The Administration in ZEP brings together all areas in which administrators and controllers maintain master data, configure modules and manage system functions. The self-service view of employees on their own data is described in the collection Personal Area.
Note: The administration is available in ZEP Clock, ZEP Compact and ZEP Professional. Which subareas are visible depends on role (administrator, controller, department lead), product line and booked add-on modules. Administrators see all areas; controllers see only System and Export for Accounting.
Administration areas at a glance
The administration is reachable via the main menu and is structured in 17 thematic areas. They mirror on the one hand the master data of the data objects (projects, customers, suppliers, employees) and on the other hand the configuration of the add-on modules and system-related functions.
Account: subscription management, invoices and invoice data for ZEP itself — the self-administration of your ZEP contract.
My Company: general company settings, e-mail configuration, company data, bank details, letter paper and login procedures.
Projects: master data and configuration around projects — activities, status, mail templates, categories and additional attributes. Detail documentation in Project administration.
Customers: master data for customer administration — industry sectors, categories, contact-person categories and additional attributes. Detail documentation in Customer administration.
Suppliers: master data for supplier administration — relevant with the Revenues and costs module for receipt entry with supplier reference.
Employees and Departments: employee settings, text modules, mail templates, categories as well as department master data. Detail documentation in Employee administration.
Prices and Receipts: price tables, price groups, payment methods, tax rates, currencies and receipt types — the master data for receipt entry and price calculation.
Project Times and Receipts: settings for time recording, work break regulation, receipt inbox and mail templates around time entry.
Work Items: configuration of the personal work item management — status, priorities, general settings.
Travel: master data of the travel expense accounting — subsistence costs, cost allowances, vehicles and locations. Detail documentation in Travel expense accounting.
Resource Planning: settings and mail templates around employee and project scheduling. Detail documentation in Resource planning.
Overtime and Absences: absence reasons, holidays, special times and mail templates. Detail documentation in Absences and Overtime.
Ticket System: master data and configuration of tickets — status, categories, mailboxes and notifications. Detail documentation in Ticket system.
Offers: configuration of the offer management — text modules, mail templates, workflow permissions and master data. Detail documentation in Offer creation.
Billing and Accounting Export: billing settings, articles, dunning levels, revenue accounts and interfaces to accounting systems like DATEV. Detail documentation in Invoicing and Export for Accounting.
Documents and Interfaces: document master data and interface administration — SOAP, REST, connectors and DATEV connection. Detail documentation in Document management and Interfaces.
System and Other: month-end closing, device management, tasks, backup copies, change history as well as additional text modules and mail templates.
Standard areas
The following areas are available across all product lines and modules — they form the basis of the administration and are visible independently of booked add-on modules:
Account and My Company: self-administration of the ZEP subscription, general company settings, e-mail configuration, login procedures and letter paper templates.
Employees and Departments: configuration of employee master data, categories, additional attributes and department structures — affects all reports and assignments.
Project Times and Receipts: settings for time recording, work break regulation and activity management — in ZEP Clock limited to working time, in ZEP Compact and ZEP Professional including project and task booking.
Work Items: configuration of personal work item management — available in ZEP Compact and ZEP Professional; in ZEP Clock the area is not available.
Note: The visibility of master data areas can be further restricted by role and permission. The default configuration grants administrators full access; controllers retain access only to System and Export for Accounting.
Module-based administration
The following administration areas only appear when the respective add-on module is booked and active. They complement the standard administration with master data and settings around individual functional modules:
Travel: requires the Travel expense accounting module and bundles subsistence costs, cost allowances, vehicle and location lists.
Resource Planning: requires the Resource planning module with settings for scheduling logic and automatic notifications.
Overtime and Absences: requires the Absences and Overtime module and controls absence reasons, holidays and approval workflows.
Ticket System: requires the Ticket system module and configures categories, status transitions and mailbox inboxes.
Offers: requires the Offer creation module and maintains text modules, workflow permissions and master data.
Billing and Accounting Export: requires the Invoicing and Export for Accounting modules and controls billing logic, dunning levels, revenue accounts and DATEV connection.
Documents and Interfaces: documents require the Document management module, interface administration is standard, individual marketplace connectors are module-specific.
System and Other
The System area bundles system-related functions for data consistency, maintenance and special imports. The Other area contains cross-area master data and mail templates that are not uniquely assigned to a module:
Month-end closing: company-wide lock of bookings for past months. Protects completed accounting from retroactive changes.
Device management and RFID chips: management of ZEP Clock App devices and RFID chips for the stamping clock.
Backup copies: backup management with restoration options.
URLs and Tasks: personal short URLs as well as scheduled background tasks.
Holidays and special times: additional master data for calendar and target-hour calculation — also available without active absences module.
Text modules and mail templates: cross-area templates for e-mail dispatch.
Change history: audit log of all master data changes with filter by area and period.
Scheduler: configuration of regular background tasks like report dispatch or data imports.