Manual E-bill 499.41

499.41 en (pf.ch) 10.2010 PF
Manual E-bill
Manual E-bill Version October 2010 1/64

E-bill Customer Service
Swiss Post
PostFinance
Nordring 8
3030 Berne
w ww.postfinance.ch/e-bill
Integral Sales E-Services
E-mail e-invoicing @ postfinance.ch
Consulting and Sales business customers
Phone 0848 848 848 (regular rate)
Integration and Support
Helpdesk E-Bill supported by
Swiss Post Solutions AG
Phone 0800 111 101 (standard rate)
E-mail e-bill.help @ postfinance.ch
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Contents
1. Service description 6
1.1 Brief description of the service and document overview 6
1.2 E-bill process in brief 8
1.3 Delimitations 8
1.4 Legal basis 8
1.5 Service for billers 9
1.6 Service for bill recipients 10
1.6.1 Delivery of unsigned data by e-finance 10
1.6.2 Delivery of digitally signed data 10
1.7 Forwarding data to network partners (signed data) 10
1.8 Roles 11
1.8.1 PostFinance 11
1.8.2 Swiss Post Solutions AG 11
1.8.3 Billers 12
1.8.4 Biller Service Provider (BSP) 12
1.8.5 Customer Service Provider (CSP) 12
1.8.6 Bill recipient 12
1.8.7 Partner systems 12
1.9 Transmission of electronic orders 12
2. Registration processes for billers 13
2.1 Requirements 13
2.2 Biller setup using software tested with PostFinance 13
2.3 Biller setup using untested software 14
2.4 Service for delivering data to Six Paynet AG 15
3. Registration processes for bill recipients 16
3.1 Requirements 16
3.2 Bill recipient registration 16
3.2.1 Unsigned bills 16
3.2.2 Digitally signed bills 16
3.3 Registration 16
3.3.1 Registering via e-finance 17
3.3.2 Registration via business interface 17
4. Biller processes 18
4.1 Bill data preparation 18
4.2 Sorting bills and delivering bill data 18
4.3 Presentment of electronic bill details 18
4.3.1 Presentment of bill details with bill presentment module 18
4.3.2 Presentment of bill details without bill presentment module 18
4.3.3 Combination of both options with and without the bill
presentment module 19
4.3.4 Static bill detail 20
4.3.5 Presentment of bill details for Debit Direct payments 20
4.4 Bill enclosures 20
4.5 Payment by instalment 20
4.6 Checking data transmission 20
4.7 Searching for bills 21
4.8 Changes 21
4.8.1 Changes to transmitted bill data 21
4.8.2 Correcting signed bills 21
4.9 Booking incoming payments and managing accounts receivable 22
4.10 Archiving invoices 22
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5. PostFinance processes 23
5.1 Receipt of bill data 23
5.2 Plausibility check and data conversion 23
5.3 Generation and signature of the original bill 23
5.4 Provision of the process report 23
5.5 Provision of bills to bill recipients 23
5.6 Delivery of the signed bills 24
5.7 Data storage by PostFinance 24
5.7.1 Processing data 24
5.7.2 Data downloaded via business interface, web services
or e-finance 24
5.7.3 Data downloaded via SFTP or AS2 24
5.7.4 Archive-disk data 24
5.7.5 Swiss Post business data 24
6. Bill recipient processes 25
6.1 Processing of unsigned bill data via e-finance online 25
6.2 Receipt of digitally signed electronic bills 25
6.3 Signature check 26
6.4 Bill processing 26
6.5 Archiving digitally signed bills 26
7. Registration and cancellation Bill recipient 27
7.1 Direct registration 27
7.2 Registration and cancellation via PostFinance 28
7.3 Registration and cancellation via the biller’s platform 29
8. Bill presentment module 31
8.1 Delivery of bill details by the biller 31
8.2 Generating bill details via PostFinance 31
9. Processing log 32
10. ISR subscription at PostFinance 35
10.1 ISR subscriber number 35
10.2 Reference number 35
10.3 Delivery of incoming payment data 35
11. Communication 36
11.1 Overview of communications methods 36
11.1.1 Overview of biller channels and formats 36
11.1.2 Overview of bill recipient channels and formats 36
11.2 Forms of communication 37
11.2.1 Business interface (input and output) 37
11.2.2 Web services (input and output) 38
11.2.3 SFTP (input and output) 40
11.2.4 E-finance offline file transfer (input and output) 41
11.2.5 E-finance online view (outgoing delivery) 42
11.2.6 AS2 (outgoing delivery) 42
11.2.7 E-mail (outgoing delivery) 42
11.2.8 Archive-disk (output) 42
11.3 Data security 42
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12. Data formats 43
12.1 BillerID and EBillAccountID 43
12.2 PostFinance standard registration form 43
12.2.1 User data 45
12.2.2 Additional data 45
12.3 PostFinance standard cancellation form 46
12.4 Registration and cancellation data (output) 46
12.4.1 Individual registrations by e-mail 46
12.4.2 Several registrations per day by file 47
12.5 Bill data 48
12.5.1 yellowbill Invoice (input) 48
12.5.2 yellowbill Invoice (output) 50
12.5.3 PDFOnly (input) 50
12.5.4 Other input or output formats 51
12.5.5 Bill detail (PDF) 51
12.5.6 Other bill formats 51
12.5.7 swissDIGIN (swiss digital invoice) 51
13. E-bill functions in e-finance 52
13.1 Processes relating to registration and cancellation 52
13.1.1 E-bill registration 52
13.1.2 Cancelling e-bill registration 52
13.1.3 Viewing available billers 52
13.1.4 Register 52
13.1.5 Cancelling registration with a biller 52
13.2 Processes relating to bill processing 53
13.2.1 Viewing the number of open invoices and invoices
for information 53
13.2.2 Displaying the overview of bills 53
13.2.3 Displaying the bill details 54
13.2.4 Selecting bills 54
13.2.5 Issuing a payment order 54
13.2.6 Changing a payment order 54
13.2.7 Deleting a payment order 54
13.2.8 Booking and confirming the payment 55
13.2.9 Rejecting a bill 55
14. Sending orders 56
14.1 Sending orders to PostFinance 56
14.2 Sending orders to suppliers 56
14.3 Order status 56
Annex 57
Service Level Agreement (SLA) 58
Example of PDFOnly billing 61
Abbreviations 62
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1. Service description
1.1 Brief description of the service and document overview
PostFinance, in conjunction with Swiss Post Solutions AG provides an e-bill
solution based on the consolidator model. It is designed for the electronic
transmission of bills and is based on the ISR debt collection solution – the
orange inpayment slip with a reference number. In this document, invoices/
bills, billing data and data are understood to be bills and credit slips.
The e-bill solution of PostFinance provides a platform that enables billers
to send their customers CHF and EUR bills electronically without media fragmentation,
i.e. eliminating data re-entry.
Bill recipients can either process electronic bills via e-finance of PostFinance
or import them into their own finance software via different channels for
further processing. PostFinance is thus primarily a transport system for bill
data.
Bill data that are delivered digitally signed by PostFinance or an affiliated
network partner meet the legal requirements concerning value-added tax
and can be used to claim input VAT deductions (see section 1.4).
Unsigned bill data obtained via e-finance do not meet these requirements.
Digitally signed bill data are always signed by PostFinance or an affiliated
network partner. Therefore, the biller must provide Swiss Post and its affiliated
network partners with the corresponding authorization.
In this document we distinguish clearly between digitally signed data, which
can be used to claim input VAT deductions, and non-digitally signed data,
which cannot be used for this purpose.
Data type
Delivery channel
Data transfer Archive-Disk E-finance
Signed data VAT OK VAT OK Not possible
Unsigned data VAT NOK VAT NOK VAT NOK
PostFinance recommends that bill recipients who require bills to claim
input VAT deductions receive the data via data transmission. They can thus
transfer the signed bill data to their own software where further processes
(e. g. creditor processing) can be optimized and automated.
Bill recipients who do not require bills to claim input VAT deductions can
process the data directly in e-finance and make their payment.
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The main purpose of e-bill is the fully automated data processing on both
sides with the related higher data quality thanks to the continuity of the
electronic data flow (no media fragmentation). Consequently, substantial
efficiency gains with considerable savings potential are possible for billers
and bill recipients.
In order to meet customer requirements, PostFinance is continuously developing
the e-bill solution to add extra functions. PostFinance is convinced
that e-bill can only work in a network environment. The relevant cooperation
agreements are already in place with various e-bill providers.
Biller
Bill creation
and dispatch
Booking, payment
entry and archiving
PostFinance
E-bill
Payment
data
PostFinance/
Bank
Payment
transfer
Bill
details
Additional
data
Bill recipient
Automated
bill processing
and archiving
without media
fragmentation
Bill issuers and recipients can automate their bill processing with the e-bill solution
from PostFinance.
The following sections are of particular interest to billers:
Section 1: Service description
Section 2: Registration processes for billers
Section 4: Biller processes
Section 5: PostFinance processes
Sections 7 to 12: Description of technical aspects
Section 13: E-bill functions in e-finance
Bill recipients can consult the following sections:
Section 1: Service description
Section 3: Registration processes for bill recipients
Section 5: PostFinance processes
Section 6: Bill recipient processes
Section 11: Communication
Section 12.5: Bill data
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1.2 E-bill process in brief
1. To enable a bill recipient to receive electronic bills via PostFinance, he
must register with the biller, i. e. he provides his subscriber number as for
an address change. For this purpose, PostFinance offers the billers the
necessary tools which can be used via e-finance or business interface.
2. As soon as the biller has stored the subscriber number in his customer
database he can send the electronic bill to PostFinance.
3. The bill details can be presented either directly by PostFinance, by the
biller or by a biller service provider.
4. Provision of data for the bill recipient
Via e-finance: The bill recipient can view the bills via e-finance and issue
the corresponding payment instructions or reject the bill. On the due
date, PostFinance makes the payment or notifies the biller that the bill
was rejected.
Via data transmission: The bill recipient downloads the bill data
from a defined communication channel. After processing them, he issues
a payment order using his finance software, e. g. via EPO.
Via network partners (see section 1.7)
5. The ISR credits are booked according to the process defined by the biller.
1.3 Delimitations
The functions of the PostFinance e-bill solution begin when bill data are sent
from a biller’s billing solution or accounts receivable system to PostFinance
and end when a bill recipient issues a payment instruction in e-finance or if
the data are included in an accounts payable solution. The main functions
of the e-bill solution of PostFinance are:
• Conversion of the data into the format requested by the recipient
• Data processing to conform with legal requirements
• Data transport.
The PostFinance e-bill solution is not:
• a billing solution
• a print system
• an accounts receivable management system
• an accounts payable management system
• a payment transaction system.
