Table of Contents

Set up payment types and payroll bank details

Set up employee banks, payment forms, distributions, and company debit accounts for salary payments. Payroll specialists maintain the master data before the first definitive run and before the affected payroll run whenever bank details or distributions change.

Prerequisites

  • The employee is set up for payroll.
  • The required currencies and bank master data are available.
  • For electronic payments, the Bank Account Setup page is fully set up.

Add an employee bank

  1. Open the employee's Employee Card.
  2. Open the bank details and create a line.
  3. Check Pos. and select the Payment Form:
    • Payment Order
    • Bank
    • Giro Account
    • Foreign Bank
    • Cash Payment
    • ASR
    • QR-Bill
  4. Enter the details that match the payment form, such as IBAN, Bank Account No., Giro Account No., Clearing No., Bank Identifier Code, QR-IBAN, or QR Reference.
  5. For payments to a third party, enter the fields in the Beneficiary section (full address including country code) and, if necessary, Payment Reason 1 and Payment Reason 2.
  6. If necessary, use Valid From and Valid To to specify the payroll periods in which the bank line can be used.
Wichtig

Valid To can't be before Valid From. During the payroll run, SwissSalary only considers bank lines whose validity overlaps the settlement period.

Distribute the net salary across bank lines

Use the following fields if an employee has multiple bank accounts:

Field Use
Primary Bank Identifies the bank line that receives the remaining amount not allocated elsewhere. A primary bank is required.
Maximum Amount Limits the amount allocated to this bank line.
Maximum Amount (LCY) Shows or limits the maximum amount in local currency.
Salary Type Filter Assigns only payments from the specified salary types to this bank line.
Currency Code Specifies the payment currency. A blank code represents the local currency.
Exchange Rate Type Specifies Fixed or Dynamic for the conversion.

Check the distribution with a test payroll run. If the sum of the maximum amounts isn't enough to distribute the entire net salary, SwissSalary stops processing with an error message. A negative payment on a bank entry isn't allowed either.

Warnung

Don't change a bank distribution only after the definitive payroll run. Cancel an unposted run, correct the bank lines, and recalculate the run.

Set up the company bank

  1. Open Bank Account Setup.
  2. Enter a unique Bank Code and a Description.
  3. Check Payment Standard Version, Currency Code, and Filter Currency.
  4. For ISO 20022 payments, enter at least Filename, Sender Clearing, Sender IBAN, and Sender Name.
  5. For XML File Encoding, select UTF-8 without the “BOM” suffix.
  6. Add Debit Account No., the sender's address, Customer ID, and Sender ID if your bank or payment process requires this information.
  7. Assign the company bank to the appropriate allocation group.

The payment order lists take the bank to be debited from the allocation group. Therefore, check the assignment before the first run and after changes to allocation groups.

Check bank details

Run the Check Employee Bank report:

  1. If necessary, filter by employee, department, or allocation group.
  2. Select Only Active Employees if you don't want to check employees who have left the company.
  3. Check the reported clearing and bank address errors.
  4. Select Save New Bank Address only if the bank master data has been checked.
  5. Correct invalid IBANs, QR-IBANs, or check-digit errors on the bank line.
Hinweis

The ESR payment form has been discontinued. Use QR-Bill for these payments.

When employees change their bank information in SwissSalary Direct, the professional review and transfer to SwissSalary remain a separate step. Follow the synchronization process for portal changes.

Final check

Before the definitive payroll run:

  • every employee to be paid has a valid primary bank;
  • maximum amounts and validity dates cover the expected net salary;
  • the payment form, currency, and beneficiary are correct;
  • the company bank is assigned to the correct allocation group;
  • the bank account setup contains the information for the intended payment method.

Good to know

  • You change the bank distribution only after the definitive run—without cancellation, correction, and recalculation, the old distribution remains in the net salary and payment.
  • You don't specify a Primary Bank, or you restrict maximum amounts so much that the net salary can't be distributed—the export fails or amounts remain outstanding.
  • You set Valid From / Valid To so that the line doesn't overlap the settlement period—there is no valid bank line and no payment.
  • You assign the company bank to the wrong allocation group—payment orders debit the wrong account.
  • You continue to use ESR instead of QR-Bill—modern bank files and references aren't used.

See also