You can find the master data for this module under Administration > Billing. Store this data before using the module in production, as it serves as the basis for invoicing.
Articles
Under Administration > Billing > Articles you manage articles that can be invoiced as invoice items. With the Quote Creation module, articles can also be used as quote items.
Create new articles via + Create New Article. Each article has the following fields:
Required fields: Article number, name, currency.
Optional fields: Unit, unit price, description.
Articles can be created in multiple languages. Using the copy icon, all data of an article is duplicated with the addition of "Copy" in the article number.
Note: If an article is used in an invoice or a quote, it can no longer be deleted. Set articles that are no longer needed to "inactive".
Customer Additional Fields
Under Administration > Billing > Customer Additional Fields you define freely configurable fields that appear on the invoice. The fields stored here serve as default values for all customers and can be customized individually per customer.
Customer additional fields can be entered per language (German, English, French). The fields appear on the invoice at the following positions:
Individual fields with field name and field content, displayed in a table below the customer number.
Upper invoice text: Above the table of invoice items.
Lower invoice text: Below the table of invoice items.
Placeholders and text modules can be used in all fields. The field contents can still be adjusted at the time of invoicing.
Project Additional Fields
Under Administration > Billing > Project Additional Fields you define additional fields at project level. The fields stored here apply to all projects for which no individual project additional fields have been defined.
Project additional fields are used during invoicing as follows:
Name and content appear as default values in the "Invoice text" field when creating invoice items.
On the invoice, they are listed per invoice item.
The upper project invoice text appears on every invoice that contains invoice items for this project.
The lower project invoice text appears below the lower customer invoice text.
Note: If a field content is left empty, the field name will also not be included on the invoice. Changes to project additional fields after invoice items have been created do not affect existing invoice items.
Dunning Levels
Under Administration > Billing > Dunning Levels you define the stages of the dunning process. ZEP already provides commonly used dunning levels with corresponding texts. The order of the dunning levels can be adjusted using the arrow icons.
Use + New Dunning Level to create your own dunning levels. The following fields can be maintained per dunning level:
Name and title (the title appears on the dunning notice).
Payment target in days.
Upper text (manually or via text modules).
Default interest (optional, with specification of the interest rate).
Default damage (optional, with amount).
Lower text (manually or via text modules).
Note: How to create and send reminders is described in the article Dunning.
Text Modules
Under Administration > Billing > Text Modules you store predefined texts for invoice items, project and customer additional fields, and dunning notices. Use + New Text Module to create a module with a name, language, and content. Placeholders can be used in the content and will be replaced with the respective values when the text module is applied.
Mail Templates
Under Administration > Billing > Mail Templates you customize the standardized email texts for sending invoices. The following template areas are available:
Invoice mail templates: Notifications when sending invoices.
Dunning mail templates: Notifications when sending dunning notices.
General placeholders and text modules for invoice- or dunning-specific information can be used in the templates. Each template can be sent as a test email in German, English, or French to your own email address.
Revenue Accounts
Under Administration > Billing > Revenue Accounts – available with the Export for Accounting module – you store the revenue accounts that must be selected when creating invoice items.
Each revenue account has the following fields:
Account number and name.
Country identifier: Domestic, EU, or third country.
VAT rate.
Multiple revenue accounts can be created for the same country identifier and VAT rate – these will then be available for selection on the invoice item. Each customer must be assigned a country identifier.
Example: New VAT rates apply from 01.01.2024. For advance payments with a service date in 2024, you can create the same revenue account with the new VAT rate and select it accordingly on the invoice item.
Company Data for Machine-Readable Formats
Under Administration > My Company > Company Data you store the sender data of your company. This is required for creating ZUGFeRD invoices, XInvoices, and the Swiss QR Code.
The following fields are available: name, address, postal code, city, country code, phone, fax, email, website, shareholders/managing directors/board members, VAT ID, tax number, commercial register number, and global identification number.
Warning: For creating PDF/A-ZUGFeRD invoices, at least the name and bank details must be fully provided. In addition, the "ZUGFeRD" checkbox must be activated under Addresses for the customer, and the ZUGFeRD country code must be entered.
