A <strong>bill</strong> detail already exists for a <strong>bill</strong><br />
22 URL BillDetail A URL was indicated in the URL BillDetail element, although<br />
the BillDetailtype is PDF or HTML<br />
23 URL BillDetail In the URL BillDetail element no URL was indicated, although<br />
the BillDetailtype is “URL+PDF”<br />
24 Status<br />
“incomplete”<br />
The <strong>bill</strong> was deleted after 15 days as the associated PDF is missing<br />
25 Status “rejected” The <strong>bill</strong> recipient refused to pay the <strong>bill</strong><br />
26 BillDetailtype Unknown BillDetailtype<br />
27 BillDetail Bill details missing, BillDetailtype “XML”<br />
28 Instalment The PaymentType of a <strong>bill</strong> to be paid in instalments is not “ISR”<br />
Further error codes can be defined if necessary.<br />
A separate element () within the XML file indicates whether<br />
the file as a whole could be read or not (format check failed, file corrupt).<br />
For data that have been delivered to SIX Paynet AG (see section 2.4),<br />
a separate processing record is created and made available to the <strong>bill</strong>er once<br />
a day.<br />
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10. ISR subscription at PostFinance<br />
The PostFinance ISR accounts receivable solution (orange inpayment<br />
slip with reference number) is described in the “ISR Orange inpayment slip<br />
with reference number in CHF and in Euro manual”. This document may<br />
be downloaded from w ww.postfinance.ch/isr.<br />
The most important details are summarized below.<br />
10.1 ISR subscriber number<br />
The ISR customer number comprises three numbers:<br />
• ISR code (01 for ISR in CHF, 03 for ISR in Euro)<br />
• Classification number<br />
• Check digit<br />
The check digit is calculated using the modulo 10 recursive method.<br />
The corresponding ISR number must be transmitted in the XML file under<br />
the “PaymentData” in the “ESRCustomerNr” field:<br />
01-123456-1<br />
The <strong>bill</strong>er may use up to n ISR customer numbers for the e-<strong>bill</strong> service.<br />
Bills can only be delivered to PostFinance if the valid ISR customer number(s)<br />
is/are registered in the <strong>bill</strong>er’s database.<br />
5-digit ISR subscriber numbers can no longer be used for e-<strong>bill</strong>.<br />
10.2 Reference number<br />
The reference number is numerical and either 16 or 27 digits long.<br />
It is defined by the <strong>bill</strong>er and serves to identify the payment from the <strong>bill</strong><br />
recipient or payer.<br />
The reference number must be transmitted in the XML file under the<br />
“PaymentData” in the “ESRReferenceNr” field as follows:<br />
123456789012345678901234567<br />
10.3 Delivery of incoming payment data<br />
The incoming payment data must be supplied according to the standard<br />
ISR service procedure as described in the manual.<br />
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11. Communication<br />
11.1 Overview of communications methods<br />
11.1.1 Overview of <strong>bill</strong>er channels and formats<br />
The table below shows the formats and channels through which data can<br />
be sent to PostFinance by the <strong>bill</strong>er and vice versa.<br />
Channel<br />
yellow<strong>bill</strong><br />
Invoice, XML<br />
(unsigned)<br />
SAP IDoc<br />
Invoice 01<br />
(unsigned)<br />
EDIFACT<br />
(unsigned)<br />
Data format<br />
PDFOnly<br />
(unsigned)<br />
Archive data<br />
recipient format<br />
(signed)<br />
Registration/log-off<br />
data CSV<br />
Business Interface S S S S R R R<br />
Web Services S S S S R R R<br />
SFTP S S S S R R R<br />
E-finance offline<br />
file transfer<br />
E-finance online<br />
view<br />
S – – – – – R<br />
– – – – – – –<br />
E-mail – – – – – R R<br />
Archive-disk R R R R R – –<br />
S = send; R = receive<br />
11.1.2 Overview of <strong>bill</strong> recipient channels and formats<br />
The table below shows the formats and channels through which data can<br />
be transmitted to <strong>bill</strong> recipients.<br />
Channel<br />
yellow<strong>bill</strong> Invoice,<br />
XML (unsigned)<br />
yellow<strong>bill</strong> Invoice,<br />
XML (signed)<br />
Data format<br />
SAP IDoc Invoice 01<br />
in yellow<strong>bill</strong> Invoice,<br />
XML (signed)<br />
Business Interface – R R R<br />
Web Services – R R R<br />
SFTP – R R R<br />
AS2 – – – R<br />
E-finance offline<br />
file transfer<br />
R R – –<br />
EDIFACT<br />
(signed)<br />
Processing<br />
log, XML<br />
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Channel<br />
E-finance<br />
online view<br />
yellow<strong>bill</strong> Invoice,<br />
XML (unsigned)<br />
Display payment-<br />
relevant data<br />
yellow<strong>bill</strong> Invoice,<br />
XML (signed)<br />
Data format<br />
SAP IDoc Invoice 01<br />
in yellow<strong>bill</strong> Invoice,<br />
XML (signed)<br />
– – –<br />
E-mail – – – –<br />
Archive-disk – R R R<br />
R = receive<br />
11.2 Forms of communication<br />
11.2.1 Business interface (input and output)<br />
The business interface is a secure web application (https) through which <strong>bill</strong><br />
data can be transmitted to and from PostFinance. It is optimized for Internet<br />
Explorer, version 6.0 and higher. PostFinance recommends installing Adobe<br />
PDF Reader as a plug-in and activating Javascript in the browser settings.<br />
The following functions are available via the business interface:<br />
Biller Bill recipient<br />
View master data View master data<br />
Upload <strong>bill</strong>s/credits Download signed <strong>bill</strong>s/credits<br />
Search for <strong>bill</strong>s Register/cancel with <strong>bill</strong>er<br />
Download signed <strong>bill</strong>s/credits<br />
Download registration and cancellation data<br />
Download processing records<br />
In order to use the business interface (w ww.yellow<strong>bill</strong>.postfinance.ch),<br />
users have to log in (default) with their username and password for identification<br />
and authentication purposes. Upon request a cancellation list<br />
can be requested for identification. These security elements are sent to users<br />
by PostFinance before they start using the service. The business interface<br />
is designed to be client-compatible, i. e. it is possible to process several EBill<br />
AccountID or BillerID numbers for each login.<br />
EDIFACT<br />
(signed)<br />
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Data records can be uploaded individually or in zipped batches. Successful<br />
delivery is confirmed to the user as soon as PostFinance receives the file.<br />
The maximum file size for uploading via web services is 2 MB<br />
per file.<br />
With the search function, it is possible to check about one hour after the<br />