1.4 Legal basis
In the spring of 2002 the Swiss tax authorities laid the foundations for the
complete electronic exchange of bills between companies by implementing
the ordinance on electronically transmitted data and information (EIDI-V).
Thus, electronic invoices are just as authoritative as paper documents, as
long as they have not been changed and their origin and the non-contestability
of the data and information are guaranteed. These requirements
can be met in technical terms, for instance by applying a digital signature
process.
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The following tax-related points must be taken into account in a fully
electronic exchange of invoices:
• The contents must basically correspond to those of the paper invoice
(MWSTG Art. 37).
• With the digital signature, electronic invoices are just as authoritative
as paper bills. Before using the data, it must be checked that the signature
is accurate (see section 6.3).
• It must be possible to access the electronic invoice data until they expire.
This means that the necessary software and infrastructure must be available
to reproduce these data for this period. The data must also be protected
against loss and damage.
• Electronic invoice issuing may be delegated to a third party if a delegation
declaration is signed.
At PostFinance’s request the Swiss Federal Tax Administration confirmed
in June 2005 in writing that the e-bill solution of PostFinance fully meets
the legal requirements. The following is an excerpt from the letter:
“In conclusion, we hereby confirm that the e-bill solution of PostFinance
[…] meets the current requirements for electronic transmission of invoices.
Moreover, the bill recipient is able to duly store the bills transmitted
by PostFinance. This statement does not change the fact that the service
recipient required to keep the bills – as well as the service provider – must
take all necessary steps to ensure that bills are kept in an appropriate
manner in accordance with the requirements arising from the individual
situation. The service recipient cannot claim to have kept bills in an
appropriate manner merely by using the e-bill solution of PostFinance.”
1.5 Service for billers
The service for billers includes the following:
• Customer administration, in particular the registration of bill recipients
and the provision of a tool that supports the registration or cancellation
of bill recipients with the biller.
• Receipt of the data delivered by the biller and provision of a processing
log.
• The option of automated data delivery.
• Possibility of automatically downloading the registration or cancellation
data, processing records and signed invoices.
• Processing of the delivered data as described in this e-bill manual and
in individual specifications in the application form.
• Forwarding data to network partners (see section 1.7).
• Service for data delivery to SIX Paynet AG (see section 2.4).
• Provision of the bill data to the bill recipients as per separate agreement
with them.
• Digital signature of the bill data according to legal regulations, EIDI-V
in particular, and delivery of these data to the biller and bill recipient,
if the biller has authorized Swiss Post or an affiliated network partner
accordingly.
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1.6 Service for bill recipients
1.6.1 Delivery of unsigned data by e-finance
The service includes provision of the relevant data and bill details via
e-finance. In this case the bill data are unsigned and the bill details are available
only in the form of an image (e. g. PDF format). Further automated
processing is not possible or is only possible to a limited degree.
The exact functional scope may vary from one CSP to another. A comprehensive
description of the e-bill functions with e-finance is provided in
section 13.
1.6.2 Delivery of digitally signed data
Data transfer
Digitally signed and unsigned bill data are prepared for downloading via
data transmission (see section 11). The service for bill recipients depends on
the chosen channel and includes the following points:
• A function enabling bill recipients to register or cancel their registrations
with billers.
• The provision of digitally signed bills and unsigned bill data. Unless
instructed otherwise, a signature control report is delivered with signed
bills.
• The option of automated data delivery via Web Services.
Archive-disk
The service includes the provision of unsigned data via CSP as described
in section 1.6.1. The bill recipient also receives an archive-disk containing
the signed bills periodically.
1.7 Forwarding data to network partners (signed data)
PostFinance works together with network partners that offer
equivalent e-billing services. An up-to-date partner list is available at
w ww.postfinance.ch/e-bill.
Thanks to the compatibility of the PostFinance and various partner systems,
users of one system can exchange digitally signed invoices with users of
another system. These invoices can be used to claim input VAT deductions.
Billers and bill recipients only need to have a connection to the PostFinance
system and benefit from the expanded group of participants thanks to the
system links.
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Billers can ask PostFinance to forward data to network partners. Billers
can thus reach bill recipients via PostFinance that are connected to partner
systems. The registrations differ in terms of the origin of the subscriber
number for e-bill. If the biller wishes to distinguish between the PostFinance
system and partner systems in his master data, he may do so using this
feature.
Bill recipients may register via PostFinance with billers linked to partner
systems.
Users of the PostFinance e-bill solution do not need any additional agreements
with network partners (single point of contact).
1.8 Roles
Sender
Customer of
PostFinance
BSP Sender
Customer
of Provider
Overview of role allocations
Partner
systems
Swiss Post Solutions AG
Swiss Post
PostFinance
Service
Service Provider
BSP/CSP
Recipient
Customer of
PostFinance
CSP Recipient
Customer
of Provider
1.8.1 PostFinance
PostFinance is a business unit of Swiss Post. It is responsible for the strategy,
continued development and marketing of the PostFinance e-bill solution.
PostFinance is the contractual partner for billers, bill recipients and service
providers (biller service provider and customer service provider) and network
partners, who use the e-bill solution.
PostFinance is also responsible for process and system operations of the
e-finance application and its functions. In this capacity it acts as a CSP.
1.8.2 Swiss Post Solutions AG
Swiss Post Solutions AG is a Swiss Post subsidiary. On behalf of PostFinance,
it is responsible for developing, operating and support for the solution,
including its interfaces to customers, service providers and partners.
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1.8.3 Billers
A biller is the provider of services for which bills are issued. Billers create
the source data of the bills delivered to PostFinance. These can be delivered
either directly by the biller or via a BSP.
1.8.4 Biller Service Provider (BSP)
A BSP is a contractual partner for billers who use the e-bill solution via a BSP.
The BSP offers its own billing services and can send electronic bill data
to PostFinance. The BSP is responsible for product management, marketing,
consulting and sales of its billing services, as well as for the system operation
and first-level support for BSP billers.
Alternatively, the BSP can also act as data provider on behalf of a biller who
has a contract with PostFinance.
1.8.5 Customer Service Provider (CSP)
A CSP is a contractual partner for bill recipients who use the e-bill solution
via a CSP. The CSP is responsible for product management, marketing,
consulting and sales of its billing services, as well as for the system operation
and first-level support for CSP customers.
1.8.6 Bill recipient
Bill recipients receive services from billers and are billed for this. They can
download the bill either via a CSP or via a channel supported by PostFinance.
1.8.7 Partner systems
PostFinance works together with partners that offer equivalent e-billing
services. The latter forward billing data of their customers, destined
for recipients at PostFinance, to PostFinance. At the same time, the recipient
identification shows PostFinance with which partner the recipient is registered
and forwards the billing data to the corresponding partner system.
1.9 Transmission of electronic orders
With the PostFinance e-bill solution it is also possible to transmit electronic
orders. The order data can be submitted to PostFinance in a structured
format. They can be converted into the desired format for the recipient and
delivered to the supplier either by data transfer or via e-mail or fax (see
section 14).
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2. Registration processes for billers
2.1 Requirements
In order to use the PostFinance e-bill solution as a biller, the following points
must be addressed:
• Biller processes (section 4)
• Registration and cancellation process including storage of subscriber
number in database (section 7)
• Presentment of bill details (section 8)
• Receipt of processing log (section 9)
• Participation in PostFinance ISR system (section 10)
• Communications to/from PostFinance (section 11)
• Generation of the required data (section 12)
Thanks to PostFinance’s cooperation with network partners, data are
forwarded as a default to partner systems when participants register for
e-bill (see section 1.7).
The biller decides whether he wishes to meet the legal requirements for
the transmission of electronic bills via PostFinance. If so, he must authorize
Swiss Post and its affiliated network partners to sign bills digitally on his
behalf. This ensures that the transmitted documents comply with legal
requirements, in particular MWSTGV Art. 43 and 44 and EIDI-V. In this case,
PostFinance requires all bill data including the bill details.
Otherwise, at least the payment-related data (details of the ISR) and a URL
referring to the bill details are required.
If the PostFinance e-bill solution is used, some of the biller’s other internal
processes may have to be adjusted. Points to be taken into consideration
include prioritization of different payment methods, communications
measures and internal training of the persons involved in customer support.
2.2 Biller setup using software tested with PostFinance
If the biller uses a software program with a tested interface to the
PostFinance e-bill solution it is sufficient to complete the registration form.
By registering, he accepts the subscriber conditions for billers.
• In this case the application process includes the following services:
• Mailing of username and password for business interface/web services or
SFTP server parameters to the biller
• Setting parameters on e-mail server, if feedback is provided by e-mail
• Setting parameters of biller yellowbill system
• Set up registration and cancellation form in four languages in accordance
with the standard layout (see sections 12.2 and 12.3)
Software developers may write to software-info @ postfinance.ch
for further information in connection with the PostFinance e-bill solution.
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2.3 Biller setup using untested software
If the biller’s software has not yet been tested for the PostFinance e-bill
solution, the following processes must be analysed and defined separately.
PostFinance assists the biller via the e-bill helpdesk (see SLA in the Annex).
The following points are of particular interest to billers:
Points Description
Digital signature
on bills
Registration
and cancellation
processes
Decision whether bills are to be digitally signed by
Swiss Post or one of its affiliated network partners.
If so, an authorization form must be provided (see
section 5.3).
Add new “subscriber number” field to database and
indicate that the bill is to be sent electronically.
The registration and cancellation processes can either
be performed with the PostFinance tool or on the
biller’s platform (see section 7).
Bill details Presentment of the bill details with or without the
bill presentment module (see section 8).
Data transmission Data transmission via business interface, web services
or FTP file transfer (see section 11).
The bill delivery interface is configured according to the defined parameters.
In particular, the relevant data exchange procedures and the parameters
defined in the yellowbill system are configured.
Together with the biller, the interface is tested on the integration system
and prepared for transfer to the production systems. Particular care is taken
to check the security of the data connection (see section 11.3). Registration
for the tests must take place two days before the desired test period.
Acceptance of the bill delivery interface follows predefined testing procedures.
After successful acceptance, confirmed by both parties, the interface
goes live and the biller receives the definitive login elements.
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2.4 Service for delivering data to Six Paynet AG
Billers can task PostFinance with delivering data to Six Paynet AG on their
behalf. It is therefore possible to send e-bills to private customers who
process their bills using a bank connected to SIX Paynet. PostFinance will
then handle the sorting between the systems. This service is limited
to unsigned data which cannot be used to claim input VAT deductions.
In addition to the agreement with PostFinance, in this case the biller needs
an agreement with Six Paynet AG, which governs data processing at
Paynet.
Additional elements needed in this connection are documented in the
“Transmission of data to Paynet” annex which is handed out separately to
users of this service.
