Fix eBill documents

In order for invoices to be sent successfully via eBill, all mandatory information must be fully included in the document and all technical requirements must be met. Pingen automatically checks all documents for compliance with these requirements. Learn more about eBill document requirements

If a document receives the status "Action Required", it can either be corrected manually in the Pingen WebApp or automatically using Presets. Learn more about Presets

The following issues can be corrected directly within the Pingen WebApp:

• Pages in an invalid paper format
• No valid QR code
• Missing eBill Identifier
• Missing invoice number
• Missing invoice date
• Missing due date
• No matching eBill Identifier
• eBill recipient is inactive

Pages in an invalid paper format

Pingen only supports documents in format A4 portrait (210 × 297 mm).

If a document contains pages in a different paper format, it can be corrected manually in the Pingen WebApp or automatically via Presets.

Identify the issue

You can easily identify whether pages are not in A4 portrait format by opening the document in the Pingen WebApp:

For example, this document contains pages in format US Letter. Therefore, it cannot be sent directly.

Fix the issue in the Pingen WebApp

Convert to format A4 portrait — Fix a single document

When uploading a single document or opening a document from the eBill list, the fix can be applied directly within the document preview. Click the "Fix & Send" button to adjust the format and continue with delivery.

Convert to format A4 portrait — Fix multiple documents at once

If a Batch contains multiple documents with an invalid paper format, they can be corrected all at once. To do this, open the relevant Batch and navigate to the “Action Required” status. Click “Fix Documents” next to the “Pages in invalid paper format” category. All affected documents in this Batch will then be converted to format A4 format.

Tip: Pages in an invalid paper format can also be corrected automatically using Presets. Learn more about Presets

No valid QR code

To send invoices via eBill, Pingen requires a Swiss QR invoice as the basis. Pingen automatically searches the lower area of all document pages for a valid QR code. If no valid QR code is found or if multiple QR codes are detected, a QR code must be selected manually within the document.

In this case, you can either select the QR code manually in the Pingen WebApp or define the QR code position using Presets and automatically apply it to all documents.

Identify the issue

You can easily check whether a valid QR code was found by opening the document in the Pingen WebApp:

In this example, the QR code is located outside the expected area and was therefore not detected automatically.

Select a QR code — Fix a single document

When uploading a single document or opening a document from the eBill list, the fix can be applied directly within the document preview. Click the "Fix & Send" button to select a QR code within the document and continue with the sending.

Select a QR code — Fix multiple documents at once

If a Batch contains multiple documents without a valid QR code, you can fix them all at once. To do this, open the relevant batch and navigate to the “Action Required” status. Click “Fix Documents” next to the “No valid QR code” category. You will then be automatically redirected to the document preview of the first document, where you can select the QR code for each document individually.

Coming soon: In the future, the QR code position selected in the first document can automatically be applied to all remaining documents.

Tip: Documents without a valid QR code can also be corrected automatically using Presets. Simply define the QR code position once and apply it automatically to all documents. Learn more about Presets

What happens if multiple QR codes are detected?

Pingen also supports invoices containing multiple payment sections or QR codes. For example, a payment reminder may contain its own payment section while also including the original QR invoice within the same document.

If Pingen detects multiple pages containing payment sections or QR codes, the document is automatically assigned the status "Action Required". Before sending, you must now explicitly select the QR code to be used for the eBill. To do this, open the detail view of the relevant document under eBill in the Pingen WebApp, click “Fix & Send” and then select the desired QR code.

Missing eBill Identifier

In order to correctly assign an invoice, Pingen requires either the email address or the eBillAccountID of the recipient.

This information must match the corresponding entry in your eBill recipient list visible via Organisation Administration -> eBill Settings.

If no identifier could be extracted from the document, you can define the identifier directly within the Pingen WebApp for the corresponding document.

In this case, you can either select the email address or eBillAccountID directly within the document or enter it manually.

Identify the issue

You can easily check whether an eBill recipient was found by opening the document in the Pingen WebApp:

In this example, no eBill Identifier could be identified.

Add an eBill Identifier — Fix a single document

When uploading a single document or opening a document from the eBill list, the fix can be applied directly within the document preview. Click the "Fix & Send" button to add an email address or eBillAccountID. In the next step, choose whether you would like to select the information directly within the document or enter it manually.

When selecting the information within the document, move the selection box so that it fully covers the email address or eBillAccountID. Make sure that no other content is included in the selection. Using the page selection in the right sidebar, you can define on which page the information is located. Then click "Continue" to review and confirm the selection.

Add an eBill Identifier — Fix multiple documents at once

If a Batch contains multiple documents with missing eBill Identifiers, you can fix them all at once. To do so, open the relevant Batch and navigate to the “Action Required” status. Click “Fix Documents” next to the “Missing eBill Identifier” category. You will then be automatically redirected to the document preview of the first document, where you can enter the eBill Identifier for each document individually.

Coming soon: In the future, the position of the eBill Identifier selected in the first document can automatically be applied to all remaining documents.

Tip: Documents with a missing eBill Identifier can also be corrected automatically using Presets. Simply define the position of the eBill Identifier once and apply it automatically to all documents. Learn more about Presets

Missing invoice number

eBill requires an invoice number as a unique identifier for the invoice. If no invoice number could be extracted from the document, you can define it directly within the Pingen WebApp for the corresponding document.

In this case, the invoice number must be selected directly within the document.

Identify the issue

You can easily check whether an invoice number was found by opening the document in the Pingen WebApp:

In this example, no invoice number could be identified.

Select an invoice number — Fix a single document

When uploading a single document or opening a document from the eBill list, the fix can be applied directly within the document preview. Click the "Fix & Send" button to select an invoice number.