upload whether the <strong>bill</strong>s were processed correctly. Defective <strong>bill</strong>s are marked<br />
with the status “Invalid” and with the corresponding reason code, according<br />
to the process report (see section 9).<br />
Data for download are always compressed into ZIP files for each delivery<br />
date. A data package is limited to 100 <strong>bill</strong>s, i.e. several data packages may<br />
be prepared for the same delivery date if there are large quantities of invoice<br />
data. After processing, the <strong>bill</strong>s can be downloaded as of the next Swiss<br />
Post working day at the latest, for a maximum of 120 days. Bill data downloaded<br />
via the business interface are marked “Processed”. Once downloaded,<br />
the files are still available for another 40 calendar days (see section<br />
5.7.2).<br />
The business interface has user data for viewing. It is possible to view the<br />
delivery channels for signed data, delivery frequency and delivery address of<br />
the archive-disk, VAT number (for <strong>bill</strong>ers only) and contact person. It is also<br />
possible to change the login password.<br />
11.2.2 Web services (input and output)<br />
Web services make it possible to organize automatic input and output of<br />
<strong>bill</strong>s. The user’s (<strong>bill</strong>er or <strong>bill</strong> recipient) system has to be configured accordingly.<br />
Thereafter it is no longer necessary to log in manually because the<br />
login data are transferred each time a request is made with the username.<br />
A client/server certificate may be requested as an additional security ele -<br />
ment when using web services. The certificate is valid for five years and is<br />
renewed automatically thereafter by PostFinance. Web services are also<br />
client-compatible.<br />
The web services can be implemented in the C# and Java programming<br />
languages. A detailed description of the web services and integration<br />
instructions can be downloaded from w ww.postfinance.ch/e-<strong>bill</strong>.<br />
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The following web services are available:<br />
For <strong>bill</strong>ers Description<br />
UploadFiles Service for transmitting <strong>bill</strong>s<br />
UploadFilesReport Service for transmitting <strong>bill</strong>s with detailed<br />
answers regarding the transmission status.<br />
The maximum file size for uploading via web services is 2 MB<br />
per file.<br />
GetListWithIDs The system delivers a list of the available <strong>bill</strong>s<br />
(archive data) with the most important details<br />
GetInvoiceByID Service for downloading <strong>bill</strong>s (archive data) upon<br />
their TransactionID<br />
GetProcessProtocolList The system delivers a list of the available process<br />
protocols<br />
GetProcessProtocol Service for downloading the processing log<br />
GetRegistrationList The system delivers a list of the available register<br />
data<br />
GetRegistration Service for downloading the registration data<br />
GetInvoiceList Obsolete, has been replaced with GetListWithIDs*<br />
GetInvoice Obsolete, has been replaced with GetInvoiceByID*<br />
* These methods will be supported by the system until further notice but will not be offered<br />
to new customers.<br />
The <strong>bill</strong>er can additionally query the status of the conveyed <strong>bill</strong>. The following<br />
information is shown:<br />
• Date of the request<br />
• TransactionID for the <strong>bill</strong>s delivered for the date in question<br />
• File transfer OK or NOK<br />
Detailed statements on the processing of <strong>bill</strong>s are communicated to the <strong>bill</strong>er<br />
in the processing log (see section 9).<br />
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For <strong>bill</strong> recipients Description<br />
GetInvoiceListWithIDs The system delivers a list of the available<br />
<strong>bill</strong>s with the most important details.<br />
GetInvoiceByID Service for downloading <strong>bill</strong>s upon their<br />
TransactionID<br />
GetOpenList/GetArchiveList Obsolete, has been replaced with<br />
GetInvoiceListWithIDs*<br />
GetInvoices/GetInvoices -<br />
Archive<br />
Obsolete, has been replaced with<br />
GetInvoiceByID*<br />
GetPDF/GetPDFArchive Obsolete, has been replaced with<br />
GetInvoiceByID*<br />
* These methods will be supported by the system until further notice but will not be offered<br />
to new customers.<br />
Bill data downloaded via web services are marked “Processed” in the<br />
database.<br />
To use the search function, as well as the registration or cancellation<br />
function, separate access via the business interface is required.<br />
11.2.3 SFTP (input and output)<br />
The SFTP channel is suitable for large data quantities, and the following<br />
functions are available:<br />
Biller Bill recipient<br />
Upload <strong>bill</strong>s/credits Download signed <strong>bill</strong>s/credits<br />
Download signed <strong>bill</strong>s/credits<br />
Download registration and<br />
cancellation data<br />
Download process protocols<br />
The maximum file size for uploading via SFTP is 2 MB per file.<br />
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The following folders are used for e-<strong>bill</strong>:<br />
Phase Folder for delivery<br />
of invoice data by<br />
<strong>bill</strong>er<br />
Integration/test e<strong>bill</strong>-outbox-t e<strong>bill</strong>-inbox-t<br />
Production e<strong>bill</strong>-outbox e<strong>bill</strong>-inbox<br />
Folder for outgoing<br />
delivery of processing<br />
report, registrations,<br />
cancellations and signed<br />
data<br />
The SFTP UserID is ordered when the user is set up by PostFinance.<br />
The SFTP connection is defined by the User ID and password.<br />
Documentation about SFTP is available for downloading at<br />
w ww.postfinance.ch/manuals.<br />
11.2.4 E-finance offline file transfer (input and output)<br />
The ability to input and output files via e-finance offers smaller organizations<br />
and associations an ideal way of performing all file transfers from<br />
and to PostFinance with just one login. The following e-<strong>bill</strong> functions are<br />
available offline via the e-finance input/output interface:<br />
Biller Bill recipient<br />
Transfer <strong>bill</strong>s/credit notes Download unsigned and signed<br />
<strong>bill</strong>s/credit notes<br />
Download processing logs<br />
The maximum file size for uploading via e-finance offline is 2 MB<br />
per file.<br />
Bill data downloaded via e-finance are marked “Processed”. After they<br />
have been retrieved, the files remain available for another 40 calendar days<br />
(see section 5.7.2).<br />
For a detailed description of the e-finance input/output interface, please<br />
