AIR BOOKING VENDOR INVOICE BY ACCOUNTING DETAILS (DIRECT INVOICING METHOD)

USER MANUAL
Version: V1.0.37.4
Prepared By: Arul Jothi. M
Date: 20/11/2025

TABLE OF CONTENTS

1. Introduction

2. System Requirements

3. Logging In

4. Vendor Invoice
    4.1 Vendor Invoice by Accounting Details (Direct Invoicing Method)
    • Step 1: Open the Exact BL Number
    • Step 2: Go to the Accounting Details Tab
    • Step 3: Create a Vendor Invoice
    • Step 4: Preview Before Invoice Creation
    • Step 5: View Charge Break-Up
    • Step 6: View Tax Breakdown
    • Step 7: Submit the Vendor Invoice
    • Step 8: Attach Vendor Bill (Mandatory for Vendor Invoice)
    • Step 9: Generated Invoice Record
    • Step 10: Vendor Invoice PDF (Proforma)
    • Step 11: Download the Vendor Invoice

5. Troubleshooting Common Issues

6. Frequently Asked Questions (FAQs)

7. Support

1. Introduction

The Air Booking Vendor Invoice module in ZEALIT 2.0 enables users to generate vendor-side invoices against a confirmed Air Booking BL.

Vendor invoices allow the company to:

✔ Record operational expenses
✔ Match vendor-supplied bills
✔ Track payable amounts accurately
✔ Ensure proper cost allocation

This manual explains how to create a Vendor Invoice for an exact BL number using the Accounting Details → Direct Invoicing Method.

2. System Requirements

Supported Browsers

• Google Chrome v90+
• Mozilla Firefox v85+

User Access Role

Users must have permission to create Vendor Invoices:
• Operations
• Pricing
• Finance / Accounts Payable
• Admin

3. Logging In

Step 1: Open ZEALIT 2.0 in your preferred browser.

Step 2: Login using your assigned credentials.

Step 3: Navigate to Transactions → Air Booking,

or use Type to Search → Air Booking.

4. Air Booking Vendor Invoice (Direct Method)

This option allows you to create a Vendor Invoice directly from the Accounting Details tab for a specific BL.

Step 1: Open the Exact BL Number

Select the Air Booking entry for which the vendor invoice must be generated.

Step 2: Go to the Accounting Details Tab

Open Tab 4 – Accounting Details, which displays all the cost entries related to the BL.

Step 3: Create a New Vendor Invoice

Click + Create New Vendor Invoice to start generating an invoice for the vendor.

This is different from Customer Invoice creation.

Step 4: Preview the Invoice Before Creation

ZEALIT displays the full list of vendor charges pulled from the system.

This includes:
• Charge Code
• Cost Type
• Qty
• Rate
• Basis
• Currency
• Cost Amount

This helps verify the vendor cost accuracy before generating the invoice.

Step 5: View Charge Break-Up

Click Invoicing to view the complete cost break-up for this BL.

Useful for double-checking:
✔ Airline costs
✔ Handling charges
✔ Destination costs
✔ Agent charges

Step 6: View Tax Breakdown

If tax is applicable, click Amend Charges.

You will see:
• GST
• Tax % & Amount

Step 7: Submit the Vendor Invoice

Once verified, click Submit.

The system generates a Vendor Invoice Reference Number and marks it under the Accounting Details section.

Step 8: Attach Vendor Bill (Important for Vendor Invoice)

For Vendor Invoices, ZEALIT allows users to attach the physical vendor bill received from the supplier.

This is important because:

✔ Helps track payable expenses
✔ Ensures audit compliance
✔ Matches system cost vs vendor bill
✔ Supports reconciliation in Accounts Payable

Users should upload:
• Airline Bill
• Handling Agent Bill
• Consolidator Bill
• Customs Charges Bill

Files allowed: PDF, JPG, PNG

Step 9: Generated Invoice Record

After submission:
• The vendor invoice reference is created
• Visible in the Accounting Details tab
• Available for review and modification (before approval)

Step 10: Vendor Invoice PDF (Proforma Status)

The system automatically generates a Vendor Proforma Invoice PDF.

This allows verification before AP approval.

Step 11: Download the Vendor Invoice

Click Download to save the PDF file.

The file can be used for:
✔ Approval
✔ Documentation
✔ Reconciliation
✔ Vendor payment processing

5. Troubleshooting Common Issues

6. Frequently Asked Questions (FAQs)

Q1: Is the vendor bill attachment mandatory?

Yes — for proper AP tracking and expense matching.

Q2: Can I edit charges after invoice creation?

Yes, until the invoice is finalized.

Q3: Can I create vendor invoices for multiple BLs at once?

No, each vendor invoice must be created for a single BL.

Q4: What status is the invoice created in?

The vendor invoice is created initially in Proforma Status.

7. Support

For technical assistance or invoice-related issues:

📧 helpdesk@aggrandizeventure.zohodesk.in