Move the selection box so that it fully covers the invoice number. Make sure that no other content is included in the selection. Using the page selection in the right sidebar, you can define on which page the invoice number is located. Then click "Continue" to review and confirm the selection.

Select an invoice number — Fix multiple documents at once

If a Batch contains multiple documents with a missing invoice number, you can fix them all at once. To do this, open the relevant Batch and navigate to the “Action Required” status. Click “Fix Documents” next to the “Invoice Number Missing” category. You will then be automatically redirected to the document preview of the first document, where you can select the invoice number for each document individually.

Coming soon: In the future, the invoice number position selected in the first document can automatically be applied to all remaining documents.

Tip: Documents with a missing invoice number can also be corrected automatically using Presets. Simply define the invoice number position once and apply it automatically to all documents. Learn more about Presets

Missing invoice date

An invoice date is required in order to send invoices via eBill. The invoice date must not be older than 90 days and must not be in the future. If no invoice date could be extracted from the document, you can define it directly within the Pingen WebApp for the corresponding document.

In this case, the invoice date must be selected directly within the document.

Identify the issue

You can easily check whether an invoice date was found by opening the document in the Pingen WebApp:

In this example, no invoice date could be identified.

Select an invoice date — Fix a single document

When uploading a single document or opening a document from the eBill list, the fix can be applied directly within the document preview. Click the "Fix & Send" button to select an invoice date.

Move the selection box so that it fully covers the invoice date. Make sure that no other content is included in the selection. Using the page selection in the right sidebar, you can define on which page the invoice date is located. Then click "Continue" to review and confirm the selection.

Select an invoice date — Fix multiple documents at once

If Batch contains multiple documents with a missing invoice date, you can fix them all at once. To do so, open the relevant Batch and navigate to the “Action Required” status. Click “Fix Documents” next to the “Invoice Date Missing” category. You will then be automatically redirected to the document preview of the first document, where you can select the invoice date for each document individually.

Coming soon: In the future, the invoice date position selected in the first document can automatically be applied to all remaining documents.

Tip: Documents with a missing invoice date can also be corrected automatically using Presets. Simply define the invoice date position once and apply it automatically to all documents. Learn more about Presets

Missing due date

A due date is required in order to send invoices via eBill. The due date must not be in the past. If no due date could be extracted from the document, you can add it directly within the Pingen WebApp.

In this case, you can either select the due date directly within the document or calculate it automatically based on the invoice date.

Identify the issue

You can easily check whether a due date was found by opening the document in the Pingen WebApp:

In this example, no due date could be identified.

Add a due date — Fix a single document

When uploading a single document or opening a document from the eBill list, the fix can be performed directly within the document preview. Click the "Fix & Send" button to select a due date.

Move the selection box so that it fully covers the due date. Make sure that no other content is included in the selection. Using the page selection in the right sidebar, you can define on which page the due date is located. Then click "Continue" to review and confirm the selection.

If your document does not include a due date, you can have the system calculate it automatically based on the invoice date. To do this, enable the “Calculate Due Date” toggle and specify the number of days after the invoice date by which the invoice should be due.

Add a due date — Fix multiple documents at once

If a Batch contains multiple documents with a missing due date, you can fix them all at once. To do this, open the relevant Batch and navigate to the “Action Required” status. Click “Fix Documents” next to the “Due date missing” category. You will then be automatically redirected to the document preview of the first document, where you can enter the due date for each document individually.

Coming soon: In the future, the due date position selected in the first document can automatically be applied to all remaining documents.

Tip: Documents with a missing due date can also be corrected automatically using Presets. Simply define the due date position once and apply it automatically to all documents. Learn more about Presets

No matching eBill Identifier

In order to correctly assign an invoice, Pingen requires either the email address or the eBillAccountID of the recipient. This information must match the corresponding entry in your eBill recipient list. If a recipient was found but could not be matched to any entry in the eBill recipient list, you can assign a identifier again directly within the Pingen WebApp for the corresponding document.

In this case, the eBill recipient must either activate your company for eBill via online banking or (if it has already been activated) the email address or eBillAccountID available in the eBill recipient list must be used. You can enter the identifier manually in the document.

Please ensure that you use the correct email address or eBillAccountID exactly as visible in the eBill recipient list. The eBill recipient list can be found via "Organisation Administration" → "eBill Settings".

Identify the issue

You can easily identify whether a recipient could not be assigned by opening the document in the Pingen WebApp:

In this example, an eBillAccountID was found but it could not be matched to any recipient in the eBill recipient list.

Add an eBill Identifier

When opening a document from the eBill list, the fix can be performed directly within the document preview. Click the "Fix & Send" button to provide an email address or eBillAccountID. In the next step, choose whether you would like to select the information directly within the document or enter it manually.

eBill recipient is inactive

In order to send invoices to your customers via eBill, they must first activate your company for eBill. If the eBill recipient is inactive, the recipient has revoked the activation. As long as the recipient remains inactive, no invoices can be sent to them via eBill.

Identify the issue

You can easily identify the issue by opening the document in the Pingen WebApp;

Check the status of the recipient in the eBill recipient list via "Organisation Administration" → "eBill Settings"

In this example, a matching eBillAccountID was found in the eBill recipient list, but the recipient is inactive.

Reactivate recipient

Please contact the recipient directly for further information or ask them to reactivate your company in their online banking.

Once the recipient has reactivated your company in their online banking, you can validate the recipient status again within the document preview. To do this, click the "Revalidate eBill recipient" button.

Send eBill documents — step by step

After successfully correcting the documents, you can continue with the send process.
Learn how to send invoices via eBill