contact software-info @ postfinance.ch.<br />
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11.2.5 E-finance online view (outgoing delivery)<br />
Unsigned <strong>bill</strong>s can be viewed and processed in the respective e-finance<br />
application. For a detailed description of these functions please refer<br />
to section 13.2.<br />
11.2.6 AS2 (outgoing delivery)<br />
Specific delivery channel for <strong>bill</strong>s in EDIFACT format.<br />
11.2.7 E-mail (outgoing delivery)<br />
Registration and cancellation data and processing logs can be delivered<br />
to the <strong>bill</strong>er by e-mail.<br />
11.2.8 Archive-disk (output)<br />
Digitally signed <strong>bill</strong>s can be sent to <strong>bill</strong>ers and <strong>bill</strong> recipients on an archivedisk<br />
(see sections 4.9 and 6.1), provided they are not received via a different<br />
channel.<br />
The archive-disk contains the following:<br />
• Data as originally delivered (only <strong>bill</strong>er)<br />
• Digitally signed <strong>bill</strong>s in delivery format incl. signature check report<br />
• Bill details in PDF format (unsigned)<br />
The archive-disk will be sent by registered mail. Upon receipt, the <strong>bill</strong>er<br />
must check the legibility of the data stored on the archive-disk. Any errors<br />
must be reported in writing to PostFinance within 30 days. After expiry<br />
of this period, the data will be deemed to be legible. The data can then be<br />
deleted by PostFinance in accordance with section 5.7.4.<br />
11.3 Data security<br />
Unless otherwise agreed, either https or SFTP is used for transport<br />
encryption. For data encryption, a suitable encryption method (e. g. PGP)<br />
may be used, with the agreement of PostFinance. These details can be<br />
defined by both parties when the service is activated.<br />
The security standards for data provision correspond to the requirements<br />
for e-banking and other web applications.<br />
Data from the business interface are always transmitted via an https<br />
connection. The login is protected by the username and password security<br />
elements. The security standards for the web services are based on the<br />
OASIS WS-Security recommendations. Details of this are provided in the<br />
web services implementation instructions (see section 11.2.2).<br />
For PostFinance e-finance, users log on using their e-finance security<br />
elements. Data encryption using 128-bit SSL is guaranteed.<br />
Please note that the use of hyperlinks out of the secure environment of<br />
a web application is subject to general security provisions. Restrictions also<br />
apply when calling up the registration or cancellation form or for the <strong>bill</strong><br />
presentment module (see sections 7.3 and 8).<br />
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12. Data formats<br />
12.1 BillerID and EBillAccountID<br />
In the yellow<strong>bill</strong> system, the BillerID is the unique identification number<br />
of a <strong>bill</strong>er and the EBillAccountID is the unique identification number of<br />
a <strong>bill</strong> recipient. Both are assigned by PostFinance.<br />
Number structure: numeric, 17 digits<br />
Structure: 41100000000872849<br />
The first four digits identify the e-<strong>bill</strong> system. For the yellow<strong>bill</strong> system<br />
they are fixed as 4110. The last two digits are check digits that are calculated<br />
according to Modulo 97-10 (ISO 7064).<br />
12.2 PostFinance standard registration form<br />
The registration forms are always generated in four languages (German,<br />
French, Italian and English). Each form is defined as a pop-up window<br />
including a standard button and is generated as a HTML page from an<br />
XML file and XSD file (style sheet).<br />
Example of a registration form<br />
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Example of a confirmation window after registration<br />
The registration form consists of three parts:<br />
• General section, consisting of the logo (if available), the <strong>bill</strong>er’s address<br />
details and an explanatory text.<br />
• User data, consisting of the <strong>bill</strong> recipient’s first and last name provided by<br />
the yellow<strong>bill</strong> system and additional address details to be completed by<br />
the <strong>bill</strong> recipient.<br />
• Additional data: The <strong>bill</strong>er can define further data here to be completed<br />
by the <strong>bill</strong> recipient (e. g. customer number or account assignment details).<br />
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12.2.1 User data<br />
Name Description Properties<br />
FAMILYNAME Last name mandatory if no COMPANYNAME, max. 50 digits*<br />
GIVENNAME First name mandatory if no COMPANYNAME, max. 50 digits*<br />
COMPANYNAME Company name mandatory if no FAMILYNAME and GIVENNAME, max. 50 digits*<br />
ADDRESS1 Address field 1 mandatory, maximum 40 digits<br />
ADDRESS2 Address field 2 optional, maximum 40 digits<br />
ZIP Postcode mandatory, numeric, 4 digits<br />
CITY Town mandatory, maximum 40 digits<br />
PHONE Telephone number optional, maximum 14 digits<br />
FAX Fax number optional, maximum 14 digits<br />
EMAIL E-mail address optional, e-mail conventions apply, maximum 40 digits<br />
* These data are automatically retrieved from the yellow<strong>bill</strong> system. The <strong>bill</strong>er can define<br />
whether or not they may be overwritten by the user. For companies the registration mask<br />
is automatically provided with the field COMPANYNAME in the place of FAMILYNAME<br />
and GIVENNAME.<br />
The EBillAccountID number is not displayed in the form but supplied as<br />
described in section 12.4.<br />
12.2.2 Additional data<br />
The <strong>bill</strong>er may define a maximum of four additional entry fields in line<br />
with his needs. They serve to associate the registration with the correct<br />
customer, e. g.:<br />
Field name Field type Classification Length<br />
Customer number Text field mandatory 8 digits<br />
Telephone number Text field optional 10 digits<br />
These fields are defined as follows:<br />
• Field name<br />
• Field type<br />
• Maximum length<br />
• Validation rule (Regex)<br />
• Error text if check NOK<br />
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The following field types may be used:<br />
• Text field (textbox)<br />
• Checkbox ()<br />
• Explanatory text (without input)<br />
• Diagram (GIF, JPEG)<br />
• Link (URL)<br />
The validation rule (regex) is composed of regular expressions (please refer<br />
to w ww.regular-expressions.info).<br />
By default, the following regular expressions are applied:<br />
• NotEmpty (input field may not be blank)<br />
• ZIPCODE (postcode, 4 digits, numeric)<br />
