With the Receipts menu item (available with ZEP Compact + the Revenue & Costs module or ZEP Professional), you can record company expenses on a project basis (and, if required, also by vendor). These include, for example, hotel invoices, train tickets, or other purchases.

You can also record external services as a receipt for a project (and optionally a vendor) and, if required, re-invoice them.

You can only record receipts for projects or tasks where the setting “Receipt entry possible: Yes” is enabled.

Here you can see all receipts you have entered.

Depending on the time period and status, editing options may be restricted.

The following options are available:

Full-text search

Using the search field in the top left, you can perform a full-text search across all columns currently displayed in the table.

Filters

Via Add filter, you can choose from a wide range of criteria to search for receipts.

For example, if you want to display all receipts recorded for a specific project, select the “Project” filter. When you click it, you can choose the desired project from a list of all projects stored in the receipts. The table updates immediately.

Customize table

Using the gear icon in the top right of the table, you can show or hide columns and define the column order (drag & drop by clicking the two lines in front of the column name).

Directly within the table: You can also change the order of columns by clicking and holding a column header and moving it. A move icon appears, and you can drag the column to the desired position. If you drag a column out of the table area upwards or downwards, it will be hidden.

Sorting receipts

When you hover over a column header, a small arrow appears to the right of the text. Clicking it allows you to sort vendors in ascending or descending order based on that column.

Favorites

You can save your selected filters as favorites (on the right, below the Create new receipt button).

If you want to edit a receipt, click the receipt number.

To copy an existing receipt, click the copy icon on the far right in the row of the receipt you want to copy.

To add a new receipt, click the Create new receipt button. A window will open where you can enter all receipt details. Fields marked with an asterisk (*) are mandatory.

You can upload a receipt file, optionally also an XRechnung or ZUGFeRD file.

Enter a date and select a receipt type. (The receipt type determines which category the receipt belongs to.) External services can also be recorded via a category created by the administrator for this purpose.

Depending on the receipt type, certain values may already be prefilled. The prefill settings per receipt type can be defined by the administrator under Administration > Prices & Receipts > Receipt types for the following fields:

If a prefill is defined, these values will be used when creating new receipts.

If no prefill is defined, the input fields will be prefilled with the details of the last posted receipt.

You can only record receipts for projects or tasks where the setting “Receipt entry possible: Yes” is enabled.

A receipt can be posted directly to a project; a project task can optionally be selected. In the project selection list, only projects for which you are assigned as a project team member are available. As soon as you select a new project, the page will reload.

You can only record time entries or receipts for a task you are assigned to. An asterisk (*) marks your assignment to the respective task. In addition, time entries or receipts can only be recorded for a task with a bookable status. A non-bookable status is shown greyed out in the table.

If tasks are grouped hierarchically, the grouping tasks are shown in bold. You cannot book time entries or receipts to a grouping task.

Click Save to save the receipt. The newly created receipt will be displayed in the table.

If the prefill “Service date may differ” has been set for a receipt type under Administration > Prices & Receipts > Receipt types, you can enter a second date that differs from the posting date. This date is the so-called service date, meaning the receipt will be charged to the project at that point in time.

For calculating the project’s internal costs, the posting date is used as usual. If the payment method is “private”, this receipt will also be listed on the employee’s expense statement using the posting date.

If the receipt should be assigned to a vendor, you can select it here. If you do not see the vendor assignment field, either no vendors have been stored in ZEP yet, or the stored vendors are not marked as active.

When recording receipts, you must specify whether you paid privately or whether the invoice was paid by the company. As an administrator, you can define in the master data which payment methods should be available in your ZEP system.

If you select the payment method “private” (reimbursement), the amount (possibly minus the private portion) will be credited back in your expense statement.

If you select another payment method, e.g. “company”, only the private portion (if applicable) will be deducted in your expense statement.

Different VAT rates on receipts are used for correct reimbursement to employees and correct calculation of internal and external (net) costs.

Specify which VAT rate applies to the receipt amount including the private portion.

If an invoice contains amounts with multiple different VAT rates, you can record this within one receipt:

As an administrator, you can define which VAT rates should be available in your ZEP system under Administration > Prices & Receipts > VAT rates.

All entered amounts are unit prices. The total amount (if quantity ≠ 1) is calculated by ZEP and displayed in the table.

Enter the receipt amount and currency. The amount is taken into account in the internal costs of a project.

Enter the unit amount of the receipt and the currency.

You can choose whether you want to enter the amount as gross (including tax) or net (excluding tax). Based on your entry in the “Input tax” field, ZEP calculates the corresponding other value.

If the receipt includes a portion for your private use, enter this amount here.

Using the arrow icon (between the “Private part” field and the “To invoice unit amount” field), you can transfer the entered amount into the “To invoice” field. The private portion will be deducted. The icon is only shown if the “To invoice” field is displayed.

Depending on the selected project, a billable amount may or may not be required. The billable amount indicates how much of the recorded receipt should be invoiced to the project.

Enter a personal comment for the receipt. This field is prefilled with the most recently entered information.

Here you can attach the scan of the corresponding receipt. The file will then be attached to the receipt. With the magnifying glass icon, you can preview the PDF file without downloading it. With the PDF icon, you can download the file.

The files can also be downloaded in the reports under Reports > Employees > Expense statement and Reports > Projects > Project revenue.

You can also enter negative amounts, for example if you receive a credit note for payments already made in advance. Add a “-” in front of the amount (without a space) and save the entry as usual. In the table, this entry will be shown as a negative amount and credited to the project accordingly.