Payment User Manual (Air Booking Version)

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 (Air Booking Version) module is used to initiate and manage payments made specifically against vendor invoices linked to a particular Air Booking.

This version of the screen is embedded within the Air Booking module and is automatically filtered to show only vendor invoices created for the selected Air Booking, ensuring accurate cost handling and preventing payments from being mixed with other shipments.

2. System Requirements

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

• User Roles: Finance, Operations, Air Export/Import handlers, Approvers (L1, L2, L3)

3. Logging In

1. Log in to the Zealit 2.0 system.
   
   

2. Navigate to the Air Booking module.
   
   

3. Open the required Air Booking record.

4. Access Payment  inside the Air Booking screen.
   
   

4. Main Features and Functions

4.1 Landing Page

• Displays payment entries created today, restricted to the current Air Booking.

• Only invoices and payments belonging to this specific Air Booking are displayed.

Additional Functionalities

• Right panel shows a template view of the selected payment.
  
  

• Journal: Displays account posting details.
  
  

More Options

1. L1 Approve – Operational approval

2. L2 Approve – Finance approval

3. Reject – Rejects the payment

4. L1 Reverse – Operational reversal

5. L2 Reverse – Finance reversal

6. L3 Reverse – Management reversal

7. Matching – Enabled when unmatched vendor invoices exist for this Air Booking

8. Unmatching – Enabled when a matched invoice needs to be unmapped

View Option

Shows the complete payment details for audit, limited to this Air Booking record.

4.2 Creating a New Payment

Click the + New button to create a payment entry for the selected Air Booking.

Available payment types:

1. Vendor Payment – Payments against vendor invoices created for this Air Booking

2. Other Payment – Adhoc payments related to this booking

4.3 Vendor Payment

Key Functionalities

1. Choosing Vendor Payment activates the Vendor Name field.

2. Vendor list displays only those vendors with invoices or financial conditions related to this Air Booking.

3. Selecting a vendor auto-fills the Reconciliation Account.

4. Payment Modes:

   • Bank (Default)

   • Cash

   • IOU

5. Paid Through: Auto-fetched based on payment mode.

6. Payment Date and GL Date: Access restricted unless overridden.

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

8. Reference: UTR or reference number.

9. Print Name: Optional modification.
   
   
   

Supplied Open Items (Air Booking-Specific)

Displays only unmatched vendor entries created for the selected Air Booking:

• Vendor invoices shown here belong only to this Air Booking.

• Partial and full payments supported.

• Multiple invoices related to the same Air Booking can be selected.

• Total allocations must equal the Payment Made amount.

Invoices from any other booking or shipment will not appear.

Transaction Details

For adhoc expenses tied to this Air Booking:

1. Select the appropriate GL.

2. Amount must match Payment Made.

3. Add multiple rows with Add Line.

4. Three-dot menu includes:

   • Add Tax

   • Allocation

   • Delete

Both Open Items and Transaction Details can be used together if needed.

4.4 Other Payments

Used for expenses or payments not tied to vendor invoices, but linked to the Air Booking:

1. Direct GL posting.

2. No invoice matching.

3. Same workflow as Transaction Details.

4.5 Attachments

• Upload relevant supporting documents for this booking’s payment.

• Multiple attachments supported.
  
  

4.6 Notes

Use this section for comments, references, and booking-specific notes.

Summary & Submission

• Summary of payment and breakdown appears bottom-right.

• Click Submit to process.

Post-Submission Workflow

• Any inconsistencies trigger error popups.

• Newly created payment entries go into Draft.

• Payment posts into accounts only after L2 approval.

• Rejected entries do not post.

• Complete reversal requires L1 → L2 → L3, after which the payment is fully reversed.

5. Troubleshooting

6. FAQs

Q: Can I view invoices from other Air Bookings?
No. Only invoices for the selected Air Booking are displayed.

Q: Why is a vendor missing from the list?
The vendor has no invoice or financial setup linked to this booking.

Q: When does the payment get posted?
After L2 approval.

7. Support

For help, contact Finance Support or raise a ticket through the Helpdesk Portal.