• E-mail (structure and @ provided)<br />
The <strong>bill</strong>er can select other validation rules for the additional data (e. g. insurance<br />
number check or credit card number check). However, it is not possible<br />
to check one field based on another field.<br />
12.3 PostFinance standard cancellation form<br />
The cancellation masks are created in four languages, like the registration<br />
masks. The structure and fields in the cancellation mask correspond to those<br />
of the registration mask (see section 12.2). Instead of “Registration” the<br />
mask is entitled “Cancellation”. Apart from the first name, last name or<br />
company name, the <strong>bill</strong>er usually defines an additional field which must be<br />
completed by the recipient when cancelling the service.<br />
12.4 Registration and cancellation data (output)<br />
Registration and cancellation data are delivered either individually by e-mail<br />
or grouped in a file. Data from direct registrations can only be delivered<br />
as a file.<br />
12.4.1 Individual registrations by e-mail<br />
For each registration or cancellation, the corresponding data and the <strong>bill</strong><br />
recipient’s EBillAccountID are sent to the <strong>bill</strong>er in an e-mail.<br />
Example for a registration:<br />
From:<br />
To:<br />
Subject:<br />
Message:<br />
e-<strong>bill</strong>.help @ postfinance.ch<br />
<strong>bill</strong>recipient @ <strong>bill</strong>er.ch<br />
eBill User registration<br />
UserID;41100000001211282;FAMILYNAME;Muster;<br />
GIVENNAME;Max;ADDRESS1;Musterstr.1;<br />
ADDRESS2;Postfach;ZIP;6300;CITY;Zug;<br />
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Comments:<br />
• For a registration “eBill User registration” is entered under “subject”,<br />
and for a cancellation “eBill User deregistration” is entered.<br />
• The UserID corresponds to the <strong>bill</strong> recipient’s EBillAccountID.<br />
• Any additional data agreed are delivered as well.<br />
12.4.2 Several registrations per day by file<br />
The data from direct registrations, registrations and cancellations are tracked<br />
consecutively in a daily CSV file and sent to the <strong>bill</strong>er.<br />
Example for a CSV file:<br />
UserID FAMILY<br />
NAME<br />
GIVEN<br />
NAME<br />
ADDRESS1 ADDITIONAL<br />
DATA<br />
ZIP CITY ESR<br />
Customer Nr<br />
ESR<br />
Reference Nr<br />
4110… Muster Max Musterstr. 1 Tel 041456… 6300 Zug 1<br />
4110… Müller Maria 3<br />
4110… Beispiel Hans Teststr. 4 Tel 062444… 5000 Aarau 1<br />
4110… 011234561 8000723… 2<br />
Field Description<br />
UserID EBillAccountID of the <strong>bill</strong> recipient<br />
ESRCustomerNr Direct registration only. Billers ISR customer number<br />
ESRReferenceNr Direct registration only. ISR reference number of the<br />
just entered payment order<br />
Status 1 = registration<br />
2 = direct registration<br />
3 = cancellation<br />
Any additional data agreed are delivered as well.<br />
Status<br />
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12.5 Bill data<br />
12.5.1 yellow<strong>bill</strong> Invoice (input)<br />
yellow<strong>bill</strong> Invoice is the standard format for structured <strong>bill</strong> data and describes<br />
both the syntax and structure of electronic <strong>bill</strong>s (XML files). The format is<br />
based on the swissDIGIN standard (see section 12.5.7).<br />
The main elements when sending the XML file are the “Header” and the<br />
“Body” (see diagram below). The “Header” contains mainly internal yellow<strong>bill</strong><br />
system control data. The main contents are defined in the “Body”.<br />
Graphical representation of XML yellow<strong>bill</strong> Invoice<br />
• The “Body” consists of the elements “DeliveryInfo”, “Bill”, “Payment-<br />
Data”, “BillPresentment” and “Appendix”.<br />
• The elements “DeliveryInfo” and “BillPresentment” contain specific<br />
key data for the yellow<strong>bill</strong> system such as the unique number of the <strong>bill</strong>er<br />
(BillerID) or control data for <strong>bill</strong> presentment.<br />
• The main <strong>bill</strong> content is in the “Bill” element. This element in turn is<br />
divided – similar to a paper <strong>bill</strong> – into the elements “Header” (address data<br />
of <strong>bill</strong> recipient and issuer), “LineItems” (<strong>bill</strong> line items as on a paper<br />
<strong>bill</strong>) and “Summary” (summary per VAT rate). IMPORTANT: For processing<br />
unsigned <strong>bill</strong>s, the element “Bill” can be omitted.<br />
• The “PaymentData” element contains the ISR data (ISR elements) and the<br />
unique <strong>bill</strong> recipient’s subscriber number for e-<strong>bill</strong> (EBillAccountID). The<br />
“PaymentType” field indicates whether it is a <strong>bill</strong> (“ESR”), credit (“CREDIT”)<br />
or a <strong>bill</strong> detail for Debit Direct payments (“DD”). The “Instalment” element<br />
can be used to define instalments.<br />
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Combination options for the amount (positive or negative) and the<br />
payment method in the “PaymentData” part from yellow<strong>bill</strong> invoice and<br />
the implications for the status shown to the invoice recipient:<br />
TotalAmount PaymentType<br />
Positive ESR Open<br />
Status in e-finance<br />
Positive DD For information<br />
Positive CREDIT Not possible, displays<br />
➡<br />
error code 17<br />
Positive OTHER For information<br />
Negative or zero ESR For information<br />
Negative or zero DD For information<br />
Negative or zero CREDIT For information<br />
Negative or zero OTHER For information<br />
The <strong>bill</strong>er can attach any information in the “Appendix”. For instance,<br />
the <strong>bill</strong> detail can be integrated directly into the appendix as a PDF (see<br />
section 8.1).<br />
The XML data in yellow<strong>bill</strong> Invoice format must be supplied in the UTF-8<br />
character set (w ww.utf-8.com).<br />
The naming convention of the <strong>bill</strong> data is:<br />
_.XML<br />
One XML file is generated for each <strong>bill</strong>/credit note. The maximum file<br />
size is 2 MB.<br />
The <strong>bill</strong>er must check the contents of the <strong>bill</strong> data before uploading them.<br />
A conformity check against the schema can be performed at any time<br />
at the following web page: http:/ /tools.decisionsoft.com/schemaValidate<br />
For a detailed description of the yellow<strong>bill</strong> Invoice schema see the Annex<br />
to this document.<br />
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12.5.2 yellow<strong>bill</strong> Invoice (output)<br />
When a signed e-<strong>bill</strong> is delivered, the data are enveloped by the signature.<br />
The file contains various XML objects.<br />
