BL VENDOR INVOICE BY ACCOUNTING DETAILS (DIRECT VENDOR INVOICING METHOD)

Vendor Invoice for Exact BL Number – User Manual
Version: V1.0.37.4
Prepared by: Arul Jothi. M
Date: 12/11/2025

Table of Contents

1. Introduction

2. System Requirements

3. Logging In

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

5. Troubleshooting Common Issues

6. Frequently Asked Questions (FAQs)

7. Support

1. Introduction

The BL Vendor Invoice module in ZEALIT 2.0 allows users to generate Vendor Invoices after a booking has been confirmed.

In ZEALIT, users have two provisions for creating vendor invoices, designed to save time, reduce manual effort, and increase automation in the invoicing process.

This manual explains how to create a Direct Vendor Invoice for an exact BL Number using the Accounting Details tab.

2. System Requirements

Supported Browsers:

• Google Chrome (Version 90 or above)

• Mozilla Firefox (Version 85 or above)

User Access Role:

• Sales, Pricing, or Operations users with access to the COC Manage Shipment module.

3. Logging In

Step 1: Open ZEALIT 2.0 in your preferred browser.
Step 2: Log in using your assigned credentials.

Step 3: Navigate to the COC Manage Shipment screen using one of the following methods:
 - From the main menu: Transaction → COC Manage Shipment
 - Or use Type to Search to locate COC Manage Shipment.

4. BL Vendor Invoice

BL Vendor Invoice by Accounting Details (Direct Vendor Invoicing Method)

This functionality allows users to create a vendor invoice directly for a specific BL Number from the Accounting Details tab.
It simplifies the process, reduces manual work, and provides an efficient invoicing workflow.

Step 1: Open the Exact BL Number

Navigate to the BL Number for which you want to create a vendor invoice.

Step 2: Go to the Accounting Details Tab

In the COC Manage Booking screen, open the 5th tab – Accounting Details.

Step 3: Create a New Vendor Invoice

Click + Create New to start generating the vendor invoice for the selected BL Number.

Step 4: Preview the Vendor Invoice Before Creation

A unique feature in ZEALIT 2.0 is the ability to preview vendor invoicing charges before finalizing.
This ensures that all charge details are accurate before generating the invoice.

Step 5: View Charge Break-Up

Click the Invoicing Charges button to view the detailed charge break-up for the selected BL.
This view lists all charges linked to that BL for transparency.

Step 6: View Tax Breakdown

If you need to verify the tax details for any charge, click the Amend Charges button.
This opens the Tax Breakdown View, displaying GST or other applicable taxes for each charge.

Step 7: Add Attachment for Vendor Payment PDF

Before submitting the invoice, attach the Vendor Payment PDF as supporting documentation.
This ensures proper validation and record-keeping of the vendor invoice.

Step 8: Submit the Invoice

After reviewing all details and attachments, click Submit to finalize the invoice.
This confirms and saves the vendor invoice record in the system.

Step 9: Generated Invoice Record

Once submitted, ZEALIT automatically generates a Vendor Invoice Reference Number.
This invoice will now appear under the Accounting Details section for tracking and reporting.

Step 10: Invoice PDF (Proforma Status)

The system automatically creates a Proforma Invoice PDF after submission.
Review this file to ensure all charges and taxes are displayed correctly before proceeding.

Step 11: Download the Invoice

To download the generated vendor invoice, click the Download button.
The file will be downloaded as a PDF and can be shared or archived.

5. Troubleshooting Common Issues

6. Frequently Asked Questions (FAQs)

Q1: Can I preview the vendor invoice before generating it?
👉 Yes, you can preview all charges and taxes using the Preview and Amend Charges options.

Q2: Can I create multiple vendor invoices at once?
👉 No, each invoice must be created per BL to maintain proper accounting control.

Q3: What is the initial status of the generated invoice?
👉 Every invoice is first created in Proforma Status before final confirmation.

Q4: Can I attach documents before submitting the vendor invoice?
👉 Yes, the Vendor Payment PDF can be uploaded before submitting the invoice.

7. Support