The Receipts > My Receipts menu item allows you to record project-related expenses – e.g., hotel invoices, train tickets, or external services. Receipts can optionally be assigned to a supplier and, if applicable, billed on to the customer.
Note: Receipts can only be entered for projects or tasks where the setting Receipt entry possible: Yes is enabled.
Receipt Table
The receipt table shows all receipts you have entered. The following functions are available:
Full-text search: Search across all visible columns
Filters: Use Add filter to filter by any field (e.g., project, 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.
Note: The Receipt Number column is always shown and cannot be hidden. Click on the receipt number to edit a receipt. To copy a receipt, use the copy icon at the far right of the row.
Each receipt has a billing status indicating whether it has been billed:
Not billed: The receipt has not yet been included in any billing.
Released: The receipt has been approved for billing by an administrator or controller.
Billed: The receipt has been billed. Editing may be restricted depending on the period and status.
Entering a Receipt
Click Enter new receipt to open the entry form. Fields marked with an asterisk are required.
Select a date and a receipt type. Depending on the receipt type, certain fields are pre-filled. Default values can be configured by an administrator under Administration > Prices & Receipts > Receipt Types for payment method, tax rate, amount, currency, and service date deviation.
A receipt is booked directly to a project; a task can optionally be selected. Only projects to which you are assigned as a project member appear in the selection list. Tasks with a non-bookable status are shown greyed out.
Uploading Receipts (XInvoice, ZUGFeRD, PDF)
You can attach a receipt file during entry. ZEP supports:
XInvoice and ZUGFeRD: When uploading a structured electronic invoice, ZEP automatically reads the contained data and pre-fills fields such as date, amount, and tax rate.
Other PDFs (AI receipt parser): If the AI receipt parser is enabled, ZEP analyzes unstructured PDF receipts and suggests values for date, receipt type, amount, and tax rate. Suggested values must be reviewed and confirmed by the user.
Deviating Service Date
If the Service date may differ pre-fill is set for a receipt type under Administration > Prices & Receipts > Receipt Types, you can enter a second date that differs from the booking date. This service date determines when the receipt is charged to the project. The booking date continues to be used for internal cost calculations.
Supplier
To assign the receipt to a supplier, select one here. This field only appears if active suppliers have been set up in ZEP.
Payment Method
Specify whether you paid privately or whether the company settled the invoice. Administrators can define additional payment methods in master data, e.g., for company credit cards.
Payment method private (reimbursement): The amount (less any private share) is credited in the cost accounting report.
Other payment method (e.g., company): Only a private share, if any, is deducted in the cost accounting report.
VAT
Enter the tax rate applicable to the receipt amount. If an invoice contains amounts with multiple tax rates, add further lines via Add amount with different VAT.
Quantity and Unit Amount
All amounts entered are unit prices. For quantities other than 1, ZEP calculates the total automatically. You can enter the amount gross (incl. tax) or net (excl. tax); ZEP calculates the other value based on the specified tax rate.
Private Share
If the receipt includes an amount for private use, enter that amount here.
Note: The fields Quantity and VAT as well as gross/net refer to the amount including the private share. If the private share has a different tax rate, use Add amount with different VAT.
Note: To indicate whether you paid privately, use the Payment Method field – not the Private Share field.
The arrow icon (between Private Share and billable unit amount) transfers the entered amount less the private share directly to the to bill field.
Note
Enter a personal note for the receipt. The field is pre-filled with the information from the most recently entered receipt.
File
Attach a scan or photo of the receipt. Use the magnifying glass icon to preview a PDF without downloading it. Files can also be downloaded from the Reports > Projects > Project Sales Volume report.
Entering a Credit Note
You can also enter negative amounts, for example if you have received a credit note for a prior payment. Place a minus sign before the amount (no space) and save as usual. The entry appears as a negative amount in the table and is credited to the project accordingly.