Customer Invoice (Receivable Manual Invoice) User Manual
Version: v.1.0.30
Prepared by: Issac
Date: 2025-06-19

Table of Contents

1. Introduction

2. System Requirements

3. Logging In

4. Main Features and Functions
       o 4.1 Viewing Existing Invoices
       o 4.2 Creating a New Customer Invoice
       o 4.3 Adding Transaction Details
       o 4.4 Uploading Bulk Transactions

5. Troubleshooting Common Issues

6. FAQs

7. Support

1. Introduction

The Customer Invoice (Receivable Manual Invoice) screen is designed to generate invoices manually for customers who are not billed through standard jobs or service workflows. This module provides flexibility to bill clients for miscellaneous services or revenues outside the usual process—think of it as the wildcard of invoicing.

2. System Requirements

• Browser: Chrome 90+ or Firefox 85+

• User Role: Finance Executive or Admin Access

3. Logging In

1. Go to the login page of the Zealit system.

2. Enter your username and password.

3. From the dashboard, select Customer Invoice (Receivable Manual Invoice) under the Receivables module.
   
   

4. Main Features and Functions

4.1 Viewing Existing Invoices

1. On landing, today's invoices are displayed by default.

2. Use filters (date, customer, document type, etc.) to locate specific invoices.

3. Click on an entry to view invoice details or download the printable.
   
   

4.2 Creating a New Customer Invoice

1. Click the Create New button.

2. Select the Document Type from the dropdown list. Available options include:

   • Ware House Invoice

   • Ware House Credit Note

   • LEASE REVENUE INVOICE / CREDIT NOTE

   • AGENCY MANUAL INVOICE / CN

   • DEPOT INVOICE / CREDIT NOTE

   • RECOVERY, COMMISSION, AIR, ADMIN, CHA, OTHER INVOICE / CREDIT NOTE
     
     

3. In the Customer field, only customers with financial conditions configured will appear.

   • Click here to access the Customer Financial Conditions user manual.

4. Recon Account and Currency auto-fetch based on financial conditions.

5. Add a Reference if applicable.

6. Set Bill Date, Due Date, and GL Date as per your access.
   
   

4.3 Adding Transaction Details

1. Navigate to the Transaction Details tab.

2. Click Add New to add line items.

3. Select a Transaction Code – this determines GL mapping.
   
   

4. Print Name is auto-fetched from GL description (can be customized).

5. Enter Rate and Quantity – the Total is calculated automatically.

6. To invoice in a foreign currency, ensure Exchange Rate is updated in the Daily Exchange Rate screen.

7. Add multiple line items as needed.

8. Include Narration and Notes if applicable.

9. For tax-inclusive invoices:

   • Click the three-dot icon → Select Tax → Assign required tax codes.
     
     

4.4 Uploading Bulk Transactions

1. Use the Upload option to import multiple transactions via Excel or CSV.

2. Validate the uploaded data before submission.
   
   

Finalizing the Invoice

1. After verifying all data, click Submit.

2. Once saved, the invoice printable becomes available from the landing page.

5. Troubleshooting Common Issues

6. FAQs

• Can I invoice a customer without a job reference?
  Yes. This screen is built specifically for that purpose.

• Why can’t I see a customer in the dropdown?
  Check if their financial conditions are set up.

• Can I edit an invoice after submission?
  No edits post-submission. You’ll need to issue a credit note and reverse and re-create the invoice.

• Can I upload multiple line items at once?
  Yes, use the Upload feature for bulk entry.

• Where do I update exchange rates?
  Go to the Daily Exchange Rate screen under Finance > Currency.

7. Support

For further assistance, contact the IT Help Desk at
📧 helpdesk@aggrandizeventure.zohodesk.in