COMMON BL VENDOR INVOICE SCREEN – 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
    • Common BL Vendor Invoicing Screen
     - Step 1: Navigate to the BL Vendor Invoice Screen
     - Step 2: Create a New BL Vendor Invoice
     - Step 3: Retrieve Vendor Details
     - Step 4: Fill Mandatory Details
     - Step 5: Retrieve Vendor Invoices
     - Step 6: Select the Required BL Number
     - Step 7: View and Amend Charges
     - Step 8: Add Attachments
     - Step 9: Submit the Invoice
     - Step 10: Generated Invoice Record
     - Step 11: Invoice PDF (Proforma Status)
     - Step 12: 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 enables users to generate vendor invoices once a booking has been confirmed.

In ZEALIT, users can create vendor invoices through the Common BL Vendor Invoicing Screen, which simplifies invoicing for multiple BLs and vendors in a single interface.
This functionality helps save time, reduce manual effort, and improve efficiency through automation.

This document explains the complete process of creating a Vendor Invoice using the Common BL Vendor Invoicing Screen.

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 BL Vendor Invoice Screen.

3. Logging In

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

4. BL Vendor Invoice

Common BL Vendor Invoicing Screen

The Common BL Vendor Invoicing Screen allows users to create vendor invoices for multiple BLs from a centralized screen.
It simplifies invoice processing and ensures faster, more accurate billing.

Step 1: Navigate to the BL Vendor Invoice Screen

From the dashboard, open the BL Vendor Invoice screen.
Alternatively, use the Type to Search option to quickly locate the module.

Step 2: Create a New BL Vendor Invoice

Click + Create New to initiate a new vendor invoice creation process.

Step 3: Retrieve Vendor Details

Click the Clipboard button to automatically fetch vendor information such as vendor name, address, and linked details from the system.

Step 4: Fill Mandatory Details

Ensure all mandatory fields are filled in the BL Vendor Invoice dashboard — including:

• Vendor Name

• Branch

• Invoice Date

• Currency

• Payment Type

Step 5: Retrieve Vendor Invoices

After entering the mandatory fields, click the Retrieve button.
The system will display all invoices linked to the selected vendor.

Step 6: Select the Required BL Number

From the retrieved list, select the specific BL Number for which you want to create the vendor invoice.
Use the Filter option to narrow down results by Vendor Name, BL Number, or Date Range.

Step 7: View and Amend Charges

To view or edit charges, click Amend Charges.
This opens the Tax Breakdown View, showing the charge details, GST, or other applicable taxes.

Step 8: Add Attachments

Before submitting, upload supporting documents such as Vendor Payment PDFs or any other attachments required for validation.

Step 9: Submit the Invoice

Once all charge details and attachments are verified, click Submit to finalize the vendor invoice.
The system will save the invoice and confirm its successful creation.

Step 10: Generated Invoice Record

After submission, the system generates a unique Vendor Invoice Reference Number.
This record is stored under the Accounting Details section for future reference.

Step 11: Invoice PDF (Proforma Status)

The system automatically generates a Proforma Vendor Invoice PDF after submission.
Review the PDF to ensure all details, charges, and taxes are correct before proceeding.

Step 12: Download the Invoice

Click the Download button to download the generated vendor invoice in PDF format.
This file can be shared or stored for record-keeping purposes.

5. Troubleshooting Common Issues

6. Frequently Asked Questions (FAQs)

Q1: Can I preview the invoice before submitting it?
👉 Yes, you can preview and verify all charges before finalizing the invoice.

Q2: Can I generate invoices for multiple BLs at once?
👉 No, each invoice must be created for a single BL to ensure correct tracking.

Q3: What is the initial status of a generated vendor invoice?
👉 All invoices are first created in Proforma Status before approval.

Q4: Can I attach supporting documents before submission?
👉 Yes, vendor-related supporting documents can be attached before submitting.

7. Support

For technical assistance or further queries, please contact:
📧 helpdesk@aggrandizeventure.zohodesk.in