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3. Registration processes for bill recipients
3.1 Requirements
Requirements for the use of the PostFinance e-bill solution by a bill recipient:
• Connection to the PostFinance e-finance application
or
• Receipt of e-bills in a structured format and via a channel supported
by PostFinance and further processing in the recipient’s own finance software.
3.2 Bill recipient registration
The bill recipient decides whether he requires electronically signed bills
in order to claim input VAT deductions.
3.2.1 Unsigned bills
The e-bill function is automatically available to private customers in e-finance.
Please note that bills displayed in e-finance are not digitally signed and
therefore cannot be used to claim input VAT deductions.
For business customers, the “e-bill” menu option in e-finance is suppressed
by default, because their records must, in principle, conform to VAT
regulations. PostFinance customer service can enable the “e-bill” menu on
request.
3.2.2 Digitally signed bills
Bill recipients who require electronic bills that can be used to claim input
VAT deductions can either inform their PostFinance customer advisor or fill
in the relevant application form located at w ww.postfinance.ch/e-bill.
The bill recipient is then contacted by PostFinance and informed of the
various delivery channels and the regulatory and legal conditions. For the
delivery of digitally signed bills one of the channels supported by PostFinance
(see section 11) can be chosen or the bills can be viewed (unsigned) and
paid via e-finance. In this case, the signed bills are sent later on archive-disk
(see section 11.2.9).
3.3 Registration
Upon registering, bill recipients can inform billers that they wish to receive
their bills in electronic form in future. Registration is possible via either
e-finance, the business interface or other means. Therefore, the decision to
receive an electronic bill always lies with the bill recipient. Bill recipients
may cancel their registration with billers at any time.
Bill recipients inform billers of their e-bill subscriber number when they
register. They may also need to provide additional information defined by
the biller to assist with customer identification. Details of the options are
described in section 7.
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3.3.1 Registering via e-finance
The bill recipient can view the available billers in e-finance. To initiate
the registration process, the bill recipient can see a “Register” button next
to each biller which can be used to call up the corresponding registration
screen.
For e-finance users who also receive digitally signed bills on archive-disk, the
billers are listed in two groups.
• Billers whose bills sent via PostFinance can be used to claim input VAT
deductions (signed data delivered on archive-disk).
• Billers whose bills cannot be used to claim input VAT deductions
(no signed data delivered).
3.3.2 Registration via business interface
On the business interface, only those billers are displayed whose e-bills
transmitted by PostFinance can be used to claim input VAT deductions.
Furthermore, the bill recipient can see the billers he is already registered
with and those with which he is not.
To initiate the registration process, the bill recipient can see a “Register”
button next to each biller which can be used to call up the corresponding
registration screen. If the biller supports this, the recipient can supply
additional information with the registration data which may be useful for
subsequent bill processing (see section 12.2.2).
A bill recipient who uses the business interface can also use e-bill via
e-finance simultaneously. However, please note that bills from billers whose
e-bills transmitted by PostFinance cannot be used to claim input VAT
deductions can only be viewed via e-finance.
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4. Biller processes
4.1 Bill data preparation
Bill data are prepared in the biller’s billing system or by a BSP.
4.2 Sorting bills and delivering bill data
Based on the subscriber number for e-bill in the customer database, the
biller puts the electronic bills through a separate billing run and transmits
them in a data format supported by PostFinance to PostFinance (see
section 12).
If the bills are to be signed digitally by PostFinance or an affiliated network
partner, the bill generation process is only complete once the digital
signatures have been added. The process of generating bills is therefore
completed by PostFinance or a partner system. It is essential to use
the bill presentment module (see sections 4.3.1 and 8) because a PDF of
the bill is always required.
4.3 Presentment of electronic bill details
There are three options for the presentment of bill details:
• with bill presentment module (see section 4.3.1)
• without bill presentment module (see section 4.3.2)
• static bill detail (see section 4.3.4)
4.3.1 Presentment of bill details with bill presentment module
In the option with the bill presentment module (see section 8) – the PDF
is stored and presented in PostFinance – there are two options:
• In addition to the bill data the bill details are also delivered to PostFinance
as a PDF file. The biller can choose to integrate the PDF in the corresponding
file or to deliver it separately (see section 8.1).
• The biller can ask PostFinance to generate the bill details. For this purpose,
PostFinance generates a PDF from the submitted data using a standard
style sheet (see section 8.2).
4.3.2 Presentment of bill details without bill presentment module
In the option without the bill presentment module only the payment-related
data and a URL that refers to the bill detail are transmitted to PostFinance.
The URL is an encrypted https connection in one of the following formats:
• https:/ /w ww.yourcompany.ch/yourbill.php
• https:/ /w ww.yourcompany.ch/yourbill.asp
Umlauts are not permitted in the URL and are not supported by PostFinance.
Bill presentment takes place on the biller’s platform.
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When the bill recipient calls up the URL, a time stamp and hash value
(token) are attached in order to allow the bill recipient to access a bill detail
directly and without logging in again.
Token structure: Biller-specific password + current time stamp + bill
amount
Hash algorithm used: SHA-1
The biller-specific password is agreed with the biller and then stored in
PostFinance in the biller’s master data. The time on the PostFinance server
is used to generate the time stamp (format yyyyMMddhhmmss).
Example of a URL with token attached:
https:/ /w ww.yourcompany.ch/ebillpresentment/showbill.aspx?individualPara
ms=abcd1234&timestamp=20050810143055&token=2d4b92e74b485ecc7
0291ad3e9324b442d4f5d51
The “timestamp” parameter must have the same value as the one in the
hash value.
The biller has forwarded the URL to PostFinance as follows:
https:/ /w ww.yourcompany.ch/ebillpresentment/showbill.aspx?ts=2005081014
3055
When the bill recipient calls up the URL, the biller receives the hash value
on his platform and checks whether it matches the one he generated. If the
hash value is valid, access to the bill detail is made available for a period
defined by the biller. When the timeout occurs, the biller blocks access to
the bill detail. This ensures that the URL of the biller’s platform is never
visible on the bill recipient’s client.
Hyperlinks may only lead to the biller’s page and the bill details may not
contain any active elements, e. g. Java Script, ActiveX, etc. The biller is also
obliged to have adequate security measures against unauthorized attacks
from the Internet in place for its own services (authentication).
4.3.3 Combination of both options with and without the bill
presentment module
Billers can choose to deliver the bill details either as a PDF as well as via
a URL indicating the bill details. In this case, the bill details are presented
as follows:
• Via e-finance the bill details are called up on the biller’s platform using
the URL supplied.
• Via data transmission the bill details are always made available to the
bill recipients as a PDF.
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4.3.4 Static bill detail
For billers sending several inpayment slips referring to the same subject
(e. g. leasing, real estate), there is the possibility of defining a static bill detail
in four languages which will be kept by PostFinance. The bill detail is created
by the biller in his layout and includes at least one informational text such
as “Invoice according to documents delivered separately”. Bills with the corresponding
URL to the static bill detail can then be submitted.
4.3.5 Presentment of bill details for Debit Direct payments
Billers can present the bill details via e-bill for bills for which the recipient
has granted a debit authorization (direct debit procedure). This requires
that the bill in the “PaymentType” element bears the note “DD”. The bill
amount may be positive or zero. The other processes are the same as for
the Debit Direct service.
The bill details may be presented with or without the bill presentment
module (see sections 4.3.1 and 4.3.2).
4.4 Bill enclosures
It is possible to display enclosures with an electronic bill. Provided that the
biller takes care of bill detail presentment (option without bill presentment
module), this is also done on the biller’s platform.
If the bill presentment module is used, it is possible to provide a link from
the PDF bill to a bill enclosure in PDF format. This enclosure is provided by
the biller’s server and can be viewed at an encrypted URL (https connection
in the format https:/ /w ww.yourcompany.ch/...). For security reasons, it must
also be ensured that the PDF enclosure does not contain any further links.
4.5 Payment by instalment
The biller can offer its customers the option of paying bills in instalments.
If a bill can be paid in instalments, the following details must be confirmed
per instalment:
• Instalment amount – the total amount of the instalments does not have
to correspond to the total amount of the bill
• Due date of the instalment
• ISR reference number of the instalment
4.6 Checking data transmission
Approximately one hour after the transmission it is possible to check via
the business interface, if the bills have been processed correctly. Defective
bills are marked with the status “Invalid” and with the corresponding
reason code, according to the processing log (see section 9).
PostFinance generates a process report log for each BillerID and processing
day, which has to be checked by the biller. The process report log shows
whether the delivered bills were processed correctly.
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4.7 Searching for bills
Billers can use the business interface to view the status of the transmitted
bills in the “Search for bills” menu item – taking the valid storage times
into consideration. A cumulative selection can be made on the basis of the
following criteria:
• BillerID
• TransactionID
• Name of the bill recipient
• EBillAccountID
• ISR reference number
• Invoice amount
• Status of the bill
• Delivery date
• Due date
It is thus possible to see, for instance, if the bill has been approved for
payment or rejected by the bill recipient.
4.8 Changes
4.8.1 Changes to transmitted bill data
Electronic bills provided with a digital signature can only be retracted
or overwritten if they have the status “Invalid” and were consequently not
released for digital signature. In no circumstances may bills that have
already been digitally signed by PostFinance be retracted or overwritten.
During processing without a signature, bills that the recipient has not yet
viewed can be retracted either via the e-bill helpdesk or overwritten by the
biller who delivers a new bill with the same TransactionID.
As soon as the bill recipient has viewed the bill in e-finance, the biller is no
longer authorized to amend them.
Data that are forwarded to network partners or to Six Paynet AG (see
sections 1.7 and 2.4), cannot be retracted or overwritten. In this case,
corrections are handled in the same way as signed bills (see section 4.8.2).
4.8.2 Correcting signed bills
As it is no longer possible to overwrite or change a bill once signed, a credit
note must always be sent if a correction is necessary. In this case, please
note the following conditions:
• Mark credit note in “PaymentType” field as “CREDIT” and in the “DocumentType”
field as “CREDITADVICE”
• Show amount in the “PaymentData” element in the “TotalAmount” field
as zero or negative (not positive)
• Optional: Insert reference (e. g. TransactionID) to the original bill in the
“DocumentReference” field
The bill recipient sees credits in the bill overview as a bill with a minus value.
If it is viewed via e-finance it cannot be selected for further processing.
Any payment necessary from the issuer of the credit note to the recipient
must always be made by separate payment order, e. g. via EPO.
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4.9 Booking incoming payments and managing accounts receivable
Because the PostFinance e-bill solution is based on the ISR service, booking
and advice of incoming payments are handled via this service (see section
10). The corresponding files contain incoming payments for both electronic
and paper bills. If electronic bills are not specially marked with a special
ISR customer number or other specific reference, differentiation will not be
possible.