• The <strong>bill</strong> itself is in the object “RGXml”, which in turn comprises the<br />
elements “DeliveryInfo”, “Bill” and “PaymentDate”. The “Bill” element<br />
contains the elements “Header”, “LineItems” and “Summary”. The<br />
contents of the above are the same as the yellow<strong>bill</strong> Invoice schema used<br />
for input (see section 12.5.1).<br />
• The object “PDFInvoice” contains the PDF of the <strong>bill</strong> encoded in base64.<br />
• In addition, an object called “SignatureVerificationProtocol” containing<br />
information about the signature check is also sent.<br />
XML structure of a signed e-<strong>bill</strong><br />
12.5.3 PDFOnly (input)<br />
The <strong>bill</strong>er also has the option of delivering electronic invoice data in a PDF<br />
to PostFinance. For this purpose, the <strong>bill</strong>er must include various pieces of<br />
information in the PDF and a special one-time parameterization is required<br />
when it is activated on the yellow<strong>bill</strong> system. A detailed description for<br />
use of PDFOnly as the delivery format can be found in the Annex.<br />
The naming convention of the <strong>bill</strong> data is:<br />
.PDFONLY.PDF<br />
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12.5.4 Other input or output formats<br />
Apart from the yellow<strong>bill</strong> Invoice format, PostFinance also supports the<br />
SAP IDoc Invoice and EDIFACT formats (link to GS1-Standard invoice 01B,<br />
Ideal Invoice).<br />
The naming convention of the <strong>bill</strong> data in EDIFACT format is:<br />
.EAI.EDI<br />
The naming convention of the <strong>bill</strong> data in SAP IDoc format is:<br />
.EAI.XML<br />
12.5.5 Bill detail (PDF)<br />
Data for the <strong>bill</strong> presentment module may be uploaded by the <strong>bill</strong>er as<br />
a separate PDF file or attached to the yellow<strong>bill</strong> Invoice as an annex.<br />
Another option is to ask PostFinance to create the <strong>bill</strong> details (see section 8).<br />
12.5.6 Other <strong>bill</strong> formats<br />
If the structured data are not supplied in yellow<strong>bill</strong> Invoice or another<br />
format supported by PostFinance, they can be converted by PostFinance.<br />
This means that data can be delivered in any format of choice, provided<br />
that they are in machine-readable form. The data format and feasibility of<br />
data conversion have to be checked in each case.<br />
12.5.7 swissDIGIN (swiss digital invoice)<br />
Under the leadership of the Fachhochschule Nordwestschweiz (University<br />
of Applied Sciences Northwestern Switzerland), eight large Swiss companies<br />
and the main e-<strong>bill</strong> service providers standardized their electronic <strong>bill</strong><br />
content requirements and documented them in the swissDIGIN standard.<br />
The requirements of the federal tax authorities were also taken into consideration.<br />
However, swissDIGIN does not constitute a technical invoice<br />
format. The standard, which is not specific to any particular industry, was<br />
officially adopted at the end of November 2004 and aims to promote<br />
electronic <strong>bill</strong> exchange between companies in Switzerland. These activities<br />
are supported by the Commission for Technology and Innovation (CTI) of<br />
the Swiss Federal Office for Professional Education and Technology (OPET).<br />
It has also been approved as an associated eGovernment standard by the<br />
association for support and development eCH.<br />
The documentation may be downloaded from w ww.swissdigin.ch. The<br />
swissDIGIN partners promote the exchange of information, maintenance and<br />
dissemination of the standard on the swissDIGIN forum.<br />
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13. E-<strong>bill</strong> functions in e-finance<br />
A description follows of the e-<strong>bill</strong> functions available in the<br />
PostFinance e-finance application. A demo version can be viewed at<br />
w ww.postfinance.ch.<br />
In the following, it is always assumed that the <strong>bill</strong> recipient has logged into<br />
e-finance and was successfully identified and authenticated.<br />
13.1 Processes relating to registration and cancellation<br />
13.1.1 E-<strong>bill</strong> registration<br />
The e-<strong>bill</strong> function is usually automatically available to private customers<br />
in e-finance. One subscriber number for e-<strong>bill</strong>ing is available for each holder<br />
of an e-finance subscription. When first registering with a <strong>bill</strong>er, the user<br />
accepts the e-<strong>bill</strong> subscriber conditions on e-finance.<br />
By default, the “e-<strong>bill</strong>” menu option is unavailable for PostFinance business<br />
customers, because electronic <strong>bill</strong>s received via e-finance cannot be used<br />
to claim input VAT deductions. The PostFinance Customer Service will gladly<br />
make this function available to customers who request it.<br />
13.1.2 Cancelling e-<strong>bill</strong> registration<br />
The e-<strong>bill</strong> function can only be cancelled via the PostFinance Customer<br />
Service. It is the user’s responsibility to notify the individual <strong>bill</strong>ers that he<br />
is no longer using the “e-<strong>bill</strong>” payment method (see section 13.1.5).<br />
Bills delivered for a subscriber number already deleted in PostFinance are<br />
returned to <strong>bill</strong>ers as undeliverable (see section 9).<br />
13.1.3 Viewing available <strong>bill</strong>ers<br />
Once registered, the user selects the “Biller” function. This provides him/her<br />
with an overview of the <strong>bill</strong>ers from whom electronic <strong>bill</strong>s can be received.<br />
There is a search function to select individual <strong>bill</strong>ers and/or industries. The user<br />
can register with the <strong>bill</strong>ers of his choice using the respective registration<br />
functions.<br />
13.1.4 Register<br />
In order for the <strong>bill</strong>er to be able to send electronic <strong>bill</strong>s to the recipient,<br />
the recipient first has to be registered with the <strong>bill</strong>er. The user clicks on the<br />
“Register” function beside the <strong>bill</strong>er to open a specific registration form.<br />
Registration can also take place directly from the info text that appears after<br />
manual entry of a payment (direct registration). The user can register with<br />
the corresponding <strong>bill</strong>er with a single mouse click without completing the<br />
registration form (see section 7.1).<br />
13.1.5 Cancelling registration with a <strong>bill</strong>er<br />
Recipients can cancel their registration with individual <strong>bill</strong>ers for the electronic<br />
