The module’s evaluations are available in several places in ZEP: under Reports > Billing, in the menu of individual projects, and in the menu of individual customers. The menu item Reports > Billing is reserved for administrators, controllers and project managers with budget responsibility.
Tip: Each of the reports described here can be exported as a file. How the export works, which formats ZEP supports, and how the background export for large data sets works is described in the article Tips & Tricks for Using ZEP in the sections File formats of reports and Run reports automatically.
Overall State Invoicing
Found under Reports > Projects and Reports > Customers. The Overall State Invoicing provides a cross-project and cross-customer overview of billed services within a given period.
Filter options: department (with the Locations & Departments module), status, project type, project duration, as well as categories and tags. Optionally you can specify:
whether the evaluation should be broken down by tasks.
whether billable travel hours should be displayed.
whether internal costs should be shown.
whether the planned figures for the overall project and a plan-actual comparison should be displayed.
The results table is configurable and can be exported as Excel or CSV. The evaluation can also be run in the background and scheduled as a recurring task.
Note: All invoice items whose service period falls fully or partially within the configured period are taken into account as the evaluation period.
Missing Invoice Items
Found under Reports > Billing > Missing Invoice Items. Displayed here are project-specific periods in which billable project hours or receipts were recorded but have not yet been planned as invoice items.
A click on an entry leads directly to the corresponding project in the submenu item Billing > Invoice Items with the period pre-filled.
Tip: We recommend planning your billing at the same time as you plan your projects. Use this evaluation to identify services that have not yet been invoiced.
If you have defined one or more periods for a project that should be excluded from this check, ZEP additionally displays the "Periods excluded from checking" table. It lists the periods for which you deliberately do not want to issue an invoice, despite billable project times or receipts being recorded.
The exclusion only affects the display of missing invoice items and the "Work-in-progress" report. Other reports and the manual billing of these periods remain unaffected.
Revenue Report
The Revenue Report lists all already billed invoice items of a period and totals the revenue per customer and project. You use it as a retrospective on the actually invoiced services — complementing the Sales Forecast, which looks ahead to planned items, and the Overall State Invoicing, which shows the current status per project.
For each invoice item, the report shows date, invoice number, planned and billed amount, employee, task, customer, project, period of service, and additional master data (project reference, customer order, order number, job number, article, VAT, revenue account). With active departments, the department is additionally included.
You limit the evaluation period via two date ranges: by Invoice date and by At the end of the service period. In addition, you filter by customer and department.
Note: The Revenue Report is visible for Administrators, Controllers, and Department managers — unlike the other Invoicing reports, which are also visible to Project managers with budget responsibility.
If employees from different departments have worked on a project, the checkbox "Sub-totals by employee department" additionally groups the invoice items by the department that actually performed the service. This option is only available with the Departments add-on module.
Sales Forecast
The Sales Forecast can be accessed in the following places:
Project-specific in the submenu of an individual project.
Customer-specific in the submenu of an individual customer for all projects of that customer.
ZEP-wide under Reports > Billing.
Based on the stored repetition intervals and planned or billed amounts as well as missing invoice items, revenue is forecast for the coming months, quarters or years. Alternatively, you can call up the evaluation for a past period to track revenue development.
Configuration options:
Scale: month, quarter or year.
Currency filter: consider only invoices in a specific currency.
Convert all amounts to the base currency (rate via Fixer.io). Invoiced positions are converted at the invoice date, positions not yet invoiced at the current date.
Time-based sorting by planned or actual invoice date, optionally including payment due date.
Cumulative view as well as a chart with customer/project details.
Filter by the industry of the customer.
How the amounts are calculated:
Planned and released invoice items are included, depending on the setting Amount for invoice items not yet settled, either with the planned amount or from the currently booked times and receipts.
Settled invoice items, including cancelled ones, are included with the actual amount.
Not yet settled surcharge items in percent are included with the planned amount.
With the option Missing expenditure invoice items, ZEP includes not yet settled expenditure from the evaluation period. Missing flat-rate items are not taken into account.
The evaluation can also be run in the background and scheduled as a recurring task.
You can optionally also restrict the invoice items by status (Planned, Released, Billed/Cancelled). In the tabular report, negative amounts are displayed in red.