The entire accounts receivable management process including reminders is
performed according to processes defined by the biller, which are the same
as those for printed bills.
The biller decides whether payment reminders for bills originally issued in
electronic form are to be issued electronically or on paper.
4.10 Archiving invoices
In accordance with legal requirements (in particular the MWSTG, GeBüV,
etc.) billers are responsible for their own bill storage (see section 1.4). In the
case of digitally signed bills, the biller authorizes Swiss Post and its affiliated
network partners to sign bills electronically in the form of a delegation
declaration. Because billers and bill recipients must have identical bills in
their archives, the signed data are provided to the biller. Billers acknowledge
that invoice details will not be archived by PostFinance.
The biller has the following options for obtaining the signed data:
• Download the data
• Take out a subscription to the archive-disk
The archive-disk for a biller contains the following:
• Transmitted data in the original delivery format (bill data and PDF)
• Digitally signed bills in delivery format incl. signature check report
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5. PostFinance processes
5.1 Receipt of bill data
The biller can deliver data 24/7. It must be possible to process the data
without manual intervention. PostFinance maintains a transaction log for
the purpose of transaction traceability.
5.2 Plausibility check and data conversion
The bill data undergo a plausibility check in which the syntax (see yellowbill
Invoice XSD format annex) and other checkable elements such as the ISR
reference number, subscriber numbers, etc. are checked.
The biller is responsible for ensuring that the bill data are correct. PostFinance
does not check the business relationship or that the data are correct or
complete, unless this is necessary to execute the order.
If necessary, PostFinance converts the delivered bill data into the yellowbill
invoice format or the format requested by the recipient (see section 12.5.4).
5.3 Generation and signature of the original bill
This process step only takes place if the biller has authorized Swiss Post and
its affiliated network partners to digitally sign bills.
Individual bills are generated in the format requested by the recipient immediately
after the data delivery, a plausibility check and conversion to the
format requested by the recipient. They are digitally signed with the private
key of Swiss Post, PostFinance, as per W3C standard. These signed bills are
the original bills which can be used to claim input VAT deductions.
5.4 Provision of the process report
The process report which informs the biller of receipt and data quality of the
delivered bill data includes information on the delivered, processed, signed
and faulty bills as well as bills which have been rejected by the bill recipient
(for details refer to section 9).
5.5 Provision of bills to bill recipients
Within 24 hours PostFinance supplies bill recipients with the bill data in
the agreed delivery channel or forwards the bills on to the corresponding
network partners. The data can usually be viewed within a few minutes
after delivery via e-finance.
Data destined for bill recipients with a connection to partner systems are
forwarded to the corresponding network partner.
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5.6 Delivery of the signed bills
PostFinance delivers the signed bills via a channel supported by PostFinance
(see section 11) to the bill recipient and the biller. Unless otherwise
instructed, before delivering the data PostFinance checks the signature and
delivers the results along with the bill data.
5.7 Data storage by PostFinance
PostFinance does not archive bills for longer than required for processing,
mainly for data protection reasons. If the bill data are forwarded to a network
partner, the storage regulations of the partner system apply. Billers and
bill recipients are responsible for correct and complete long-term bill storage
(see sections 1.4, 4.9 and 6.5).
5.7.1 Processing data
Processing data and bill details (PDF) are irretrievably deleted from the
database 120 calendar days after the bill due date or the last status change.
5.7.2 Data downloaded via business interface, web services
or e-finance
The data are available for up to 120 calendar days after the bill due date
or the date on which the data were created. They are available for a further
40 calendar days after download. The associated processing data are
deleted as per section 5.7.1.
5.7.3 Data downloaded via SFTP or AS2
For data made available via SFTP or AS2, the same statements apply
regarding storage or deletion for PostFinance as in section 5.7.1.
5.7.4 Archive-disk data
Data delivered on CD are stored by PostFinance for one year after delivery
to the biller and recipient. Thereafter the data are irretrievably deleted.
5.7.5 Swiss Post business data
The transaction data relating to account bookings and the transaction
journal (see section 5.1) are considered to be PostFinance business data and
are thus archived according to Swiss Post regulations.
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6. Bill recipient processes
6.1 Processing of unsigned bill data via e-finance online
If data are handled online via e-finance, only the payment-related data
(ISR elements) are available in structured form, besides the PDF. These data
can be retrieved and processed via an e-banking application (see section
13.2). In this case, the onus is on the bill recipient to ensure that he receives
receipts from the biller for claiming input VAT deductions, if required.
This type of bill processing is particularly suitable for private persons who
are not liable for VAT.
6.2 Receipt of digitally signed electronic bills
Digitally signed electronic bills are provided by one of the following channels
supported by PostFinance (see section 11 for details). Before they
are used, the bills must be checked for authenticity, integrity and signature
authorization (see section 6.3).
Channel Characteristic
Business Interface Webportal for downloading individual bills manually.
Suitable only for small data quantities.
Web services Method for automatically downloading e-bills.
SFTP Channel for automatically downloading e-bills.
Suitable for large data quantities.
E-finance offline
file transfer
Ideal option for smaller organizations and associations
that have only one login to perform all file
transfers from and to PostFinance.
AS2 Specific channel for delivering EDIFACT files.
Archive-disk* Only to be used if bills are being paid online
via PostFinance e-finance or if none of the abovementioned
channels is being used.
* As only unsigned data are available via e-finance online (see section 6.1) the signed bills
can be delivered periodically on an archive-disk. This type of service is suitable for smaller
companies who only update their financial records periodically or have this done by
a third party (e. g. fiduciary) and who need receipts to claim VAT input tax deductions.
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6.3 Signature check
In order to adhere to legal regulations, it is particularly important to ensure
that the bill recipient checks the signature and logs the result before the bill
is used.
Article 3 ElDI-V paragraph 1 states:
The conditions for proof of electronic data required by article 43, paragraph
1 of the MWSTGV are fulfilled if:
Section c “the electronic data are checked and verified for integrity, authenticity
and signature authorization by means of the digital signature
after the completed transmission but before use at the latest
and the result is documented.”
The transmission is deemed to be completed as soon as the digital signed
bills are available for the bill recipient (in the inbox) or when the transmission
has been completed successfully (delivery channel AS2). “Use” is
considered to mean specifically the use of the data as an accounting slip.
Unless otherwise instructed, before delivering the data PostFinance checks
the signature and delivers the results along with the bill data.
Authorized persons (e. g. auditors, judges, etc.) can also check individual
bills directly online at w ww.postfinance.ch/e-bill.
6.4 Bill processing
The downloaded bill data can be scanned into the bill recipient’s ERP system
for further processing, such as account assignment, approval, booking and
storage. Finally, a payment order using existing payment methods (e. g. EPO)
can be generated using the finance software.
6.5 Archiving digitally signed bills
In accordance with legal requirements (in particular the MWSTG, GeBüV,
etc.) billers are responsible for their own bill storage and further corresponding
data (see section 1.4). Billers acknowledge that invoice details in
particular will not be archived by PostFinance.
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7. Registration and cancellation Bill recipient
The registration and cancellation functions are either both made available
via PostFinance (see section 7.2) or the biller handles both processes via his
own platform (see section 7.3).
In order to receive bills electronically, the bill recipient must be registered
with the biller, i. e. he must notify the issuer of his subscriber number for
e-bill (EBillAccountID), similar to an address change notification. The biller
enters this number into his customer database.
To register, the bill recipient can call up a voice-operated list of available
billers in e-finance or in the business interface. “Register” and “Cancel”
buttons are shown next to each biller for registering or cancelling the registration
with this biller. It is not possible to register via web services or FTP.
Direct registration can also be used as a simple means of acquiring private
customers. With a single mouse click, the recipient can register with the
corresponding biller in e-finance (see section 7.1).
7.1 Direct registration
In e-finance there is also a simple registration option directly from the information
text that appears after manual entry of a payment in favour of a
biller using e-bill. Here, a bill recipient can register with the corresponding
biller with a single mouse click (without filling in the registration form).
Display in e-finance if the user has entered a payment manually in favour of a biller who uses
e-bill and supports direct registration.
In order to promote e-bill among bill recipients we recommend
that all billers use this form of registration, which is by far the most
efficient.
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With direct registration the biller receives the EBillAccountID, the ISR
customer number and the ISR reference number of the newly entered
payment order as well as a status code.
Parameter Definition
UserID Unique ID number of the bill recipient, corresponds
to the EBillAccountID, numeric, 17 digits
ESRCustomerNo. ISR subscriber number of biller, numeric
ESRReferenceNo. ISR reference number of the newly entered payment,
numeric
Status Indicates whether a registration, cancellation or,
as in this case, direct registration is being executed,
numeric, 1 digit
1 = Registration
2 = Direct registration
3 = Cancellation
Direct registrations are grouped with registrations and cancellations
in a CSV file and sent to the biller once a day. Details are described in
section 12.4.2.
7.2 Registration and cancellation via PostFinance
If the bill recipient clicks on the “Register” button in the list of billers, the
yellowbill system opens a standard registration form. All the data required
by the biller are requested and then transferred to the biller. Apart from
the EBillAccountID, last name and first name or company name, other details
may be requested, e. g. address, customer number, e-mail address or
account assignment. A detailed description of the standard registration
form is provided in section 12.2.
If the bill recipient clicks on the “Cancel” button in the list of billers, the
yellowbill system opens a standard cancellation form. Apart from the first
name, last name or company name, an additional field is usually defined,
which must be completed by the recipient when cancelling the service.
A detailed description of the standard registration form is provided in section
12.3.
Individual registrations can be sent by e-mail or several registrations collected
in a day can be collected and delivered in a CSV file. Details are described
in section 12.4.
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7.3 Registration and cancellation via the biller’s platform
Both the registration forms and the cancellation forms must be available on
the biller’s platform in four languages (German, French, Italian and English).
The language selection is made using the language code which is supplied
automatically by the yellowbill system when calling up the registration form
or cancellation form.
If the bill recipient clicks on the “Register” or “Cancel” button in the list
of billers he is redirected to a secure link (https connection) on the biller’s
website. The registration or cancellation form is prepared by the biller’s
server and the customer’s data are received and processed directly by this
server.
The biller can design the registration form as he wishes. If necessary, the
biller can request additional details from the bill recipient. The form should
contain at least a telephone number or e-mail address of the biller in case
the customer has any questions. Furthermore, PostFinance recommends
sending confirmation to the bill recipient stating whether the registration
was successful or not.
Hyperlinks may only lead to the biller’s page and the registration form
may not contain any active elements, e. g. Java Script, ActiveX, etc. (see section
11.3). The biller is also obliged to have adequate security measures
against unauthorized attacks from the Internet in place for its own services
(authentication).
When the hyperlink is called up, PostFinance automatically transmits
the following bill recipient details together with the URL:
Private Customer
EBillAccountID, last name, first name and language code of the bill recipient.
