Frequently asked questions

Short answers to the questions that come up most often when using ZERPY.

Why can't I change an issued invoice?

An issued invoice cannot be changed — accounting rules require this. When issued, the invoice gets its number and stays as it is.

If an invoice is wrong:

1. Open the invoice and press Credit note.
2. Choose what to credit (Credit everything or only some lines), write the Reason and press Create draft.
3. Check the draft credit note and press Issue credit note.

Once the invoice is fully credited, you can make a new, correct invoice from the order. An invoice draft can still be changed or deleted with Delete draft. See also Invoices.

Why does the invoice have no number?

An invoice gets its number only when you press Issue invoice. Until then it is a draft. Numbers run in order without gaps.

Why is "Available" below zero?

Available = quantity on hand minus what is already reserved for confirmed orders. If you have confirmed orders for more than you have in stock, "Available" goes below zero — it shows how much is missing. A shortage is a warning, not a block: you can still confirm the order.

The quantity on hand (On hand) itself can never go below zero. See also Inventory.

Why can't I ship an order?

You can only ship as much as is actually in the chosen warehouse. If there is not enough, shipping fails. Receive the goods first (purchase order), produce them, or correct the stock if it is wrong (see the next question). You can ship part of the goods now and the rest later.

How do I correct stock?

1. Open Inventory → Stock and press Adjust stock.
2. Choose what you are doing:
   • Stock count — enter how many you physically counted; the difference is calculated for you.
   • Correction — enter the change: positive adds stock, negative removes it.
3. Choose a Reason (e.g. Damaged, Lost / stolen, Found, Opening balance) and save.

ZERPY never overwrites the stock figure — every correction stays in the movement history. See also Inventory.

How do I undo a shipment?

A shipment cannot be cancelled — the goods have left the warehouse and this stays in the movement history. If the customer returns the goods, make a credit note for the invoice, choose Return goods to stock and the warehouse. When the credit note is issued, the goods come back into stock. If only the quantity was wrong when shipping, correct the stock (see the previous question).

How do I change or cancel a confirmed order?

• If the order has no shipments and no invoice yet, press Back to draft, change it and confirm again.
• Cancel order works only while the order is not shipped or invoiced.

Once goods are shipped or an invoice is made, corrections are made with new documents (credit note). See also Sales.

Why is the invoice still unpaid although the money arrived?

An invoice's paid status comes from payments — it cannot be set by hand. Record the payment on the order with Record payment, import the bank statement (Sales → Bank) or press Mark as paid on the invoice (it records the amount still due as a payment). See also Payments.

Why can't my colleague see cost prices or some menu items?

What someone sees depends on their role. For example, the roles Warehouse, Production and Sales do not see cost prices, purchase prices or stock value; Warehouse does not see invoices either. Menu items a role may not see are hidden.

An owner or admin changes roles on the Team page. A person can have several roles at once. See Team.

I forgot my password. What do I do?

1. On the sign-in page press Forgot your password?
2. Enter your e-mail address and press Send link.
3. Open the link in the e-mail and choose a new password (at least 10 characters).

The link is valid for 1 hour. If no e-mail arrives, check your spam folder too.

How do I change the language?

Click your name at the bottom of the sidebar and choose Language (English or Estonian). You can also choose it on the sign-in page.

This changes only the language of the ZERPY screens. The language of invoices and other documents is separate: the company language is set by an owner or admin in Settings, each partner's language in the partner form. See Settings.

A customer says the e-mail did not arrive. What do I do?

When you send an invoice, quotation or other document, you see "Sent to …" with the address right away — or an error if sending failed. Check that the address is right and ask the customer to look in their spam folder. You can always send the document again, or download the PDF and forward it yourself.

Customer replies go to the company e-mail set in Settings. Automatic notifications that could not be sent (e.g. about claims) are shown in Settings → Notifications.

I got a "new sign-in" e-mail. Is that dangerous?

ZERPY sends this e-mail when you sign in from a device that has not been used for a long time. If it was you, nothing needs to be done. If not, change your password right away (My profile) and tell the owner. An owner or admin sees all sign-ins in Activity log → Sign-ins. See My profile.

Can I use ZERPY in dark mode?

Yes. Click your name at the bottom of the sidebar, choose Theme and then Light, Dark or Auto (as on your computer).