The Customers menu item is available not only to administrators, but also to any employee with the Controller or “User with additional rights” role, as well as department managers (when the Locations & Departments module is active).

Administrators can create and edit customers. In addition, department managers can create and edit customers for their own department(s).

Define search criteria for displaying customers in the customer table.
Whenever you change the filter criteria, click Execute to refresh the customer list.

This is a list of customers that match the specified search criteria.

If you click one of the (underlined) letters, the list will be filtered to show only customers matching the current search criteria whose customer number or name begins with that letter. The selected letter is displayed in slightly larger, non-underlined text in the alphabet row. Click All to remove the filter by initial letter.

Click the gear icon under Configure Table Columns to select which columns you want displayed in HTML (browser view) and for export as CSV.
You can customize the column order by clicking and dragging the column handle to the desired position.

Use the Download icon to export the table as a CSV file (according to your settings under Configuration > Table Columns > CSV).

You can sort the customer list by clicking on a column header. Clicking the same header again will reverse the sort order. By default, sorting is done by the short name.

Numbers and most special characters are sorted before the letter A.
German umlauts (ä, ö, ü) are sorted after Z.

To create a new customer, go to Customers > Management and click the link Create New Customer.

When you create a new customer, a pop-up window will open where you can enter the general customer information.
This pop-up contains all the data fields that are available under the Data submenu for a selected customer.

For each customer, assign a unique customer number (Cust.No).

Specify the currency in which the customer's price lists will later be defined.
You can select from the currencies maintained under Administration > Prices & Receipts > Exchange Rates.

The Tax is stored for each customer.
The default value is taken from Administration > Customers > Settings:

Assign an industry to the customer: Available industries are those maintained under Administration > Customers > Industries.

Only when using the “Sites & Departments” module: Specify which department of your company manages the customer. Department heads of that department with the role User with extended rights can not only view but also edit the customer data.

After entering all customer data, confirm your entries by clicking Save.
You can then make additional entries for the customer by selecting the corresponding submenu item.

Under Customer > General, you can view the general customer data in the Data submenu — the same information you entered when creating the customer.

General:

Contact Data:

Invoice: (only with the Invoicing module)

Administrators can change the Cust. No.:

Customers who are no longer active can be set to inactive.

Assign the customer a contact person.

Select an employee from the list of all employees to assign as the contact person for this customer.
Optionally, you can allow the contact person to also “edit customer data.”

A contact person always has access to the Customers menu.Here, they can view all customers for which they are listed as the responsible person.
For a selected customer, they will see the General menu with the submenus Data and Addresses — but only if they have permission to edit customer data.
The submenus Projects and Reports are always visible.

A contact person can:

If editing rights are granted, they can modify:

A contact person cannot:

Under Projects, the contact person sees:

In the table, the default address of the customer is shown in bold text.
You can edit this address, but you cannot delete it.

If you want to add additional addresses, click “New Entry” and enter the relevant details. After saving, the new address will appear in the table.

If you are using the Invoicing module, you can also designate one of the entered addresses as the billing address (default setting: default address = billing address).
Additionally, you can specify whether this billing address is approved for email invoice delivery and, if so, enter an appropriate email address.

Select a machine-readable invoice format:

If you are using the Invoicing or Quotation module, you can also define a delivery address. This delivery address can then be inserted into quotations and invoices using the corresponding placeholder.

In the submenu Contact Person, you can enter the details of the contact persons for the customer. The first contact person you create is automatically set as the primary contact person.

You can define a new contact person by clicking “Create new contact person.”

By clicking “Change primary contact person,” you can assign another contact person of the customer as the primary contact person.There can only be one primary contact person per customer.

Contact Person Table: This is a list of all contact persons associated with the customer. The primary contact person is always displayed in bold.

You can edit a contact person’s data by clicking the edit icon, or delete them using the delete icon. Contact persons can also be marked as inactive.
Inactive contact persons are, for example, not displayed in the list of possible contact persons for a customer project.

Clicking the name of a contact person opens the customer contact person menu, where you can also edit their data. (To go back, use the navigation bar and click the customer name.)

The following details can be entered for a contact person:

If you are using the Quotation and/or Invoicing module:

When you enter a department, it will be displayed below the name of the customer contact person in the address section of quotations and invoices.

Select a contact person address if it differs from the customer’s main address.
All customer addresses listed under Customer > Addresses are available for selection.
The chosen address will then appear under Customer > General > Contact Persons as the address displayed in the contact persons table.

If you are using the Quotation Creation module, the contact person’s address will be automatically transferred to the quotation (but can be overwritten if needed).

Access to ZEP Ticket System (available only with the Ticket System module):
If your contact person should have access to the ZEP Ticket System, assign them a username and password here.As with an employee, you can also specify the language in which ZEP will be displayed for this customer contact.

In the Projects submenu, you can view all projects associated with the customer.

Administrators, Controllers, and Department Managers can also create projects here. If the corresponding setting has been enabled in the administration area, a User with additional rights can also create projects. When such a user creates a project, they are automatically assigned as the Project Manager for that project.

Administrators, Controllers, and Department Managers can view all projects that have been created for this customer. Users with additional rights can see only the projects for which they are assigned as Project Managers.

If you click on one of the underlined letters (links), the list will be filtered to show only those projects matching the search criteria whose short name or title begins with that letter. The selected letter appears slightly larger and without an underline in the alphabetical row. Click All to remove the filter and display all projects again.

In the submenu Change History, you can view the change log of the customer data.
This menu item is only visible if, under Administration > Other > Change History, the setting "Track changes of customer data" has been activated.

When you open the submenu "Delete", the system shows whether the customer can be deleted or which elements are preventing the deletion.

You can only delete a customer if there are no projects, documents (only with the Document Management module), or invoice items/invoices (only with the Invoicing module) linked to that customer.

If you want to archive a customer, it is recommended to deactivate the customer instead.

In the Customers menu, only active customers are displayed by default. However, if you still need to run reports or analyses for that customer, you can choose to display “inactive customers” as well.

In the submenu Account Settings, you can define how the customer’s projects are to be billed. Here, you specify a customer price table and set the travel settings agreed upon with the customer.

These settings automatically apply to every new project created for this customer, as long as no specific project price table is defined.

For a customer without a customer price table, the base price table from the master data is used.

You can create an individual price table for each customer.

For projects belonging to this customer that do not have their own project-specific price tables, the customer price tables will be used for all billing and reporting purposes. If no customer price table exists, the company’s base price table will apply instead

If new prices are negotiated with the customer during the course of the project, you can create a new price table with a corresponding start date and comment using the New Price Table option.

Each price table consists of four sections:

In the menu Account Settings > Travel Settings, you can define how travel flat rates (arrival flat rates) are to be calculated for each customer. The default settings for new customers can be specified under Administration > Customer > Settings.

Travel flat rate for a continuous trip involving multiple projects for the same customer:

When using a travel flat rate per day, you have two options:

When using a travel flat rate per trip, you also have two options:

If you want to allow all implicitly assigned price groups for this customer, you don’t need to make any changes.
ZEP will inform you in a blue information box when the standard price groups are assigned to the customer.

If you want to limit the list of customer price groups, click on “Change assignment of customer price group”
Then, select the desired price groups from the list by checking the corresponding boxes and click “Assign.”