Depot Invoice Entry – User Manual

Table of Contents

1. Introduction

2. System Requirements

3. Logging In

4. Main Features and Functions
    4.1 Landing Page
    4.2 Invoice Filter
    4.3 Creating a New Invoice
    4.4 Retrieve Charges
    4.5 Invoice Charges Table
    4.6 Tax Details
    4.7 Invoice Summary

5. Troubleshooting Common Issues

6. FAQs

7. Support

1. Introduction

The Depot Invoice Entry module allows users to generate, review, and finalize depot-related invoices. Charges related to depot activities such as storage, handling, repair, washing, and other billable services are consolidated into a single invoice for accounting and customer billing purposes. The module ensures accurate charge retrieval, tariff application, and tax calculation before invoice submission.

2. System Requirements

Browser: Chrome 90+ / Firefox 85+

User Role: Depot Billing, Finance, or Administrator Access

3. Logging In

Log into the Zealit 2.0.

Navigate to Depot Invoice Entry from the dashboard.

The system loads the Depot Invoice Landing Page.

4. Main Features and Functions

4.1 Landing Page

The Landing Page displays all existing depot invoices based on applied filters.

If no matching records are found, the system displays today's entries by default.

Buttons on the Landing Page

New (+) – Create a new depot invoice.

Filter (funnel icon) – Opens the detailed invoice filter panel.

Print / Journal Entry View – Available on the right side of the screen for printing invoices and viewing accounting journal entries.

4.2 Invoice Filter

The filter panel helps users locate depot invoices using different search criteria.

Filter Fields

From Date
Start date of invoice creation range.

To Date
End date of invoice creation range.

Customer Name
Displays invoices belonging to the selected customer.

Reconciliation Account
Filters invoices based on the G/L account used during posting.

Document Number
Search for a specific depot invoice number.

Filter Actions

Clear – Resets all filter fields.

Apply – Displays invoices matching the selected criteria.

4.3 Creating a New Invoice

Selecting New opens the Depot Invoice Entry form.

Header Fields

Invoice Party*
Select the customer to whom the invoice will be billed.

Customer Address
Automatically fetched based on the selected invoice party.

Reconciliation Account*
Select the G/L account for invoice posting.

Invoice Currency*
Automatically fetched based on customer/account setup.

Invoice Date
Date of invoice creation.

Due Date
Customer payment due date.

Posting Date
Date used for accounting entries.

Charge Type
Select the type of charges to retrieve.

Buttons

Retrieve – Fetches charges based on the selected charge type.

4.4 Retrieve Charges

Used to retrieve billable depot charges into the invoice grid.

Field Descriptions

Invoice Party
Customer selected for invoicing.

Customer Address
Auto-fetched customer billing address.

Reconciliation Account
Accounting ledger used for posting.

Invoice Currency
Auto-fetched invoice currency.

Invoice Date
Invoice creation date.

Due Date
Customer payment deadline.

Posting Date
Accounting posting date.

Charge Type
Select applicable charge category.

Actions

Retrieve – Loads all applicable depot charges into the invoice grid.

4.5 Invoice Charges Table

All retrieved depot charges appear in the invoice grid.

All relevant charge information will be displayed in the columns, including tariff details, quantity, amount, tax, and total value.

4.6 Tax Details

The tax screen opens when editing taxes for any invoice charge line.

Tax Details Fields

Charge Description – Name of service or depot charge.

Tariff Amount / Currency – Original tariff value.

Invoice Amount / Currency – Billed amount.

Exchange Rate – Currency conversion rate.

Local Amount – Converted local currency amount.

Tax Structure

Up to three tax levels may be configured based on the tax engine.

Tax 1

• Tax 1 Code

• Tax Reference 1

• Tax Ref1 Invoice Amount

• Tax Ref1 Local Amount

Tax 2

• Tax 2 Code

• Tax Reference (1/2/3)

• Tax 2 Ref Invoice Amount

• Tax 2 Ref Local Amount

Tax 3

• Tax 3 Reference

• Tax 3 Invoice Amount

• Tax 3 Local Amount

Save – Applies tax calculation to the selected charge.

4.7 Invoice Summary

Displayed at the bottom-right corner of the invoice screen.

Invoice Amount – Total amount of all charge lines.

Tax Amount – Total tax calculated.

Net Amount – Invoice Amount + Tax Amount.

5. Troubleshooting Common Issues

6. FAQs

1. Can I edit an invoice after submitting it?
No. Once posted, the invoice is locked. Contact Finance for reversal if changes are required.

2. Why are charges not appearing after clicking Retrieve?
Ensure the correct Invoice Party and Charge Type are selected and verify if charges are available for billing.

3. Can I manually change the customer address?
No. The address is automatically fetched from the customer master.

4. Can I change invoice currency?
The invoice currency is auto-fetched based on setup and depends on system permissions.

7. Support

For assistance, contact the IT Help Desk:

helpdesk@aggrandizeventure.zohodesk.in