receipt of <strong>bill</strong>s using the “Cancellation” function.<br />
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13.2 Processes relating to <strong>bill</strong> processing<br />
13.2.1 Viewing the number of open invoices and invoices<br />
for information<br />
Once the user has logged onto e-finance, a message with the number of<br />
open invoices and/or invoices for information, if any, is displayed. If he clicks<br />
on the corresponding link, the overview of <strong>bill</strong>s with the open invoices and<br />
invoices for information is displayed.<br />
13.2.2 Displaying the overview of <strong>bill</strong>s<br />
With the “Invoice overview” function, the user can display his <strong>bill</strong>s. The<br />
selection is made in a dialog box in which filters can be set by date, currency,<br />
<strong>bill</strong> amount and <strong>bill</strong> status.<br />
Status Description Selection for payment/<br />
rejection possible<br />
Outstanding<br />
The <strong>bill</strong> has not been processed<br />
yet.<br />
Processed The “processed” status appears<br />
as a result of the following:<br />
• A payment order was issued for<br />
this <strong>bill</strong>.<br />
• The <strong>bill</strong> has been downloaded.<br />
• The <strong>bill</strong> with “For information”<br />
status has been displayed.<br />
Rejected The <strong>bill</strong> was rejected by the user. Yes, until the data are<br />
deleted (120 days after<br />
rejection).<br />
For information<br />
No payment is required.<br />
• Debit will be made via Debit<br />
Direct<br />
• Amount is zero or less than zero<br />
After launching the <strong>bill</strong> overview<br />
the first time, the status is automatically<br />
changed to “processed”.<br />
In the <strong>bill</strong> overview, the following <strong>bill</strong> processing options are available<br />
to the user:<br />
• Display the <strong>bill</strong> details<br />
• Authorize <strong>bill</strong> payment<br />
• Reject <strong>bill</strong><br />
Yes<br />
No<br />
No<br />
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13.2.3 Displaying the <strong>bill</strong> details<br />
The <strong>bill</strong> details can be viewed by clicking on the magnifying glass icon<br />
beside the <strong>bill</strong> row. They can be saved locally or printed out. These <strong>bill</strong> details<br />
cannot be used to claim input VAT deductions.<br />
Since not all <strong>bill</strong> details are located within the secure e-finance environment,<br />
activation of certain links on the <strong>bill</strong> details may cause external pages to<br />
be opened. PostFinance checks these external pages regularly, but selecting<br />
further links from within a <strong>bill</strong> details page is not recommended.<br />
13.2.4 Selecting <strong>bill</strong>s<br />
The user selects the <strong>bill</strong>(s) he wishes to process. Depending on the <strong>bill</strong><br />
status, one or several <strong>bill</strong>s can be selected with one click.<br />
• Open <strong>bill</strong>s: One or several <strong>bill</strong>s selectable<br />
• Processed <strong>bill</strong>s: Cannot be selected<br />
• Rejected <strong>bill</strong>s: Only individual <strong>bill</strong>s selectable<br />
• Bills with “for information” status: Cannot be selected<br />
13.2.5 Issuing a payment order<br />
The “Pay” function issues a payment order for the selected <strong>bill</strong>s. By default,<br />
the payment execution date is set to the <strong>bill</strong>’s due date. The user can change<br />
or add the following data within individual payment orders:<br />
• Debit account<br />
• Payment amount, if permitted by <strong>bill</strong>er<br />
• Execution date of individual payment or all payments<br />
• Indications concerning the payment (e. g. priority)<br />
The <strong>bill</strong>er can offer the user the option of paying in instalments. In this case,<br />
the additional “Instalment” button will be displayed in e-finance. The<br />
user can click on this button to initiate payment of the instalments defined<br />
by the <strong>bill</strong>er.<br />
Once the displayed payment orders are confirmed, they are transferred to<br />
the PostFinance orders database as ISR/BISR payments and remain pending<br />
until executed.<br />
13.2.6 Changing a payment order<br />
As with the processes in e-finance, the recipient can change a payment order<br />
until the date of execution. The following search criteria can be defined:<br />
• Change the debit account<br />
• Change the payment amount, if permitted by <strong>bill</strong>er<br />
• Change the payment execution date<br />
• Change the comments concerning payment execution at the CSP<br />
(e. g. priority)<br />
The ISR reference number may not be changed.<br />
13.2.7 Deleting a payment order<br />
As with the processes in e-finance, the user can delete a payment order<br />
until the date of execution. If the payment order is deleted, the <strong>bill</strong> status<br />
reverts to “outstanding”. If individual instalments are cancelled in the<br />
case of payment by instalment, only these instalments can be paid again.<br />
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13.2.8 Booking and confirming the payment<br />
On the due date, PostFinance makes the payment through the existing<br />
payment systems and confirms it just like a conventional payment order.<br />
If the payment order cannot be effected on the selected due date due to<br />
lack of funds, additional debit attempts are made for the next five weekdays<br />
without notifying the account holder. The payment is made as soon as<br />
funds to cover it are available. If these are not available within five working<br />
days after the due date, the account holder is notified by letter and has then<br />
the option of reactivating the payment.<br />
13.2.9 Rejecting a <strong>bill</strong><br />
The status of selected <strong>bill</strong>s can be set to “rejected” with the “Reject” function<br />
and the <strong>bill</strong>er is informed.<br />
Rejected <strong>bill</strong>s which the user does not (yet) want to settle are then not<br />
selected, even with the “Select all open <strong>bill</strong>s” function. However, a rejected<br />
<strong>bill</strong> can be individually selected and paid at a later date.<br />
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14. Sending orders<br />
14.1 Sending orders to PostFinance<br />
Orders are transferred to PostFinance in an agreed format. PostFinance<br />
provides a suitable web service for this.<br />
On receipt, the orders are given the status “Received”. By means of a return<br />
code, the ordering party can verify that the transfer has been successful.<br />
The processing status can be ascertained by querying the order status. If the<br />