Without the Accumulates option, the expected revenue is shown separately for each month, quarter or year. When enabled, ZEP instead shows the sum of the respective period and all preceding periods.
The basis here is exclusively project times and receipts booked to expenditure projects and expenditure tasks. Per project, ZEP groups all expenditure not covered by an actual invoice item into one missing invoice item.
The latest date it contains counts as the theoretical invoice date and determines in which month of the Sales Forecast the amount appears. The evaluation period therefore affects both the amount and the timing of missing invoice items. Planned, released and settled invoice items, by contrast, are always considered with their actual or planned invoice date.
Open Items
Found under Reports > Billing > Open Items, in the submenu of a customer, and in the submenu of a project. Available for administrators, controllers and department managers (with the Locations & Departments module).
Note: The Open Items evaluation is only available if the option "Manage incoming payments in ZEP" is enabled under Administration > Billing > Settings.
The evaluation lists all invoices for which no complete payment has been received by the cut-off date. Filter options:
Evaluation period (regarding invoice date).
Cut-off date (default: today’s date).
Optionally show only invoices with a payment delay. You define whether the days in arrears are counted from the current payment term (payment term of the dunning notice, otherwise of the invoice) or from the payment term of the invoice.
Filter by the industry of the customer.
The day intervals in the table columns can be configured under Administration > Billing > Settings. The table is configurable and allows dunning notices to be created directly by clicking on the invoice number.
Via the plus icon in the payment documentation column next to the open amount, you record an incoming payment directly. This column is available when incoming payments are managed in ZEP.
Project managers with budget responsibility can also access this report via their project's submenu.
Additionally, the filter option "Convert all amounts into EUR" is available (EUR here stands for your configured base currency) and is enabled by default. For each invoice, the exchange rate valid on the respective invoice date is used, which you configure under Administration > Prices & Receipts > Exchange Rates. If you disable the option, the report shows the amounts in the respective invoice currency instead.
Work-in-progress
The report under Reports > Billing > Work-in-progress delimits billable services as of a cut-off date. The cut-off date is the to date of the evaluation period. It shows for which customers and projects billable project times were booked in the period that are not covered by any invoice settled up to the cut-off date. Periods excluded from the check are not taken into account.
The filters control the scope of the report:
Consider times of flat rated tasks also includes billable times from flat-rate projects.
Also take into account partial final invoices.
Also take into account receipts with selection of the type of receipt and the option only receipts with a billable amount.
Show individual projects per customer.
Convert all amounts into the base currency.
The result table shows per customer, and per project if the option is active, the following values:
Total planned revenue, the planned total remuneration.
Amount invoiced up to the cut-off date, the sum of the invoice items settled by then. Planned and released items are not counted here.
Difference between total planned revenue and the invoiced amount.
Not yet invoiced billable hours that are not settled by the cut-off date. Hours from invoices with an invoice date after the cut-off date also count here as not yet invoiced.
Internal costs of these hours.
Internal costs of not yet invoiced receipts, provided receipt consideration is active.
The Currency filter field lets you further restrict the report to a specific project currency. This is useful if your projects are billed in several currencies and you only want to consider one of them.
If this option is enabled, the report always uses the exchange rate for today's date for the conversion, regardless of the cut-off date of the evaluation period. If it is disabled, the report shows the amounts in the respective project or customer currency instead.
To check whether invoices were forgotten, use the report "Missing Invoice Items" instead.
A typical use case for "Work-in-progress" is the fiscal year-end closing to determine work in progress. Run the report for this after the end of the fiscal year, once all invoices of the past year are finalized and the corresponding months are closed. Invoices settled after fiscal year-end with a later invoice date do not distort the result, since the report is based on the invoice date of the respective invoice.
Incoming Payments
Found under Reports > Billing > Incoming Payments. The evaluation shows which incoming payments were received within a selectable period.
Filter options: department (with the Locations & Departments module), evaluation period, customers and currency. Optionally, all amounts can be converted to the base currency.
Displayed columns: customer, invoice number, project, invoice date, discount date, payment due date, net amount, gross amount, date of incoming payment, received amount, reduction, as well as VAT and notes.
Note: If the amount has not been paid in full or no entered reduction is present, this amount will appear in the Open Items evaluation.