Why can’t I send my eBill?

After transfer, documents are assigned to one of the following status groups:

• Ready for Sending
• Action Required
• Invalid

Documents with the status "Ready for Sending" can be submitted for delivery immediately.
Documents with the status "Action Required" contain issues that can be corrected directly in the Pingen WebApp.
Documents with the status "Invalid" are not compatible with the requirements of Pingen and therefore cannot be sent via Pingen.

Documents with the status "Ready for Sending"

Single document

If a single document is uploaded and has the status "Ready for Sending", it can be sent directly either through the document detail view or from the eBill list.

Batch

If multiple documents are uploaded at the same time, a Batch is created automatically and the documents are assigned to their respective status groups. When clicking "Send Batch", only documents with the status "Ready for Sending" are included. All other documents are automatically removed from the Batch.

Documents with the status "Action Required"

Single document

If a single document is uploaded and has the status "Action Required", it can be corrected directly in the detail view.

Batch

If multiple documents are uploaded at the same time, a Batch is created automatically. Documents with the status "Action Required" are grouped according to their issue and can be corrected directly in the Pingen WebApp via the "Fix Documents" link.

The following issues may occur:

Pages in an invalid paper format

Pingen only supports documents in format A4 portrait (210 × 297 mm). Affected documents are often in a different format such as US Letter (215 × 279 mm) or contain pages in A4 landscape format (297 × 210 mm). Learn how to correct pages with an invalid paper format directly in the Pingen WebApp

No valid QR code

To send invoices via eBill, Pingen requires a Swiss QR invoice as the basis. Pingen searches for a valid QR code in the lower area of all pages within the document. No valid QR code was found in the affected documents. Learn how to select a QR code within your document

Missing eBill Identifier

In order to assign an invoice to an eBill recipient, Pingen requires either the email address or the eBillAccountID. This information must match an entry in your eBill recipient list. No eBill Identifier could be identified for the affected documents. Learn how to assign an eBill recipient to a document

Missing invoice number

eBill requires an invoice number as a unique invoice identifier (mandatory field in the eBill system). No invoice number could be found in the affected documents. Learn how to select the invoice number within your document

Missing invoice date

The invoice date is a mandatory component of a valid invoice. No invoice date could be found in the affected documents. Learn how to select the invoice date within your document

Missing due date

The due date is a mandatory component of a valid invoice. No due date could be found in the affected documents. Learn how to define a due date for your document

No matching eBill Identifier

The email address or eBillAccountID within the document must match a recipient in your eBill recipient list. No matching identifier could be found for the affected documents. Learn how to assign an eBill recipient to a document

eBill recipient is inactive

The assigned eBill recipient is inactive.The recipient must reactivate your company in their online banking in order to receive invoices again. In this case, please contact the recipient directly.

Documents with the status "Invalid"

Documents that cannot be sent via Pingen receive the status "Invalid" and are automatically removed from the Batch when clicking "Send Batch".

The following issues may occur:

Issues with QR code content

These documents contain issues with the QR code content. The following problems may exist:

• Invalid invoice amount

  The invoice amount must be greater than 0. Negative amounts are not allowed.

• Invalid invoice currency

  Only CHF and EUR are supported currencies.

• Mismatching invoice currency

  The currency must match the currency configured in eBill for the corresponding account.

• Invalid invoice date

  The invoice date must not be older than 90 days and must not be in the future.

• Invalid invoice due date

  The invoice due date may not be in the past.

• Invoice number has been already sent

  An invoice number can only be sent once via eBill.

• Mismatching company name

  The company name must match the company name configured in the eBill account.

• Mismatching account number

  The IBAN must match one of the IBANs configured in eBill.

Already submitted for delivery once

Each document can only be sent once through Pingen. If these documents should be sent again, they must be re-uploaded to Pingen.

Contains too many pages

These documents exceed the maximum page limit of 120 pages. Please shorten the documents and upload them again.

PDF cannot be processed

These documents cannot be processed by Pingen. Please make sure the PDF files are not corrupted or protected and try again.

PDF no longer exists for privacy reasons

These documents have already been removed from Pingen for privacy reasons and therefore can no longer be sent. If these documents still need to be sent, they must be re-uploaded to Pingen.

Exceeds maximum file size

These documents exceed the maximum file size of 8 MB. If the PDF exceeds 8 MB, it must be compressed before upload. Free online tools such as SmSmallpdfallpdf can be used for compressing PDFs.

File not found

These documents are invalid and were not stored in Pingen. To send such documents, they must be recreated according to Pingen’s requirements and uploaded again.

Invalid PDF binary content

The PDF standard requires the binary content of PDFs to begin with %PDF-{PDF version} (e.g. %PDF-1.7) and end with %%EOF. Documents with the issue "Invalid PDF binary content" contain binary content that does not comply with the PDF standard structure.

The PDF standard requires the binary content of PDFs to begin with %PDF-{PDF version} (e.g. %PDF-1.7) and end with %%EOF. Documents with the issue "Invalid PDF binary content" contain binary content that does not comply with the PDF standard structure.

Important: The binary content of a document can be viewed by opening the PDF in a professional text editor such as UltraEdit or Sublime Text.

Delivery not possible

These documents are not compatible with the requirements and contain issues that cannot be corrected in Pingen. Therefore, they cannot be sent via Pingen.

Documents belong to a Batch

A Batch is automatically created whenever multiple documents are uploaded at the same time. Documents within a Batch are processed together and cannot be sent individually. To send these documents, the entire Batch must be sent.