transfer was not successful, the orderer must resend the data.<br />
PostFinance ensures that an order can be received and forwarded only once.<br />
The order number serves as the unique reference for this.<br />
PostFinance temporarily stores the order for seven days. It is possible to<br />
check the order status during this period. The orders are then deleted.<br />
14.2 Sending orders to suppliers<br />
An order is delivered to a supplier using an agreed format and channel,<br />
i. e. it is possible for the data to be converted from the orderer’s format into<br />
the supplier’s format.<br />
Order confirmations and other messages cannot be sent via PostFinance.<br />
14.3 Order status<br />
The order status can be checked using a web service. This is made available<br />
with the following structure:<br />
• Order number<br />
• Status (received, delivered)<br />
• Timestamp<br />
For further information about sending orders, please contact the specialists<br />
at the e-<strong>bill</strong> helpdesk.<br />
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Annex<br />
• Service Level Agreement (see following pages)<br />
• Example of PDFOnly <strong>bill</strong>ing (see following pages)<br />
• XML- and XSD-Schema yellow<strong>bill</strong> Invoice at w ww.postfinance.ch/e-<strong>bill</strong><br />
• XSD-Schema process protocol at w ww.postfinance.ch/e-<strong>bill</strong><br />
• Web services at w ww.postfinance.ch/e-<strong>bill</strong><br />
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Service Level Agreement (SLA)<br />
System availability and maintenance window<br />
Services Services Comments<br />
Machine time 7/24 hours Minus maintenance window<br />
Availability 99.5% per<br />
quarter<br />
Maximal contiguous<br />
down-times:<br />
• Total down-time<br />
• Partial down-time<br />
max. 12 hours<br />
max. 24 hours<br />
Only total down-times<br />
are included.<br />
Malfunctions reported during operating hours will be remedied within<br />
the agreed down-times for total and partial down-times. The agreed downtimes<br />
include the response time and the report that the malfunction has<br />
been remedied. The restoration time for data records depends on their size<br />
and cannot be guaranteed.<br />
Maintenance window Activities Comments<br />
Server Back-up of the<br />
application and<br />
database<br />
Back-up<br />
of system data<br />
Maintenance Maintenance<br />
required<br />
for technical<br />
reasons<br />
Maintenance<br />
required<br />
for application-<br />
related reasons<br />
Daily<br />
Once a week, each Sunday<br />
between 2 and 6 a.m. The<br />
storage period is 30 days. In<br />
the event of a “restore”, the<br />
data can only be restored<br />
back to the previous back-up.<br />
For maintenance of general<br />
IT infrastructure there is a<br />
4-hour service window, usually<br />
on Sundays between 2 and<br />
6 a.m.<br />
Maintenance required for<br />
application-related reasons<br />
will be discussed in advance<br />
with and announced<br />
to the persons concerned.<br />
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E-<strong>bill</strong> help desk<br />
PostFinance has tasked Swiss Post Solutions AG with providing support<br />
for the e-<strong>bill</strong> service. Support services are free of charge for subscribers<br />
in accordance with the present SLA.<br />
Contact unit for support:<br />
E-<strong>bill</strong> help desk<br />
supported by<br />
Swiss Post Solutions AG<br />
Tel. 0800 111 101<br />
E-mail e-<strong>bill</strong>.help @ postfinance.ch<br />
Availability<br />
times<br />
Monday<br />
to Friday<br />
Saturday<br />
and Sunday<br />
Response<br />
time<br />
1st-level support 08:00–18:00 No availability Immediate<br />
Services Activities<br />
Call handling • Receipt of errors, problems and queries<br />
• Electronic entry of reports<br />
• Solution communicated to subscribers<br />
Problem handling • Dealing with and solving errors, problems and<br />
queries at the various support levels<br />
Coordination • Appoint problem owner<br />
• Set priorities and forward them<br />
Reporting<br />
Subscribers receive details of the number and type of data processed<br />
with their monthly statement.<br />
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Terms<br />
Term Description<br />
Availability Percentage-based availability of the system during<br />
a specific period. As a rule, the entire year is included.<br />
Only total down-times are included, and not partial<br />
down-times.<br />
Down-time Time during which the system cannot be used at all<br />
(total down-time) or can be used only partially (partial<br />
down-time) because of an error or problem during<br />
a contiguous period.<br />
Machine time Time during which the system is in operation after<br />
deducting the maintenance window. The following<br />
applies: 7 × 24 – maintenance window = machine time<br />
Maintenance<br />
window<br />
Partial down-time See down-time<br />
Time during which technical, application-related or<br />
similar work is being done on the system (maintenance<br />
or service). During this time the system is not available.<br />
Subscriber Biller or <strong>bill</strong> recipient of structured data with e-<strong>bill</strong><br />
solution of PostFinance.<br />
Total down-time See down-time<br />
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Example of PDFOnly <strong>bill</strong>ing<br />
Electronic processing of <strong>bill</strong>s via PostFinance differs in a number<br />
of respects from physical dispatch of <strong>bill</strong>s. Besides the standard infor -<br />
mation, additional data are needed for automatic processing.<br />
At the technical level, a number of other points have to be taken into<br />
account when creating a PDF and forwarding it to PostFinance.<br />
Here is an example of how the data can be positioned on the <strong>bill</strong>.<br />
Necessary information<br />
4<br />
1<br />
2 3<br />
5 6<br />
Technical requirements<br />
• The use of standard typefaces is recommended.<br />
• The PDFs should not be larger than 150 KB on average.<br />
• The layout and therefore the positioning of all information must<br />
always be the same.<br />
• Naming the PDFs: <br />
7<br />
1 The PDF must clearly indicate whether<br />
it is a <strong>bill</strong> or a credit. In addition,<br />
each <strong>bill</strong> must bear a unique, non-recurring<br />
iden tification number.<br />
2 The <strong>bill</strong> must indicate the VAT numbers<br />
of both the issuer and the recipient.<br />
3 Each <strong>bill</strong> recipient has an identification<br />
number with PostFinance (eBillAccountID).<br />
This must be clearly stated on the <strong>bill</strong>.<br />
4 The payment information (ISR customer<br />
number and ISR reference number)<br />
