This article describes three special cases of invoicing in ZEP: invoicing to multiple customers, the A/P credit memo procedure, and machine-readable invoice formats.
Invoicing to multiple customers
If a project needs to be invoiced to different customers (e.g. property developer and architect), you can activate the checkbox “Invoicing to multiple customers” in the project under Project > [Project Name] > General > Data & Plan.
Setup
After activation, the previous customer is designated as the “Primary customer”. Under Project > [Project Name] > Account Settings > Customers you can add additional customers via + Assign another customer.
The following fields can be maintained per customer: customer order, contact person, invoice address and notes. You can change the primary customer at any time via Change primary customer.
When creating an invoice item, you select the customer to whom this item should be billed. Invoice items belonging to the same customer can be billed together on a single invoice.
Effects on evaluations and price tables
The Sales Forecast and Open Items evaluations for such a project contain an additional column showing the respective customer.
The price table of the respective customer is used for billing. However, evaluations without an invoice reference only use the price table of the primary customer.
If a customer does not have their own price table, the base price table from the master data is used.
Note: If subsistence allowance (VMA) is to be charged to all involved customers, set the following under Administration > Travel > Subsistence allowance: “distribute proportionally across all relevant projects according to the number of hours”.
A/P credit memo procedure
If customers issue you a credit note for services rendered instead of receiving an invoice from you, you can map this procedure in ZEP. Set the billing procedure under Customer > [Customer Name] > General > Data > Invoice tab to “A/P credit memo”.
Process
The basic procedure corresponds to normal invoicing: invoice items are planned and released. The difference lies in the final step:
Released items cannot be invoiced – no invoice document is created.
When you receive the credit note from the customer, you record it as an A/P credit memo for the released invoice items.
The external credit note number from the customer is entered as the title.
A/P credit memos receive their own prefix, which can be configured in the basic settings.
Special features
The A/P credit memo file can be uploaded directly when creating the entry and can also be added or changed later under Invoice > Data – without needing to correct the invoice.
Each time the file is changed, a new invoice version is saved and displayed in the history.
The correction function can still be used to adjust invoice items or rebook hours.