Business Customer
EBillAccountID, company name and language code of the bill recipient.
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Parameter Definition
userID Unique ID number of the bill recipient, corresponds
to the EBillAccountID, numeric, 17 digits
familyName Private customer: Last name, alphanumeric,
max. 35 digits
Business customer: Company name (first part),
alphanumeric, max. 30 digits
givenName Private customer: First name, alphanumeric,
max. 35 digits
Business customer: Company name (second part),
alphanumeric, max. 90 digits
lang 2-digit, alphanumeric language code
de = German
fr = French
it = Italian
en = English
The following is an example of this type of URL:
https:/ /w ww.yourcompany.ch/register.asp?userID=41100000001211282&
familyName=Muster&givenName=Max&lang=de
The URL is transmitted as base64 encoded. The following is an example:
https:/ /w ww.yourcompany.ch/register.asp?userID=NDExMDAwMDAwMDE
yMTEyODI=&familyName=TXVzdGVy&givenName=TWF4&lang=ZGU=
If the bill recipient is registered to receive digitally signed bills and the biller
supplies digitally signed bills, an additional attribute (vat=true) is provided
with the URL.
The following is an example of this type of URL with the additional attribute
vat=true:
https:/ /w ww.yourcompany.ch/register.asp?userID=41100000001211282&
familyName=Muster&givenName=Max&lang=de&vat=true
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8. Bill presentment module
If the bill presentment module is used (see section 4.3.1) there are two
possible options:
• The biller creates a PDF file for each bill from the bill detail data and
transmits these to PostFinance (see section 8.1).
• PostFinance creates a PDF for each submitted bill data using a standard
style sheet (see section 8.2).
There is always a 1:1 relationship between the bill data and the bill details.
To show the same bill detail for several bills, the static bill detail must be
used (see section 4.3.4).
8.1 Delivery of bill details by the biller
The biller can design the layout of the PDF files as he wishes. In accordance
with the security requirements of e-finance, they may not contain any hyperlinks
except a secure link (URL in the format https:/ /w ww.yourcompany.
ch/...) to a bill enclosure located on the biller’s own platform. Furthermore,
no active elements, e. g. Java Script, ActiveX or other links may be contained
in them.
To ensure optimum performance for the bill recipient, PostFinance recommends
that the individual PDF files should not exceed 50 KB. The maximum
size is 150 KB in order to avoid transmission problems.
PDF files are assigned to the bill data via the BillerID and the TransactionID
which together form a unique bill identifier. Thus the naming convention
for PDF files is as follows:
_.PDF
Because PostFinance cannot check whether the details in the bill data
correspond to those of the PDF file, it is the biller’s responsibility to ensure
the correctness of the PDF file and to adhere to this naming convention.
The PDF files may be delivered separately or they may be integrated
as a referenced object as a Base64 string with MimeType=x-application/
pdfappendix into the “Appendix” element in the yellowbill invoice.
If the PDF files are delivered separately, the order in which they are delivered
makes no difference. Ideally, however, all bills and their corresponding
PDF files should be delivered on the same day. For further details concerning
data delivery, please refer to section 11.
8.2 Generating bill details via PostFinance
The bill details in the yellowbill system are created exclusively by means
of a standard style sheet. They contain the information required by law
(incl. the addresses of the biller and bill recipient, VAT number of the biller,
bill items, summary for each VAT set, etc.) but do not include the biller’s
logo. It is not possible to make individual adjustments to the style sheet.
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9. Processing log
A monitoring process assists with data delivery. PostFinance generates
a processing log for each BillerID and processing day. This report is
created during the following night in XML format, encoded in UTF 8
(w ww.utf-8.com).
The naming convention for the processing log is:
Process_Protocol_[DDMMJJJJHHMM].XML
The processing log schema is as follows:
ProcessProtocol Comment
Header
Body
BillerID
DeliveryDate The following information is provided for
each date:
NumberBills Number of delivered bills
OK_Signed Number of OK processed/signed bills
OK_Result Optional, standard = no
Processed bills with indication of
TransactionID
NOK_Result Number of incorrect bills that could
not be processed, indicating TransactionID,
EBillAccountID, ESRReference, TotalAmount,
ReasonCode, ReasonText
Number-
Forwarded-
Bills
Number of bills forwarded to network
partners
RejectedBills Optional, standard = yes
Bills rejected by bill recipients indicating
the TransactionID
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The error codes below provide an overview of the cases checked and noted
in the processing log.
Error code Test Description
01 ESRReferenceNr ESRReferenceNr check failed (syntax)
– characters not numeric
– Mod10Check failed (see section 10.1)
– digit missing
02 EBillAccountID EBillAccountID does not exist
03 EBillAccountID EBillAccountID incorrect format (syntax)
– characters not numeric
– Mod97Check failed (see section 12.1)
04 EBillAccountID EBillAccountID deleted (status does not permit new bills)
05 Bill Status The bill cannot be overwritten as it has already been signed, shown
to the bill recipient or forwarded to a partner system.
06 BillerID Biller is not registered
07 BillerID BillerID deleted (status does not permit new bills)
08 ESRCustomerNr ESRCustomerNr check failed
– characters not numeric
– Mod10Check failed
– digit missing
– not entered in biller master data
09 TransactionID TransactionID missing
10 TotalAmount TotalAmount missing in PaymentData element or not numeric
11 DeliveryDate
PaymentDueDate
Impossible date (e. g. 31.02.2007)
12 PaymentDueDate When the bill is delivered, the due date must be more than
360 days in the future or more than 90 days in the past
13 PDF A PDF has not (yet) been delivered for this bill
14 – Error code 14 is not being used at the moment
15 B2B XML format A biller who gave signature authorization supplied a bill in B2C format
16 XSD format
or system error
Validation as per XSD format failed (record not saved in database)
17 Credit TotalAmount in PaymentData element greater than 0
18 DeliveryDate The DeliveryDate is 30 days higher or lower than the delivery date
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Error code Test Description
19 Status of static bill
detail
Static bill detail does not exist
20 fixAmount fixAmount missing or invalid
21 BillDetail A bill detail already exists for a bill
22 URL BillDetail A URL was indicated in the URL BillDetail element, although
the BillDetailtype is PDF or HTML
23 URL BillDetail In the URL BillDetail element no URL was indicated, although
the BillDetailtype is “URL+PDF”
24 Status
“incomplete”
The bill was deleted after 15 days as the associated PDF is missing
25 Status “rejected” The bill recipient refused to pay the bill
26 BillDetailtype Unknown BillDetailtype
27 BillDetail Bill details missing, BillDetailtype “XML”
28 Instalment The PaymentType of a bill to be paid in instalments is not “ISR”
Further error codes can be defined if necessary.
A separate element () within the XML file indicates whether
the file as a whole could be read or not (format check failed, file corrupt).
For data that have been delivered to SIX Paynet AG (see section 2.4),
a separate processing record is created and made available to the biller once
a day.
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10. ISR subscription at PostFinance
The PostFinance ISR accounts receivable solution (orange inpayment
slip with reference number) is described in the “ISR Orange inpayment slip
with reference number in CHF and in Euro manual”. This document may
be downloaded from w ww.postfinance.ch/isr.
The most important details are summarized below.
10.1 ISR subscriber number
The ISR customer number comprises three numbers:
• ISR code (01 for ISR in CHF, 03 for ISR in Euro)
• Classification number
• Check digit
The check digit is calculated using the modulo 10 recursive method.
The corresponding ISR number must be transmitted in the XML file under
the “PaymentData” in the “ESRCustomerNr” field:
01-123456-1
The biller may use up to n ISR customer numbers for the e-bill service.
Bills can only be delivered to PostFinance if the valid ISR customer number(s)
is/are registered in the biller’s database.
5-digit ISR subscriber numbers can no longer be used for e-bill.
10.2 Reference number
The reference number is numerical and either 16 or 27 digits long.
It is defined by the biller and serves to identify the payment from the bill
recipient or payer.
The reference number must be transmitted in the XML file under the
“PaymentData” in the “ESRReferenceNr” field as follows:
123456789012345678901234567
10.3 Delivery of incoming payment data
The incoming payment data must be supplied according to the standard
ISR service procedure as described in the manual.
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11. Communication
11.1 Overview of communications methods
11.1.1 Overview of biller channels and formats
The table below shows the formats and channels through which data can
be sent to PostFinance by the biller and vice versa.
Channel
yellowbill
Invoice, XML
(unsigned)
SAP IDoc
Invoice 01
(unsigned)
EDIFACT
(unsigned)
Data format
PDFOnly
(unsigned)
Archive data
recipient format
(signed)
Registration/log-off
data CSV
Business Interface S S S S R R R
Web Services S S S S R R R
SFTP S S S S R R R
E-finance offline
file transfer
E-finance online
view
S – – – – – R
– – – – – – –
E-mail – – – – – R R
Archive-disk R R R R R – –
S = send; R = receive
11.1.2 Overview of bill recipient channels and formats
The table below shows the formats and channels through which data can
be transmitted to bill recipients.
Channel
yellowbill Invoice,
XML (unsigned)
yellowbill Invoice,
XML (signed)
Data format
SAP IDoc Invoice 01
in yellowbill Invoice,
XML (signed)
Business Interface – R R R
Web Services – R R R
SFTP – R R R
AS2 – – – R
E-finance offline
file transfer
R R – –
EDIFACT
(signed)
Processing
log, XML
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Channel
E-finance
online view
yellowbill Invoice,
XML (unsigned)
Display payment-
relevant data
yellowbill Invoice,
XML (signed)
Data format
SAP IDoc Invoice 01
in yellowbill Invoice,
XML (signed)
– – –
E-mail – – – –
Archive-disk – R R R
R = receive
11.2 Forms of communication
11.2.1 Business interface (input and output)
The business interface is a secure web application (https) through which bill
data can be transmitted to and from PostFinance. It is optimized for Internet
Explorer, version 6.0 and higher. PostFinance recommends installing Adobe
PDF Reader as a plug-in and activating Javascript in the browser settings.
The following functions are available via the business interface:
Biller Bill recipient
View master data View master data
Upload bills/credits Download signed bills/credits
Search for bills Register/cancel with biller
Download signed bills/credits
Download registration and cancellation data
Download processing records
In order to use the business interface (w ww.yellowbill.postfinance.ch),
users have to log in (default) with their username and password for identification
and authentication purposes. Upon request a cancellation list
can be requested for identification. These security elements are sent to users
by PostFinance before they start using the service. The business interface
is designed to be client-compatible, i. e. it is possible to process several EBill
AccountID or BillerID numbers for each login.
EDIFACT
(signed)
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Data records can be uploaded individually or in zipped batches. Successful
delivery is confirmed to the user as soon as PostFinance receives the file.