normally printed on the inpayment slip<br />
must be indicated on the <strong>bill</strong>.<br />
5 For every line item the customer must<br />
indicate a position number and state<br />
the maximum number of lines permissible<br />
for the description of the item.<br />
6 It is absolutely essential for VAT rates to<br />
be indicated in detail, i. e. per <strong>bill</strong> position<br />
and in total (Amount incl./Amount excl./<br />
VAT rate).<br />
7 Any discount granted must be stated<br />
as such on the <strong>bill</strong>.<br />
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Abbreviations<br />
Abbreviations / Terms Description<br />
AS2 Communication report for EDIFACT messages<br />
B2B Business-to-Business<br />
B2C Business-to-Consumer<br />
BESR Inpayment slip with bank reference number<br />
Bill Presentment Bill visualization<br />
Bill recipient A person or company who has received a service and is <strong>bill</strong>ed for it. Also the payer.<br />
BillerID Unique identification number for <strong>bill</strong>ers in the yellow<strong>bill</strong> system<br />
Billers A person or company who has received a service and is <strong>bill</strong>ed for it. Also the payee.<br />
BSP Biller Service Provider<br />
Business Interface (BI) https-Portal (Web-GUI)<br />
This portal enables <strong>bill</strong> issuers to deliver their invoices and download processing<br />
data and enables <strong>bill</strong> recipients to download digitally signed electronic invoices.<br />
w ww.yellow<strong>bill</strong>.postfinance.ch<br />
Consolidator The consolidator is the core component of a network. All service providers are<br />
connected to it. All <strong>bill</strong>s from all BSPs are sorted by <strong>bill</strong> recipient and made available<br />
to the corresponding e. g. e-finance, the PostFinance application. The consolidator<br />
also keeps track of the <strong>bill</strong> status.<br />
CSP Customer Service Provider<br />
e. g. e-finance, the PostFinance application<br />
CSV Comma Separated Value<br />
CSV is a system-independent file format for exchanging tables between spreadsheet<br />
programs and databases (MS Excel, MS Access, etc.).<br />
DD Debit Direct<br />
Debit authorization issued by the <strong>bill</strong> recipient to the <strong>bill</strong>er (Swiss Post).<br />
E-<strong>bill</strong> Electronic <strong>bill</strong><br />
Name of the menu option in e-finance<br />
EBillAccountID Unique identification number of a <strong>bill</strong> recipient in the yellow<strong>bill</strong> system.<br />
EDIFACT Electronic Data Interchange for Administration, Commerce and Transport<br />
UN/EDIFACT (ISO 9735) is an international standard for the presentation of business<br />
and commercial data for the electronic exchange of data between companies.<br />
E-finance PostFinance e-banking application<br />
ElDI-V Ordinance of the Swiss Federal Department of Finance concerning electronically<br />
transmitted data and information<br />
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Abbreviations / Terms Description<br />
EPOG Electronic payment order<br />
ERP Enterprise Resource Planning<br />
System for planning and control of a company’s entire value chain<br />
FDS File Delivery Services<br />
GeBüV “Geschäftsbücherverordnung”<br />
Regulations on keeping and storage of books of account<br />
HTML HyperText Markup Language<br />
Standardized page description language for w ww pages<br />
HTTP HyperText Transfer Protocol<br />
Protocol for communication between web servers and web browsers<br />
HTTPS HyperText Transfer Protocol Secure (128-Bit encrypted)<br />
Protocol for secure communication between web servers and web browsers<br />
ISR Orange inpayment slip with reference number<br />
KB KiloByte<br />
LSV Direct debit<br />
Debit authorization issued by the <strong>bill</strong> recipient to the <strong>bill</strong>er (bank).<br />
MB MegaByte<br />
MWST Value added tax<br />
MWSTG Federal Law on Value Added Tax<br />
MWSTGV Ordinance to the Federal Law on Value Added Tax<br />
Original <strong>bill</strong> Slip declared as the original copy of an invoice<br />
PDF Portable Document Format<br />
SAP IDoc SAP Intermediate Document<br />
Format for transmitting data from a SAP system.<br />
SFTP Secure File Transfer Protocol<br />
Enables files to be transferred encrypted between different computers or servers<br />
via a network.<br />
SSL Secure Socket Layer<br />
SSL is a protocol developed by Netscape for encrypting Internet connections and<br />
authenticating users. SSL provides a secure end-to-end connection.<br />
Swiss Post Solutions AG Subsidiary of Swiss Post<br />
Operator of e-<strong>bill</strong> solution of PostFinance, on behalf of PostFinance.<br />
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Abbreviations / Terms Description<br />
Swiss Sign AG Subsidiary of Swiss Post, distributor of legally accepted digital signatures.<br />
TransactionID Transaction identification number unique to the <strong>bill</strong>er (alphanumeric, max. 10 digits).<br />
Together with the BillerID this constitutes a unique <strong>bill</strong> identification.<br />
URL Uniform Resource Locator<br />
A URL is a universally valid address of a resource (e. g. a file) on the Internet.<br />
This unique address consists of a protocol name (e. g. http:/ /), the name of the server<br />
on which the resource is located (e. g. postfinance.ch), the name of the service providing<br />
the resource (e. g. w ww) and the actual name of the resource.<br />
UTF-8 Unicode Transformation Format-8 character set<br />
w ww.utf-8.com<br />
W3C World Wide Web Consortium<br />
The W3 Consortium is an association of prominent companies, developers and<br />
organizations acting on and for the Internet. Its aim is to standardize the technologies<br />
used on the Internet by adopting web standards.<br />
w ww.w3c.org<br />
Web services A service provided to users via the web and which makes use of e. g. XML and https<br />
to do this. Web services differ from the classic services on the web in that they<br />
are designed for automated use and not use by people. A further aim of web services<br />
is to provide interoperability, i. e. web services should be usable in a standardized way<br />
and able to interact with each other, regardless of the operating system or programming<br />
language, etc. The basis of this interoperability is a standardized communication<br />
protocol.<br />
XML Extensible Markup Language<br />
XSD Extensible Schema Definition<br />
yellow<strong>bill</strong> invoice The XML format for data upload to and download from e-<strong>bill</strong> solution from<br />
PostFinance.<br />
yellow<strong>bill</strong> system System description for e-<strong>bill</strong> solution of PostFinance<br />
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