Payment User Manual (COC BL 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 (COC BL Version) module is used to initiate and manage payments made specifically against vendor invoices linked to a particular COC Bill of Lading (BL).

This version of the screen is embedded inside the COC BL screen, and automatically filters data to show only vendor invoices created for that specific BL, ensuring accuracy and preventing cross-job financial mix-ups.

2. System Requirements

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

• User Roles: Finance, Operations, COC BL Handlers, and designated approvers

3. Logging In

1. Log in to the Zealit 2.0 system.
   
   

2. Navigate to the COC Manage Booking module.
   
   

3. Open a specific BL.

4. Access Payment tab inside the BL screen.
   
   

4. Main Features and Functions

4.1 Landing Page

• Displays all payment entries created today under this specific COC BL.

• Only invoices belonging to this BL are shown — no external vendor invoices will be displayed.

Additional Functionalities

• The right-side template view displays details of the selected payment entry within the BL.
  
  

• Journal: Shows account postings for the selected payment.
  
  

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 if vendor invoice linked to this BL is available

8. Unmatching – Enabled if already matched

View Option

Shows full payment details for audit and verification under the BL.

4.2 Creating a New Payment

Click + New to create a payment for this BL.

Two types available:

1. Vendor Payment – Payments against vendor invoices only for this BL

2. Other Payment – Adhoc payments relevant to this BL
   
   

4.3 Vendor Payment

Key Functionalities

1. Selecting Vendor Payment enables the Vendor Name field.

2. Vendor list shows only vendors with invoices or financial conditions linked to the same BL.

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

4. Payment Modes:

   • Bank (default)

   • Cash

   • IOU

5. Paid Through: Fetched based on payment mode.

6. Payment Date & GL Date: Locked unless user has special access.

7. Payment Made: Total payment amount.

8. Reference: UTR/reference number.

9. Print Name: Editable if required.
   
   

Supplied Open Items (BL-Specific)

Displays only unmatched vendor entries created for this BL:

• Shows open vendor invoices linked to the current BL only

• Allows partial or full invoice payments

• Multiple invoices under the same BL can be processed

• Total applied must equal Payment Made

No invoices from other BLs or jobs will appear here.

Transaction Details

Used for BL-specific adhoc payments:

1. Select GL accounts as needed.

2. Total must match Payment Made.

3. Multiple lines can be added.

4. Three-dot menu provides:

   • Tax

   • Allocation

   • Delete

Open Items + Transaction Details can be combined if needed.

4.4 Other Payments

For payments that are not invoice-related, but still tied to this BL:

1. Direct GL or party payments

2. Invoice matching is not available here

3. Same rules as Transaction Details

4.5 Attachments

Upload any supporting documents directly linked to payments under the BL.

• Multiple file uploads are supported.
  
  

4.6 Notes

Use this field to record remarks or BL-specific references.

Summary & Submission

• Summary and amount breakdown appear at the bottom-right.

• Click Submit to process the BL-based payment.

Post-Submission Behavior

• Validation errors will show as popups.

• Newly created entries appear as Draft.

• Payment posting occurs only after L2 approval.

• Rejected entries are discarded.

• Full reversal requires L1 → L2 → L3, after which the payment is removed from accounts.

5. Troubleshooting

6. FAQs

Q: Can I pay invoices from other BLs here?
No. Only vendor invoices belonging to the selected COC BL appear.

Q: Why can’t I see a vendor?
The vendor has no financial conditions or invoices linked to this BL.

Q: When does posting happen?
After L2 approval, same as the main module.

7. Support

For assistance, contact the Finance Support Team or raise a helpdesk ticket.