The maximum file size for uploading via web services is 2 MB
per file.
With the search function, it is possible to check about one hour after the
upload whether the bills were processed correctly. Defective bills are marked
with the status “Invalid” and with the corresponding reason code, according
to the process report (see section 9).
Data for download are always compressed into ZIP files for each delivery
date. A data package is limited to 100 bills, i.e. several data packages may
be prepared for the same delivery date if there are large quantities of invoice
data. After processing, the bills can be downloaded as of the next Swiss
Post working day at the latest, for a maximum of 120 days. Bill data downloaded
via the business interface are marked “Processed”. Once downloaded,
the files are still available for another 40 calendar days (see section
5.7.2).
The business interface has user data for viewing. It is possible to view the
delivery channels for signed data, delivery frequency and delivery address of
the archive-disk, VAT number (for billers only) and contact person. It is also
possible to change the login password.
11.2.2 Web services (input and output)
Web services make it possible to organize automatic input and output of
bills. The user’s (biller or bill recipient) system has to be configured accordingly.
Thereafter it is no longer necessary to log in manually because the
login data are transferred each time a request is made with the username.
A client/server certificate may be requested as an additional security ele -
ment when using web services. The certificate is valid for five years and is
renewed automatically thereafter by PostFinance. Web services are also
client-compatible.
The web services can be implemented in the C# and Java programming
languages. A detailed description of the web services and integration
instructions can be downloaded from w ww.postfinance.ch/e-bill.
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The following web services are available:
For billers Description
UploadFiles Service for transmitting bills
UploadFilesReport Service for transmitting bills with detailed
answers regarding the transmission status.
The maximum file size for uploading via web services is 2 MB
per file.
GetListWithIDs The system delivers a list of the available bills
(archive data) with the most important details
GetInvoiceByID Service for downloading bills (archive data) upon
their TransactionID
GetProcessProtocolList The system delivers a list of the available process
protocols
GetProcessProtocol Service for downloading the processing log
GetRegistrationList The system delivers a list of the available register
data
GetRegistration Service for downloading the registration data
GetInvoiceList Obsolete, has been replaced with GetListWithIDs*
GetInvoice Obsolete, has been replaced with GetInvoiceByID*
* These methods will be supported by the system until further notice but will not be offered
to new customers.
The biller can additionally query the status of the conveyed bill. The following
information is shown:
• Date of the request
• TransactionID for the bills delivered for the date in question
• File transfer OK or NOK
Detailed statements on the processing of bills are communicated to the biller
in the processing log (see section 9).
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For bill recipients Description
GetInvoiceListWithIDs The system delivers a list of the available
bills with the most important details.
GetInvoiceByID Service for downloading bills upon their
TransactionID
GetOpenList/GetArchiveList Obsolete, has been replaced with
GetInvoiceListWithIDs*
GetInvoices/GetInvoices -
Archive
Obsolete, has been replaced with
GetInvoiceByID*
GetPDF/GetPDFArchive Obsolete, has been replaced with
GetInvoiceByID*
* These methods will be supported by the system until further notice but will not be offered
to new customers.
Bill data downloaded via web services are marked “Processed” in the
database.
To use the search function, as well as the registration or cancellation
function, separate access via the business interface is required.
11.2.3 SFTP (input and output)
The SFTP channel is suitable for large data quantities, and the following
functions are available:
Biller Bill recipient
Upload bills/credits Download signed bills/credits
Download signed bills/credits
Download registration and
cancellation data
Download process protocols
The maximum file size for uploading via SFTP is 2 MB per file.
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The following folders are used for e-bill:
Phase Folder for delivery
of invoice data by
biller
Integration/test ebill-outbox-t ebill-inbox-t
Production ebill-outbox ebill-inbox
Folder for outgoing
delivery of processing
report, registrations,
cancellations and signed
data
The SFTP UserID is ordered when the user is set up by PostFinance.
The SFTP connection is defined by the User ID and password.
Documentation about SFTP is available for downloading at
w ww.postfinance.ch/manuals.
11.2.4 E-finance offline file transfer (input and output)
The ability to input and output files via e-finance offers smaller organizations
and associations an ideal way of performing all file transfers from
and to PostFinance with just one login. The following e-bill functions are
available offline via the e-finance input/output interface:
Biller Bill recipient
Transfer bills/credit notes Download unsigned and signed
bills/credit notes
Download processing logs
The maximum file size for uploading via e-finance offline is 2 MB
per file.
Bill data downloaded via e-finance are marked “Processed”. After they
have been retrieved, the files remain available for another 40 calendar days
(see section 5.7.2).
For a detailed description of the e-finance input/output interface, please
contact software-info @ postfinance.ch.
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11.2.5 E-finance online view (outgoing delivery)
Unsigned bills can be viewed and processed in the respective e-finance
application. For a detailed description of these functions please refer
to section 13.2.
11.2.6 AS2 (outgoing delivery)
Specific delivery channel for bills in EDIFACT format.
11.2.7 E-mail (outgoing delivery)
Registration and cancellation data and processing logs can be delivered
to the biller by e-mail.
11.2.8 Archive-disk (output)
Digitally signed bills can be sent to billers and bill recipients on an archivedisk
(see sections 4.9 and 6.1), provided they are not received via a different
channel.
The archive-disk contains the following:
• Data as originally delivered (only biller)
• Digitally signed bills in delivery format incl. signature check report
• Bill details in PDF format (unsigned)
The archive-disk will be sent by registered mail. Upon receipt, the biller
must check the legibility of the data stored on the archive-disk. Any errors
must be reported in writing to PostFinance within 30 days. After expiry
of this period, the data will be deemed to be legible. The data can then be
deleted by PostFinance in accordance with section 5.7.4.
11.3 Data security
Unless otherwise agreed, either https or SFTP is used for transport
encryption. For data encryption, a suitable encryption method (e. g. PGP)
may be used, with the agreement of PostFinance. These details can be
defined by both parties when the service is activated.
The security standards for data provision correspond to the requirements
for e-banking and other web applications.
Data from the business interface are always transmitted via an https
connection. The login is protected by the username and password security
elements. The security standards for the web services are based on the
OASIS WS-Security recommendations. Details of this are provided in the
web services implementation instructions (see section 11.2.2).
For PostFinance e-finance, users log on using their e-finance security
elements. Data encryption using 128-bit SSL is guaranteed.
Please note that the use of hyperlinks out of the secure environment of
a web application is subject to general security provisions. Restrictions also
apply when calling up the registration or cancellation form or for the bill
presentment module (see sections 7.3 and 8).
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12. Data formats
12.1 BillerID and EBillAccountID
In the yellowbill system, the BillerID is the unique identification number
of a biller and the EBillAccountID is the unique identification number of
a bill recipient. Both are assigned by PostFinance.
Number structure: numeric, 17 digits
Structure: 41100000000872849
The first four digits identify the e-bill system. For the yellowbill system
they are fixed as 4110. The last two digits are check digits that are calculated
according to Modulo 97-10 (ISO 7064).
12.2 PostFinance standard registration form
The registration forms are always generated in four languages (German,
French, Italian and English). Each form is defined as a pop-up window
including a standard button and is generated as a HTML page from an
XML file and XSD file (style sheet).
Example of a registration form
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Example of a confirmation window after registration
The registration form consists of three parts:
• General section, consisting of the logo (if available), the biller’s address
details and an explanatory text.
• User data, consisting of the bill recipient’s first and last name provided by
the yellowbill system and additional address details to be completed by
the bill recipient.
• Additional data: The biller can define further data here to be completed
by the bill recipient (e. g. customer number or account assignment details).
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12.2.1 User data
Name Description Properties
FAMILYNAME Last name mandatory if no COMPANYNAME, max. 50 digits*
GIVENNAME First name mandatory if no COMPANYNAME, max. 50 digits*
COMPANYNAME Company name mandatory if no FAMILYNAME and GIVENNAME, max. 50 digits*
ADDRESS1 Address field 1 mandatory, maximum 40 digits
ADDRESS2 Address field 2 optional, maximum 40 digits
ZIP Postcode mandatory, numeric, 4 digits
CITY Town mandatory, maximum 40 digits
PHONE Telephone number optional, maximum 14 digits
FAX Fax number optional, maximum 14 digits
EMAIL E-mail address optional, e-mail conventions apply, maximum 40 digits
* These data are automatically retrieved from the yellowbill system. The biller can define
whether or not they may be overwritten by the user. For companies the registration mask
is automatically provided with the field COMPANYNAME in the place of FAMILYNAME
and GIVENNAME.
The EBillAccountID number is not displayed in the form but supplied as
described in section 12.4.
12.2.2 Additional data
The biller may define a maximum of four additional entry fields in line
with his needs. They serve to associate the registration with the correct
customer, e. g.:
Field name Field type Classification Length
Customer number Text field mandatory 8 digits
Telephone number Text field optional 10 digits
These fields are defined as follows:
• Field name
• Field type
• Maximum length
• Validation rule (Regex)
• Error text if check NOK
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The following field types may be used:
• Text field (textbox)
• Checkbox ()
• Explanatory text (without input)
• Diagram (GIF, JPEG)
• Link (URL)
The validation rule (regex) is composed of regular expressions (please refer
to w ww.regular-expressions.info).
By default, the following regular expressions are applied:
• NotEmpty (input field may not be blank)
• ZIPCODE (postcode, 4 digits, numeric)
• E-mail (structure and @ provided)
The biller can select other validation rules for the additional data (e. g. insurance
number check or credit card number check). However, it is not possible
to check one field based on another field.
12.3 PostFinance standard cancellation form
The cancellation masks are created in four languages, like the registration
masks. The structure and fields in the cancellation mask correspond to those
of the registration mask (see section 12.2). Instead of “Registration” the
mask is entitled “Cancellation”. Apart from the first name, last name or
company name, the biller usually defines an additional field which must be
completed by the recipient when cancelling the service.
12.4 Registration and cancellation data (output)
Registration and cancellation data are delivered either individually by e-mail
or grouped in a file. Data from direct registrations can only be delivered
as a file.
12.4.1 Individual registrations by e-mail
For each registration or cancellation, the corresponding data and the bill
recipient’s EBillAccountID are sent to the biller in an e-mail.
Example for a registration:
From:
To:
Subject:
Message:
e-bill.help @ postfinance.ch
billrecipient @ biller.ch
eBill User registration
UserID;41100000001211282;FAMILYNAME;Muster;
GIVENNAME;Max;ADDRESS1;Musterstr.1;
ADDRESS2;Postfach;ZIP;6300;CITY;Zug;
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Comments:
• For a registration “eBill User registration” is entered under “subject”,
and for a cancellation “eBill User deregistration” is entered.
• The UserID corresponds to the bill recipient’s EBillAccountID.
• Any additional data agreed are delivered as well.
