How to generate swiss payment slips faster and easier with software
There are several different ways of producing orange payment slips with reference numbers (ESRs):
- Using printed payment slips that are partially completed such as the ones supplied by your bank or by Postfinance
- Payment slip templates that need to be completed manually
- Payment slips that are automatically generated by your invoicing software, which you can either print and send by post or simply send online as a PDF.
The most important information on a payment slip is the reference number
Regardless of whether a payment slip is pre-printed, created from a template or produced by yourself, the most important information that it contains is surely the reference number.
The 27-digit reference number must either be written in manually, or automatically generated by your accounting software so that it appears on the payment slip.
As soon as the payment is received in your Postfinance or bank account, you will see the following information:
- The reference number of the payment slip
- The date that the payment was credited to your account
- The amount that was credited to your account
You will NOT see the name of the person or company that made the payment. Regardless of whether the payment slip was pre-printed or created by yourself, the name can only be determined by means of the reference number!
The greatest advantage of using accounting software is clear – it allows you to automatically cross-reference names and reference numbers that would otherwise need to be laboriously matched by hand from your records. You can always see at a glance which invoices have already been paid and which invoices are still open.
The following tasks are performed automatically for you by the accounting software:
The automatic allocation of a reference number to the ESR payment slip
The reference numbers of pre-printed orange payment slips are arranged in ascending order.
Since banks only provide the reference number and not the name of the person or company who made the payment, if you are using pre-printed payment slips, it is enormously important to maintain a list (in an Excel spreadsheet. for example) of names and the corresponding 27-digit reference numbers, so that when payments are received, you know by whom they were made.
If you create your invoices with accounting software, manual processing is unnecessary: reference numbers are allocated automatically, which also allows reconcilations to be performed automatically, and avoids the possibility of typos or oversights.
Automatic debitor control
Which invoices have been paid, and which payments are still open? Accounting software allows debitor accounts to be reconciled automatically when the appropriate amount is received, so you always know which invoices have been paid without checking manually.
No extra work if reminders are required
If an invoice isn't paid on time, it may be necessary to send out a reminder with another payment slip. If you use pre-printed payment slips, you now need to record two different reference numbers manually in order to ensure faultless reconcilation. Accounting software can help you here as well, by generating a reminder and payment slip that would otherwise have to be created laboriously by hand, and by performing the ensuing reconciliation between the credit received and the open invoice.