Payment Process Direct – User Manual

Version: v1.0.38
Prepared by: Issac
Date: 14/11/2025

Table of Contents

1. Introduction

2. System Requirements

3. Logging In

4. Main Features and Functions
   4.1 Landing Page
   4.2 Creating a New Payment
   4.3 Vendor Payment
   4.4 Other Payment
   4.5 Attachments
   4.6 Notes

5. Troubleshooting

6. FAQs

7. Support

1. Introduction

The Payment Process Direct module enables users to initiate, manage, and approve payments made to vendors—either against vendor invoices or as adhoc payments. The module provides streamlined access to daily payment activities, approval workflows, posting details, and financial audit visibility.

2. System Requirements

• Browser: Google Chrome 90+ or Mozilla Firefox 85+

• User Roles: Finance, Operations, and designated approver levels (L1, L2, L3)

3. Logging In

1. Open the Zealit 2.0 system.

2. Enter your login credentials either through the active directory or through Credentials,
   
   

3. Navigate to Payment  under the Finance/Payable module.

4. Main Features and Functions

4.1 Landing Page

• Displays all payment entries created for the current day to maintain system performance.

• Older payment entries can be viewed using the Filter option.
  
  

Filter Options

Users can filter older entries based on:

1. Date Range

2. Vendor Name

3. Transaction Type

4. Document Number

5. Status

• Clear: Removes all filter selections.

• Apply: Executes the filter and updates the results.
  
  

Additional Functionalities

• The right pane shows a template view of the selected payment.
  
  

• Journal: Displays account postings for the selected payment.
  
  

More Options

These actions are available based on user access:

1. L1 Approve – Operational level approval

2. L2 Approve – Finance level approval

3. Reject – Rejects the payment

4. L1 Reverse – Operational level reversal

5. L2 Reverse – Finance level reversal

6. L3 Reverse – Management level reversal

7. Matching – Enabled when the payment is not matched with a vendor invoice

8. Unmatching – Enabled when the payment is already matched

View Option

Allows users to view the complete payment entry for auditing and verification.

4.2 Creating a New Payment

A new payment entry can be created by clicking the + New button.

Two types of payment creation modes are available:

1. Vendor Payment – Payments made against vendor invoices

2. Other Payment – Adhoc payments made directly to GL accounts or parties
   
   

4.3 Vendor Payment

Key Functionalities

1. Selecting Vendor Payment enables the Vendor Name field.

2. Vendor dropdown displays only vendors with predefined financial conditions.

3. Selected vendor automatically populates the Reconciliation Account, unless multiple accounts exist—then the user must choose manually.
   
   

4. Payment Mode Options:

   • Bank (Default)

   • Cash

   • IOU (Cash given to an internal employee for a job or activity)

5. Paid Through: Auto-fetches details from the bank master based on selected payment mode.

6. Payment Date and GL Date: Locked by default and editable only with special access.

7. Payment Made: Enter the total payment amount (numeric values only).

8. Reference: Enter UTR or any relevant payment reference number.

9. Print Name: Modify if the print name needs to be changed.
   
   

Supplied Open Items

• Shows all unmatched vendor entries.

• Displays balance amount for each entry.

• Users can make partial or full payments by entering an amount in the payment column.

• Multiple invoice payments can be handled together.

• Total of invoice allocations must match the Payment Made amount before submission.
  
  

Transaction Details

For adhoc vendor-related payments:

1. Users can directly select a GL for payment.

2. Total amount must match Payment Made.

3. Multiple lines can be added using Add.

4. The three-dot menu includes:

   • Tax addition

   • Allocation

   • Delete

Both Open Items and Transaction Details can be used simultaneously when making a vendor payment.

4.4 Other Payments

Applicable for non-invoice-related transactions:

1. Allows payments directly into GLs or parties.

2. Invoice-based payments cannot be processed here.

3. Functionality similar to Transaction Details under Vendor Payment.

4.5 Attachments

• Any supporting documents can be uploaded under the Attachment tab.

• Multiple files can be added.
  
  
  

4.6 Notes

• Users can record references, remarks, or important notes relevant to the payment entry.
  
  

Summary & Submission

• A detailed summary with split values appears at the bottom-right section.

• Click Submit to process the payment.
  
  
  

Post-Submission Workflow

• If any errors exist, the system displays a validation popup.

• Newly created entries are marked as Draft.

• Payment posting into accounts occurs only after L2 approval.

• Rejected payments will not be posted.

• A complete reversal requires L1 → L2 → L3 approvals, after which the payment is fully removed from accounts.

5. Troubleshooting

6. FAQs

Q: Can partial payments be made for vendor invoices?
Yes. Enter the desired amount in the open items section.

Q: Why can’t I change the GL date?
It is restricted to specific approval-level users.

Q: When does the payment get posted to accounts?
Only after L2 approval.

Q: Why is Matching disabled?
Either the payment is already matched or there are no open items available.

7. Support

For additional assistance, please contact the IT Help Desk or raise a support ticket through the Helpdesk Portal.