12.4.2 Several registrations per day by file
The data from direct registrations, registrations and cancellations are tracked
consecutively in a daily CSV file and sent to the biller.
Example for a CSV file:
UserID FAMILY
NAME
GIVEN
NAME
ADDRESS1 ADDITIONAL
DATA
ZIP CITY ESR
Customer Nr
ESR
Reference Nr
4110… Muster Max Musterstr. 1 Tel 041456… 6300 Zug 1
4110… Müller Maria 3
4110… Beispiel Hans Teststr. 4 Tel 062444… 5000 Aarau 1
4110… 011234561 8000723… 2
Field Description
UserID EBillAccountID of the bill recipient
ESRCustomerNr Direct registration only. Billers ISR customer number
ESRReferenceNr Direct registration only. ISR reference number of the
just entered payment order
Status 1 = registration
2 = direct registration
3 = cancellation
Any additional data agreed are delivered as well.
Status
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12.5 Bill data
12.5.1 yellowbill Invoice (input)
yellowbill Invoice is the standard format for structured bill data and describes
both the syntax and structure of electronic bills (XML files). The format is
based on the swissDIGIN standard (see section 12.5.7).
The main elements when sending the XML file are the “Header” and the
“Body” (see diagram below). The “Header” contains mainly internal yellowbill
system control data. The main contents are defined in the “Body”.
Graphical representation of XML yellowbill Invoice
• The “Body” consists of the elements “DeliveryInfo”, “Bill”, “Payment-
Data”, “BillPresentment” and “Appendix”.
• The elements “DeliveryInfo” and “BillPresentment” contain specific
key data for the yellowbill system such as the unique number of the biller
(BillerID) or control data for bill presentment.
• The main bill content is in the “Bill” element. This element in turn is
divided – similar to a paper bill – into the elements “Header” (address data
of bill recipient and issuer), “LineItems” (bill line items as on a paper
bill) and “Summary” (summary per VAT rate). IMPORTANT: For processing
unsigned bills, the element “Bill” can be omitted.
• The “PaymentData” element contains the ISR data (ISR elements) and the
unique bill recipient’s subscriber number for e-bill (EBillAccountID). The
“PaymentType” field indicates whether it is a bill (“ESR”), credit (“CREDIT”)
or a bill detail for Debit Direct payments (“DD”). The “Instalment” element
can be used to define instalments.
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Combination options for the amount (positive or negative) and the
payment method in the “PaymentData” part from yellowbill invoice and
the implications for the status shown to the invoice recipient:
TotalAmount PaymentType
Positive ESR Open
Status in e-finance
Positive DD For information
Positive CREDIT Not possible, displays
➡
error code 17
Positive OTHER For information
Negative or zero ESR For information
Negative or zero DD For information
Negative or zero CREDIT For information
Negative or zero OTHER For information
The biller can attach any information in the “Appendix”. For instance,
the bill detail can be integrated directly into the appendix as a PDF (see
section 8.1).
The XML data in yellowbill Invoice format must be supplied in the UTF-8
character set (w ww.utf-8.com).
The naming convention of the bill data is:
_.XML
One XML file is generated for each bill/credit note. The maximum file
size is 2 MB.
The biller must check the contents of the bill data before uploading them.
A conformity check against the schema can be performed at any time
at the following web page: http:/ /tools.decisionsoft.com/schemaValidate
For a detailed description of the yellowbill Invoice schema see the Annex
to this document.
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12.5.2 yellowbill Invoice (output)
When a signed e-bill is delivered, the data are enveloped by the signature.
The file contains various XML objects.
• The bill itself is in the object “RGXml”, which in turn comprises the
elements “DeliveryInfo”, “Bill” and “PaymentDate”. The “Bill” element
contains the elements “Header”, “LineItems” and “Summary”. The
contents of the above are the same as the yellowbill Invoice schema used
for input (see section 12.5.1).
• The object “PDFInvoice” contains the PDF of the bill encoded in base64.
• In addition, an object called “SignatureVerificationProtocol” containing
information about the signature check is also sent.
XML structure of a signed e-bill
12.5.3 PDFOnly (input)
The biller also has the option of delivering electronic invoice data in a PDF
to PostFinance. For this purpose, the biller must include various pieces of
information in the PDF and a special one-time parameterization is required
when it is activated on the yellowbill system. A detailed description for
use of PDFOnly as the delivery format can be found in the Annex.
The naming convention of the bill data is:
.PDFONLY.PDF
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12.5.4 Other input or output formats
Apart from the yellowbill Invoice format, PostFinance also supports the
SAP IDoc Invoice and EDIFACT formats (link to GS1-Standard invoice 01B,
Ideal Invoice).
The naming convention of the bill data in EDIFACT format is:
.EAI.EDI
The naming convention of the bill data in SAP IDoc format is:
.EAI.XML
12.5.5 Bill detail (PDF)
Data for the bill presentment module may be uploaded by the biller as
a separate PDF file or attached to the yellowbill Invoice as an annex.
Another option is to ask PostFinance to create the bill details (see section 8).
12.5.6 Other bill formats
If the structured data are not supplied in yellowbill Invoice or another
format supported by PostFinance, they can be converted by PostFinance.
This means that data can be delivered in any format of choice, provided
that they are in machine-readable form. The data format and feasibility of
data conversion have to be checked in each case.
12.5.7 swissDIGIN (swiss digital invoice)
Under the leadership of the Fachhochschule Nordwestschweiz (University
of Applied Sciences Northwestern Switzerland), eight large Swiss companies
and the main e-bill service providers standardized their electronic bill
content requirements and documented them in the swissDIGIN standard.
The requirements of the federal tax authorities were also taken into consideration.
However, swissDIGIN does not constitute a technical invoice
format. The standard, which is not specific to any particular industry, was
officially adopted at the end of November 2004 and aims to promote
electronic bill exchange between companies in Switzerland. These activities
are supported by the Commission for Technology and Innovation (CTI) of
the Swiss Federal Office for Professional Education and Technology (OPET).
It has also been approved as an associated eGovernment standard by the
association for support and development eCH.
The documentation may be downloaded from w ww.swissdigin.ch. The
swissDIGIN partners promote the exchange of information, maintenance and
dissemination of the standard on the swissDIGIN forum.
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13. E-bill functions in e-finance
A description follows of the e-bill functions available in the
PostFinance e-finance application. A demo version can be viewed at
w ww.postfinance.ch.
In the following, it is always assumed that the bill recipient has logged into
e-finance and was successfully identified and authenticated.
13.1 Processes relating to registration and cancellation
13.1.1 E-bill registration
The e-bill function is usually automatically available to private customers
in e-finance. One subscriber number for e-billing is available for each holder
of an e-finance subscription. When first registering with a biller, the user
accepts the e-bill subscriber conditions on e-finance.
By default, the “e-bill” menu option is unavailable for PostFinance business
customers, because electronic bills received via e-finance cannot be used
to claim input VAT deductions. The PostFinance Customer Service will gladly
make this function available to customers who request it.
13.1.2 Cancelling e-bill registration
The e-bill function can only be cancelled via the PostFinance Customer
Service. It is the user’s responsibility to notify the individual billers that he
is no longer using the “e-bill” payment method (see section 13.1.5).
Bills delivered for a subscriber number already deleted in PostFinance are
returned to billers as undeliverable (see section 9).
13.1.3 Viewing available billers
Once registered, the user selects the “Biller” function. This provides him/her
with an overview of the billers from whom electronic bills can be received.
There is a search function to select individual billers and/or industries. The user
can register with the billers of his choice using the respective registration
functions.
13.1.4 Register
In order for the biller to be able to send electronic bills to the recipient,
the recipient first has to be registered with the biller. The user clicks on the
“Register” function beside the biller to open a specific registration form.
Registration can also take place directly from the info text that appears after
manual entry of a payment (direct registration). The user can register with
the corresponding biller with a single mouse click without completing the
registration form (see section 7.1).
13.1.5 Cancelling registration with a biller
Recipients can cancel their registration with individual billers for the electronic
receipt of bills using the “Cancellation” function.
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13.2 Processes relating to bill processing
13.2.1 Viewing the number of open invoices and invoices
for information
Once the user has logged onto e-finance, a message with the number of
open invoices and/or invoices for information, if any, is displayed. If he clicks
on the corresponding link, the overview of bills with the open invoices and
invoices for information is displayed.
13.2.2 Displaying the overview of bills
With the “Invoice overview” function, the user can display his bills. The
selection is made in a dialog box in which filters can be set by date, currency,
bill amount and bill status.
Status Description Selection for payment/
rejection possible
Outstanding
The bill has not been processed
yet.
Processed The “processed” status appears
as a result of the following:
• A payment order was issued for
this bill.
• The bill has been downloaded.
• The bill with “For information”
status has been displayed.
Rejected The bill was rejected by the user. Yes, until the data are
deleted (120 days after
rejection).
For information
No payment is required.
• Debit will be made via Debit
Direct
• Amount is zero or less than zero
After launching the bill overview
the first time, the status is automatically
changed to “processed”.
In the bill overview, the following bill processing options are available
to the user:
• Display the bill details
• Authorize bill payment
• Reject bill
Yes
No
No
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13.2.3 Displaying the bill details
The bill details can be viewed by clicking on the magnifying glass icon
beside the bill row. They can be saved locally or printed out. These bill details
cannot be used to claim input VAT deductions.
Since not all bill details are located within the secure e-finance environment,
activation of certain links on the bill details may cause external pages to
be opened. PostFinance checks these external pages regularly, but selecting
further links from within a bill details page is not recommended.
13.2.4 Selecting bills
The user selects the bill(s) he wishes to process. Depending on the bill
status, one or several bills can be selected with one click.
• Open bills: One or several bills selectable
• Processed bills: Cannot be selected
• Rejected bills: Only individual bills selectable
• Bills with “for information” status: Cannot be selected
13.2.5 Issuing a payment order
The “Pay” function issues a payment order for the selected bills. By default,
the payment execution date is set to the bill’s due date. The user can change
or add the following data within individual payment orders:
• Debit account
• Payment amount, if permitted by biller
• Execution date of individual payment or all payments
• Indications concerning the payment (e. g. priority)
The biller can offer the user the option of paying in instalments. In this case,
the additional “Instalment” button will be displayed in e-finance. The
user can click on this button to initiate payment of the instalments defined
by the biller.
Once the displayed payment orders are confirmed, they are transferred to
the PostFinance orders database as ISR/BISR payments and remain pending
until executed.
13.2.6 Changing a payment order
As with the processes in e-finance, the recipient can change a payment order
until the date of execution. The following search criteria can be defined:
• Change the debit account
• Change the payment amount, if permitted by biller
• Change the payment execution date
• Change the comments concerning payment execution at the CSP
(e. g. priority)
The ISR reference number may not be changed.
