Under Customer > [Customer Name] > General > Data you maintain billing information that is used as the default for all invoices to this customer. In addition, you can configure email transmission and machine-readable invoice formats per customer address.
Invoice Tab
The Invoice tab under Customer > [Customer Name] > General > Data contains the following settings:
Accounting procedure: Choose between Invoice (default) and A/P credit memo. With the credit memo procedure the customer creates the billing and sends it to you as a credit memo.
Automated invoicing: Activates automated invoice delivery for this customer. Only available when accounting procedure is set to „Invoice“.
Payment by direct debit: Activates automatic collection by direct debit. Only available when automated invoicing is active.
Supplier number: Your supplier number at the customer, which can be printed on the invoice.
Buyer reference (BT-10): Mandatory field for XRechnung invoices to public sector clients. The buyer reference uniquely identifies the invoice recipient's department. Only shown when a machine-readable format is configured for the customer.
VAT ID: The customer's VAT identification number.
GLN: Global Location Number (13 digits) from the GS1 system. Identifies the customer's location for machine-readable invoices. Only shown when a machine-readable format is configured for the customer.
Currency: Default invoice currency for this customer.
VAT: Default VAT rate for invoices to this customer.
Cash discount (%): Discount rate granted to the customer for early payment.
Discount period (days): Number of days within which the customer can take advantage of the cash discount.
Term of payment (days): Invoice due date in days. Used as the default when creating an invoice but can be overridden there.
IBAN: Customer bank account for incoming payments (e.g. for direct debit).
BIC: Bank Identifier Code of the customer's bank.
Note: The Invoice tab is available in all ZEP versions. The fields Supplier number, VAT ID, Currency, Tax, IBAN and BIC are available regardless of the product line. The fields Accounting procedure, Automated invoicing, Payment by direct debit, Cash discount, Discount period, Term of payment only appear with the active Invoicing module. The fields Buyer reference and GLN only appear when a machine-readable invoice format (XRechnung or ZUGFeRD) is configured for the customer, and also require the Invoicing module.
Email Address for Invoice Transmission
To send invoices by email to a customer, activate the corresponding address under Customer > [Customer Name] > General > Addresses. Select the desired address and enable the option „Release this invoice address for transmission of invoice files by email“. You can also enter a CC and BCC address.
Note: This option is only available when the Invoicing module is active. Multiple addresses can be released for invoice transmission per customer.
Machine-Readable Invoice Format
For customers who require structured electronic invoices, select the desired format from the Machine-readable invoice format field under Customer > [Customer Name] > General > Addresses. The following formats are available:
ZUGFeRD: Versions 2.0.1, 2.1.1, 2.2 and 2.3.2. The invoice is output as a PDF/A with the XML file embedded.
XRechnung: Current version as well as versions 2.1, 2.2, 2.3.1 and 3.0.1. An additional separate XML file is generated when the invoice is created.
Swiss QR Code and Swiss QR+Swico: For invoices to Swiss customers.
Note: Once a machine-readable format has been selected, the invoice address can no longer be freely edited during invoice creation. The complete setup process (company data, mandatory fields, XRechnung fields per project) is described in the article Machine-Readable Invoice Formats.
Customer Additional Fields
Under Customer > [Customer Name] > Invoice > Customer Additional Fields you define freely configurable fields that appear on the invoices for this customer. The available fields are created under Administration > Billing > Customer Additional Fields.
