To allow accounting to create personal accounts, ZEP can hand over all customers as debtors and all employees as creditors in a master data batch. Both exports work independently of the booking export and are visible to administrators only.
Exporting debtors
Under Export for Accounting > Debtors you export the customers stored in ZEP as a debtor master data set. ZEP delivers the following fields per customer:
Debtor number: Depending on the basic settings, either the ZEP customer number (Cust.No) or the dedicated Debtor number field on the customer.
Name and address: Company name, salutation, street, postal code, city, country, address suffix.
Invoice address: A separate address used for invoicing if needed.
Tax data: VAT ID (if stored), tax country and payment terms in days.
Contact data: Default email address, phone, fax, website, contact person.
Bank account: IBAN and BIC if maintained on the customer.
Use the filters to narrow down the exported customers – for example by department, customer category or customer industry.
The output file uses the same format as the booking export (DATEV, Lexware or General). With DATEV format, EXTF header and active DATEV Online upload, the batch is sent directly into the DATEV cloud.
Exporting creditors
Under Export for Accounting > Creditors you export the employees stored in ZEP as a creditor master data set. ZEP delivers the following fields per employee:
Creditor number: Depending on the basic settings, either the ZEP personnel number (Emp.No) or the dedicated Creditor number field on the employee.
Personal data: Salutation, first name, last name, address.
Contact data: Email address, phone, fax.
Bank account: IBAN and BIC, if maintained on the employee – the prerequisite for reimbursement from the cost export.
Use the filters to narrow down the employees by department and optionally by employment period.
With the function Freelancers and credits active, freelancers are treated separately and exported with their own tax and bank data.
Note: If Force creditor number as a separate field is active in the basic settings, ZEP checks before the export whether all employees have a creditor number. If it is missing on individual employees, the export aborts and lists the affected employees – maintain the numbers on those employees afterwards.
Structure of the export file
Unlike the booking export, the debtor/creditor export does not contain booking records but master data. ZEP creates a separate file (with DATEV EXTF an own master-data batch) that accounting imports into the personal-accounts module. This way you maintain customers and employees only in ZEP and hand over changes to accounting periodically.
The fields contained in the file per record depend on the chosen export format: DATEV delivers the most comprehensive master data set including bank details and invoice address, Lexware a more compact set focused on the fields required for the Buchhalter import, General a wide CSV record for manual import.
The debtor and creditor export is always a complete export of all eligible records. ZEP does not maintain a "previously exported" status – when master data changes, simply re-export the full master data set and your accounting team picks up the updated records.