Basic Settings "Prices & Receipts"

Define a Base Price List for your company.v

It will apply to the billings and reports for projects for which there is neither a specific Project Price List nor a Customer Price List for the associated customer.

The Base Price List also serves as a copy template for Customer Price Lists.

You specify the date from which the Price List is valid. Whenever you define a new Base Price List for your company starting from a certain date, you also enter it in ZEP as a new Price List with a new start date of validity.

Every Price List consists of four parts:

You can store Price Groups in multiple languages.
The entry is made in the Designation field: Click on German, enter the German designation for the short form; click on English, enter the English designation, and so on. Depending on the language set for the employee or the project, the respective designation will be displayed.

With the help of Price Groups, the employees of a project are divided into differently paid categories.

In Employee Administration, you specify a Price Group for every employee when creating them. This is pre-set later in project planning when you (or the respective Project Manager) assign an employee to a project, but it can also be changed individually.

In the Price Lists, you will always define Hourly Rates and Daily Rates based on the different Price Groups. This applies to the Base Price List(s), as well as to customer-specific Price Lists or project-specific Price Lists.

Here in the Master Data Administration, you manage the list of Price Groups that should be available for selection in Employee Administration, employee-project assignment, and Price List entry. At least one Price Group is mandatory.

Inactivate Price Groups

Price Groups cannot be deleted because this would affect old reports and current planned/actual comparisons or cause them to deviate from earlier reports. To remove no longer needed Price Groups from the display, you can inactivatethem:

Call up the corresponding Price Group for modification and place a checkmark in the inactive checkbox.

In existing Price Lists (Base, Customer, Project Price Lists), the inactive Price Group is displayed with the note inactiveif values for daily or hourly rates are still assigned to this Price Group. As soon as all values are set to 0, the inactive Price Group is hidden. When copying Price Lists, the old Price Lists are copied identically, meaning inactive Price Groups may become visible again during this process.

Here it is specified for which number of hours you calculate which share of the daily rate. This is the basis of billing for all projects with the billing type effort based on daily rate.

The definition of Daily Rate Shares established here in the master data applies to all projects that have not defined their own definition of Daily Rate Shares.

When defining Daily Rate Shares, you can use up to 4 decimal places for both the from hours and the to hours(depending on the minute grid set in ZEP; if you have set a 15-minute grid, specifying 2 decimal places is sufficient).

For the Daily Rate Shares, you can enter up to 8 decimal places. ZEP displays the Daily Rate Shares in the reportswith at least 2 and with up to 8 decimal places (depending on the definition). When an individual project is evaluated, exactly the Daily Rate Shares that apply to this project are considered, and a maximum of as many decimal places as specified are displayed.

When recording Receipts, the employee must specify whether they paid privately (generally Payment Method private) or whether the invoice was settled by the company (generally Payment Method company). You can define additional Payment Methods for your company here, e.g., one for each of the different company credit cards.

You can store Payment Methods in multiple languages. The entry is made in the Designation field: Click on German/English/French and enter the German/English/French designation for the short form. Depending on the language set for the employee or the project, the German, English, or French designation will be displayed.

Reimbursement of Receipts

If the employee specifies the reimbursement payment method when "Recording Receipts," the amount appears in their Expense Report. If you want to change which Payment Method should result in a reimbursement in the Expense Report, click the link Change Reimbursement. You can specify your desired Payment Method for reimbursement (provided it is not already in use).

When recording Receipts, the employee specifies the amount and the tax rate. Enter here the VAT Rates that should be available for selection for receipt recording. You can set obsolete VAT Rates to inactive; they will then no longer be offered for selection, but are still available for changes.

Currencies and Exchange Rates are recorded here. One of these currencies is used as the Base Currency in ZEP. All Exchange Rates are specified in relation to the Base Currency. Accordingly, the rate of the Base Currency is 1.0.

Example:

You can manage your Exchange Rates here manually or you can update the respective entered Exchange Ratesautomatically via the ZEP Scheduler under Administration > System > Tasks > Update Exchange Rates.

Every currency defined here in the master data under Exchange Rates is updated with the current rate. The rate is pulled by ZEP from the website Fixer.io. Please pay attention to the correct currency code!

In some reports (e.g., Travel Expense Report for the employee, Overall Status), all monetary amounts are converted into the Base Currency. The flat rates for vehicle types and work locations are also specified in the Base Currency. A currency can have different Exchange Rates over time. The period of validity for each Exchange Rate can be limited in the "valid until" column. In reports, the current Exchange Rate is used to convert a receipt into the project currency (conversion rate at the receipt date) or to convert an invoice amount from the project currency into the Base Currency(conversion rate at the invoice date).

Conversion Rate Date

In the reports, monetary amounts are rounded to two decimal places.

Exception: Monetary amounts in Swiss Francs (currency designation "CHF") are rounded to 5 cents if you specify this option with Yes under Administration > Project Time & Receipts > Settings.

If you want to change the Base Currency, click the link Change Base Currency: Mark the currency that should be your new Base Currency in the Base Currency column. Please note: If you change the Base Currency, all Exchange Ratesmust be adjusted accordingly! The same applies to the flat rates for vehicle types and work locations!

What role does the Base Currency play in ZEP?

The employee can assign each Receipt to a Receipt Type when recording Receipts. Some typical Receipt Types are already included in ZEP.

You can store Receipt Types in multiple languages. The entry is made in the Designation field: Click on German/English/French and enter the German/English/French designation for the short form. Depending on the language set for the employee or the project, the German, English, or French designation will be displayed.

Default Setting by Receipt Type

You have the option to define specific Default Settings for each Receipt Type. These quasi-Standard Receipts simplify receipt recording for employees and help avoid errors. The Administrator can define the default setting for the following fields for each Receipt Type in the master data:

If a Default Setting is defined, these values are used when recording new Receipts. If no Default Setting is defined, the input fields are pre-filled with the details of the last booked receipt.

Change Short Form of the Receipt Type

You can rename the Short Form of the Receipt Type by clicking the pen symbol, entering the new short form, and saving.

Deviating Service Date

If the Default Setting Service Date may deviate has been set for a Receipt Type, an additional checkbox is displayed during receipt recording. If you check this box, you can specify a second date that deviates from the Booking Date. This date is the so-called Service Date, meaning the receipt is calculated further to the project at this time. For determining the internal costs of the project, the Booking Date is used, as usual. If the payment method is private, this receipt is also listed on the employee's Expense Report at the Booking Date.

ZEP offers you the possibility to send emails at various points. For these emails, there are standardized texts included in the emails. Here you can customize the standardized text for the Receipt Mail Template. You have the option to send specific information regarding the receipt and employee through general Placeholders.

You can send all Mail Templates as a test email (Preview) to your own email address. Click on the column "Test Send (to own email address)" on German"/"English"/"French"; you will then receive the email in the corresponding language sent to your address. Additionally, you can optionally add files (max 5 x 20MB / max. 50MB total).

The Mail Template Receipt Details is sent when an email link (envelope symbol behind an employee's name) is clicked in a receipt table (e.g., Reports > Employees > Receipt Report, Reports > Project > Receipt Report).