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Swiss QR-bills

As of July 2020, QR-bills (QR-slips) will have to be processed and issued in addition to invoices. This topic explains how to generate QR-bills and process incoming QR-bills in Microsoft Dynamics Ax 2012R3.

Setup

Setup of company bank accounts

On the Bank account page (Cash and bank management > Bank accounts > Bank accounts), in the QR-IBAN field, specify the QR-IBAN. This number can be used simultaneously with the ordinary International Bank Account Number (IBAN) and has similar validations in the system.

Cash discount and tax code descriptions

The field QR-bill Description should be filled in for all Cash discounts and Tax codes. This description is used when QR-bills are printed.

Setup of the legal entity registration IDs

For the unique identifier (UID) to be correctly filled in on the QR-bill that is generated, the UID value should be entered in the Registration ID field in the legal entity setup. Additionally, the value in the Registration category field should correspond to the VAT ID value.

Accounts receivable setup

Payment ID

On the Payment ID form, you can configure the payment ID structure that is applied when outgoing QR-bills are generated from the Accounts receivable module. The length of the payment ID should be set to 27 digits, and the check digit should be generated by using the Modulo10 recursive algorithm. Non-digit symbols are excluded from payment IDs when the algorithm is run. Therefore, the number sequences that are used for customer accounts and invoices should have only digits.

By default, the payment ID type that is applied on the invoice can use the following level hierarchy:

•              Accounts receivable parameters page > Ledger and sales tax tab

•              Customer groups page

•              Customer account page > Payment defaults tab

•              Method of payment page > Payment control tab

Methods of payment – Customers

The method of payment should be set up on the customer accounts that use QR-bills, to define the details of the company bank account that a QR-bill is issued to. To process incoming payment files in camt.054 format, you should set up the Import format according to the existing recommendations for camt.054 functionality.

Customer account

The default method of payment must be selected, and the payment ID type must be filled in if it isn't already specified in the default setup for customer groups or higher hierarchy level.

In the Associated payment attachment field group, the new type, QR-Bill, is added. When it's selected, the QR-bill will be printed when the document of the dedicated type is printed.

Giro report processing group

The settings information that is provided in the Giro report processing groups determines how the Billing information section on a QR-bill is filled in.

•              Account code – The specific format that is dedicated to the specific customer account, customer group or all customers.

•              Customer relation – The value of the specific customer account or customer group.

•              Print scissors symbol – The inclusion of the scissors symbol on the printed report. Inclusion of this symbol could be important when you're choosing whether to send a printed version of the QR-bill or an electronic version.

•              QR-Bill information format – the record in the QR-Bill information format table.

QR-Bill information format

On this form the action class responsible for the population of the structured billing information section on the QR slip could be selected. The example action class ‘Structured information’ is available according the version of Swico‘s "Recommendations on the structure of information from the biller for QR-bills" that is valid at the time of the feature release. To update the list of action classes available on the form, run the Populate function.

 

Accounts payable setup

Methods of payment

For vendor methods of payment, you must specify the associated bank account, select the Export format and Import format for payment file processing, and set up payment specification. A new Export format for Payment specification, Type 3.QR (QR-slip), is available for payments that correspond to the incoming QR-bills.

The payment ID should be activated on the Payment attributes tab, so that the payment ID can be inherited during the payment proposal for payments associated with QR-bills.

Return format error codes and Return format status mapping

If pain.002 will be used as a return file format, the return format error codes and return format status mapping must be set up. For more information, see instructions for ISO20022 return files functionality.

Vendor bank account

A QR-IBAN must be assigned to vendor bank accounts. It's expected that other fields will be set according to the typical payment procedure for payment type 3 in Switzerland.

Import format

On this form the action class responsible for the recognition of the incoming data from QR code and destination entity in the system could be selected. The example format class ‘Swiss QR-bill’ and Destination classes ‘Invoice journal’ and ‘Pending invoice’ are available. To update the list of action classes available on the form, run the Populate function.

Accounts receivable process

Generate the QR-bills

To generate the QR-bill for a document, such as a customer invoice, print the document. The QR-bill will automatically be generated as an additional report. You can then export the QR-bill as a PDF file, and then print it or send it electronically.

Here are some of the documents that support this functionality:

•              Sales order invoices

•              Free text invoices

•              Project invoices

•              Interest notes

•              Collection letters

•              Account statements

Import payments in camt.054 format

To import a bank statement in camt.054 format from the bank, open the customer payment journal line, and run the Import payment function. The 27-digit reference is expected in the Ref tag in the file's RmtInf section. After the import, the payment transactions will be created and settled with customer transactions based on the payment ID. For more information, see instructions for ISO20022 return files functionality.

Accounts payable process

The scope of supported functionality covers the process of manually importing the QR code values into the input dialog box. This import can be done by using scanning devices that transmit the text value of the QR code. The structure of the information in the QR code should follow the standards that are available on the SIX group website at the moment of the feature release. In case of any derivation required from the structure of the information that is encrypted in the QR code, expected Destination or any format changes that are required to follow the device-specific behavior, can be achieved by the Format class and Destination class customization mentioned above.

Import QR-bills

You can import the QR-bills into the invoice journal or pending vendor invoice destinations.

To import QR-bills into the invoice journal, run the Import QR-Bill function that is available on the Invoice journal lines page, Functions - Import QR-Bill.

In the Importing dialog box, specify the required QR bill format and enter the plain text of the QR-Bill field. Then select OK.

On the next page, the QR-Bill tab shows the parsed values of the QR-bill. On the General tab, you can view the values of the recognized vendor, bank account, amount, and other details that will be imported into the system. After you select OK, the invoice journal lines are created. If this QR-bill was previously imported, you're notified through a warning message. The information of the imported QR-bill is stored and available for review on the Imported QR bills page.

For invoices that are associated with purchase orders, you can create pending vendor invoice headers that are based on QR-bill information. To import the QR-bill, on the Pending vendor invoices page, on the Process tab, select Import QR-bill. The procedure for adding, reviewing, and importing the QR code resembles the procedure that is described in the previous paragraph.

You can also import the QR-bill when the vendor invoice is opened from the Purchase order page. The import procedure is the same as the procedure for pending vendor invoices. In this case, the invoice would be associated with the Purchase order automatically.

To process the QR-bill when there is no predefined destination, or to use a custom destination, you can use a special option that is available under Periodic tasks in the Accounts payable module.

After the invoice is posted, the vendor transaction that has the imported payment ID is available for settlement in the payment journal.

Payment file processing

Create vendor payment journal lines by using the payment proposal functionality. For more information, see instructions for ISO20022 Credit transfer functionality.

For payments that are related to QR-bills, the credit transfer file is generated based on the payment ID value. This value is retrieved from the QR code.

You can import the pain.002 and camt.054 files from the Payment transfers page. For more information, see instructions for ISO20022 return files functionality.


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