Suppliers enable the centralized management of all external business partners from whom costs are recorded in ZEP – e.g., service providers, subcontractors, or vendors. They form the basis for structured receipt entry and meaningful cost reports.
With the supplier area, companies can:
Maintain supplier master data centrally
Assign receipts clearly to suppliers
Analyze external costs transparently
Standardize purchasing processes
Roles & Access Rights
Administrators
Create, edit, and delete suppliers
Access to reports in the supplier file and settings under Administration > Suppliers
Controllers
Read access to suppliers
All Users
Can select active suppliers for assignment during receipt entry
Supplier Overview
Administrators and controllers get a complete overview of all created suppliers via the Suppliers menu item.
The following functions are available:
Full-text search: Search across all visible columns
Filters: Use Add filter to filter by any field (e.g., city, industry, status). The table updates immediately.
Personalize table: Show/hide columns and arrange via drag & drop using the gear icon. Columns can also be moved directly in the table.
Sorting: Click the arrow next to a column header to sort ascending or descending.
Favorites: Save filter combinations for frequently used views.
Export: Export supplier data in various file formats using the download icon.
Note: The Supplier Number and Name columns are always shown and cannot be hidden.
When you check multiple suppliers in the table, you can change the following fields as a bulk action via Execute action: industry, VAT, country code, status, cash discount period, and payment term.
Creating Suppliers
Administrators can add suppliers via Add new supplier. Required fields are supplier number and name. The General tab shows any additional attributes that have been created.
Enter contact and payment data. All information can be updated later in the supplier file or via bulk action.
Supplier File
The supplier file provides a complete overview of all supplier-specific data. Use the pencil icons in the respective tiles to edit information.
The gear icon gives an administrator access to menu items under Administration > Suppliers and allows deleting the supplier if no receipts are linked to it.
The Supplier File menu item shows a dropdown to switch to addresses, contact persons, and the change history.
The Reports menu item in the supplier file shows all receipts assigned to this supplier. Full-text search, filters, column customization, and favorite saving are available. Click a receipt number to view and edit receipt details. New receipts can be entered directly here.
Addresses
In the Addresses tab you can store any number of addresses for the supplier. Use Set as primary address to define which address is used by default for correspondence.
Each address can include type, street, postal code, city, country, and other contact details. Addresses can be edited or deleted at any time.
Contacts
In the Contacts tab you can manage contact persons at the supplier (name, position, email, phone). One contact can be marked as the primary contact.
Receipts
The Receipts tab shows all receipts assigned to this supplier. Full-text search, filtering, column customisation, and saved views are available. Click on a receipt number to open its details.
New receipts can be entered directly from this view – the supplier is automatically pre-filled.
Costs
The Costs tab provides an overview of all costs assigned to this supplier across all projects, making it easy to track external expenditure per supplier.
Documents
In the Documents tab you can store files (e.g. contracts, certificates) directly on the supplier record.
Responsible Persons
Under Responsible Persons you define which employees are internally responsible for this supplier. One person can be marked as the primary responsible person.
Change History
The Change History logs all changes to supplier master data: which field was changed, when, by whom, and to what value.