13.2.7 Deleting a payment order
As with the processes in e-finance, the user can delete a payment order
until the date of execution. If the payment order is deleted, the bill status
reverts to “outstanding”. If individual instalments are cancelled in the
case of payment by instalment, only these instalments can be paid again.
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13.2.8 Booking and confirming the payment
On the due date, PostFinance makes the payment through the existing
payment systems and confirms it just like a conventional payment order.
If the payment order cannot be effected on the selected due date due to
lack of funds, additional debit attempts are made for the next five weekdays
without notifying the account holder. The payment is made as soon as
funds to cover it are available. If these are not available within five working
days after the due date, the account holder is notified by letter and has then
the option of reactivating the payment.
13.2.9 Rejecting a bill
The status of selected bills can be set to “rejected” with the “Reject” function
and the biller is informed.
Rejected bills which the user does not (yet) want to settle are then not
selected, even with the “Select all open bills” function. However, a rejected
bill can be individually selected and paid at a later date.
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14. Sending orders
14.1 Sending orders to PostFinance
Orders are transferred to PostFinance in an agreed format. PostFinance
provides a suitable web service for this.
On receipt, the orders are given the status “Received”. By means of a return
code, the ordering party can verify that the transfer has been successful.
The processing status can be ascertained by querying the order status. If the
transfer was not successful, the orderer must resend the data.
PostFinance ensures that an order can be received and forwarded only once.
The order number serves as the unique reference for this.
PostFinance temporarily stores the order for seven days. It is possible to
check the order status during this period. The orders are then deleted.
14.2 Sending orders to suppliers
An order is delivered to a supplier using an agreed format and channel,
i. e. it is possible for the data to be converted from the orderer’s format into
the supplier’s format.
Order confirmations and other messages cannot be sent via PostFinance.
14.3 Order status
The order status can be checked using a web service. This is made available
with the following structure:
• Order number
• Status (received, delivered)
• Timestamp
For further information about sending orders, please contact the specialists
at the e-bill helpdesk.
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Annex
• Service Level Agreement (see following pages)
• Example of PDFOnly billing (see following pages)
• XML- and XSD-Schema yellowbill Invoice at w ww.postfinance.ch/e-bill
• XSD-Schema process protocol at w ww.postfinance.ch/e-bill
• Web services at w ww.postfinance.ch/e-bill
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Service Level Agreement (SLA)
System availability and maintenance window
Services Services Comments
Machine time 7/24 hours Minus maintenance window
Availability 99.5% per
quarter
Maximal contiguous
down-times:
• Total down-time
• Partial down-time
max. 12 hours
max. 24 hours
Only total down-times
are included.
Malfunctions reported during operating hours will be remedied within
the agreed down-times for total and partial down-times. The agreed downtimes
include the response time and the report that the malfunction has
been remedied. The restoration time for data records depends on their size
and cannot be guaranteed.
Maintenance window Activities Comments
Server Back-up of the
application and
database
Back-up
of system data
Maintenance Maintenance
required
for technical
reasons
Maintenance
required
for application-
related reasons
Daily
Once a week, each Sunday
between 2 and 6 a.m. The
storage period is 30 days. In
the event of a “restore”, the
data can only be restored
back to the previous back-up.
For maintenance of general
IT infrastructure there is a
4-hour service window, usually
on Sundays between 2 and
6 a.m.
Maintenance required for
application-related reasons
will be discussed in advance
with and announced
to the persons concerned.
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E-bill help desk
PostFinance has tasked Swiss Post Solutions AG with providing support
for the e-bill service. Support services are free of charge for subscribers
in accordance with the present SLA.
Contact unit for support:
E-bill help desk
supported by
Swiss Post Solutions AG
Tel. 0800 111 101
E-mail e-bill.help @ postfinance.ch
Availability
times
Monday
to Friday
Saturday
and Sunday
Response
time
1st-level support 08:00–18:00 No availability Immediate
Services Activities
Call handling • Receipt of errors, problems and queries
• Electronic entry of reports
• Solution communicated to subscribers
Problem handling • Dealing with and solving errors, problems and
queries at the various support levels
Coordination • Appoint problem owner
• Set priorities and forward them
Reporting
Subscribers receive details of the number and type of data processed
with their monthly statement.
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Terms
Term Description
Availability Percentage-based availability of the system during
a specific period. As a rule, the entire year is included.
Only total down-times are included, and not partial
down-times.
Down-time Time during which the system cannot be used at all
(total down-time) or can be used only partially (partial
down-time) because of an error or problem during
a contiguous period.
Machine time Time during which the system is in operation after
deducting the maintenance window. The following
applies: 7 × 24 – maintenance window = machine time
Maintenance
window
Partial down-time See down-time
Time during which technical, application-related or
similar work is being done on the system (maintenance
or service). During this time the system is not available.
Subscriber Biller or bill recipient of structured data with e-bill
solution of PostFinance.
Total down-time See down-time
Manual E-bill Version October 2010 60/64

Example of PDFOnly billing
Electronic processing of bills via PostFinance differs in a number
of respects from physical dispatch of bills. Besides the standard infor -
mation, additional data are needed for automatic processing.
At the technical level, a number of other points have to be taken into
account when creating a PDF and forwarding it to PostFinance.
Here is an example of how the data can be positioned on the bill.
Necessary information
4
1
2 3
5 6
Technical requirements
• The use of standard typefaces is recommended.
• The PDFs should not be larger than 150 KB on average.
• The layout and therefore the positioning of all information must
always be the same.
• Naming the PDFs:
7
1 The PDF must clearly indicate whether
it is a bill or a credit. In addition,
each bill must bear a unique, non-recurring
iden tification number.
2 The bill must indicate the VAT numbers
of both the issuer and the recipient.
3 Each bill recipient has an identification
number with PostFinance (eBillAccountID).
This must be clearly stated on the bill.
4 The payment information (ISR customer
number and ISR reference number)
normally printed on the inpayment slip
must be indicated on the bill.
5 For every line item the customer must
indicate a position number and state
the maximum number of lines permissible
for the description of the item.
6 It is absolutely essential for VAT rates to
be indicated in detail, i. e. per bill position
and in total (Amount incl./Amount excl./
VAT rate).
7 Any discount granted must be stated
as such on the bill.
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Abbreviations
Abbreviations / Terms Description
AS2 Communication report for EDIFACT messages
B2B Business-to-Business
B2C Business-to-Consumer
BESR Inpayment slip with bank reference number
Bill Presentment Bill visualization
Bill recipient A person or company who has received a service and is billed for it. Also the payer.
BillerID Unique identification number for billers in the yellowbill system
Billers A person or company who has received a service and is billed for it. Also the payee.
BSP Biller Service Provider
Business Interface (BI) https-Portal (Web-GUI)
This portal enables bill issuers to deliver their invoices and download processing
data and enables bill recipients to download digitally signed electronic invoices.
w ww.yellowbill.postfinance.ch
Consolidator The consolidator is the core component of a network. All service providers are
connected to it. All bills from all BSPs are sorted by bill recipient and made available
to the corresponding e. g. e-finance, the PostFinance application. The consolidator
also keeps track of the bill status.
CSP Customer Service Provider
e. g. e-finance, the PostFinance application
CSV Comma Separated Value
CSV is a system-independent file format for exchanging tables between spreadsheet
programs and databases (MS Excel, MS Access, etc.).
DD Debit Direct
Debit authorization issued by the bill recipient to the biller (Swiss Post).
E-bill Electronic bill
Name of the menu option in e-finance
EBillAccountID Unique identification number of a bill recipient in the yellowbill system.
EDIFACT Electronic Data Interchange for Administration, Commerce and Transport
UN/EDIFACT (ISO 9735) is an international standard for the presentation of business
and commercial data for the electronic exchange of data between companies.
E-finance PostFinance e-banking application
ElDI-V Ordinance of the Swiss Federal Department of Finance concerning electronically
transmitted data and information
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Abbreviations / Terms Description
EPOG Electronic payment order
ERP Enterprise Resource Planning
System for planning and control of a company’s entire value chain
FDS File Delivery Services
GeBüV “Geschäftsbücherverordnung”
Regulations on keeping and storage of books of account
HTML HyperText Markup Language
Standardized page description language for w ww pages
HTTP HyperText Transfer Protocol
Protocol for communication between web servers and web browsers
HTTPS HyperText Transfer Protocol Secure (128-Bit encrypted)
Protocol for secure communication between web servers and web browsers
ISR Orange inpayment slip with reference number
KB KiloByte
LSV Direct debit
Debit authorization issued by the bill recipient to the biller (bank).
MB MegaByte
MWST Value added tax
MWSTG Federal Law on Value Added Tax
MWSTGV Ordinance to the Federal Law on Value Added Tax
Original bill Slip declared as the original copy of an invoice
PDF Portable Document Format
SAP IDoc SAP Intermediate Document
Format for transmitting data from a SAP system.
SFTP Secure File Transfer Protocol
Enables files to be transferred encrypted between different computers or servers
via a network.
SSL Secure Socket Layer
SSL is a protocol developed by Netscape for encrypting Internet connections and
authenticating users. SSL provides a secure end-to-end connection.
Swiss Post Solutions AG Subsidiary of Swiss Post
Operator of e-bill solution of PostFinance, on behalf of PostFinance.
Manual E-bill Version October 2010 63/64

Abbreviations / Terms Description
Swiss Sign AG Subsidiary of Swiss Post, distributor of legally accepted digital signatures.
TransactionID Transaction identification number unique to the biller (alphanumeric, max. 10 digits).
Together with the BillerID this constitutes a unique bill identification.
URL Uniform Resource Locator
A URL is a universally valid address of a resource (e. g. a file) on the Internet.
This unique address consists of a protocol name (e. g. http:/ /), the name of the server
on which the resource is located (e. g. postfinance.ch), the name of the service providing
the resource (e. g. w ww) and the actual name of the resource.
UTF-8 Unicode Transformation Format-8 character set
w ww.utf-8.com
W3C World Wide Web Consortium
The W3 Consortium is an association of prominent companies, developers and
organizations acting on and for the Internet. Its aim is to standardize the technologies
used on the Internet by adopting web standards.
w ww.w3c.org
Web services A service provided to users via the web and which makes use of e. g. XML and https
to do this. Web services differ from the classic services on the web in that they
are designed for automated use and not use by people. A further aim of web services
is to provide interoperability, i. e. web services should be usable in a standardized way
and able to interact with each other, regardless of the operating system or programming
language, etc. The basis of this interoperability is a standardized communication
protocol.
XML Extensible Markup Language
XSD Extensible Schema Definition
yellowbill invoice The XML format for data upload to and download from e-bill solution from
PostFinance.
yellowbill system System description for e-bill solution of PostFinance
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