Purchase Invoice – User Manual
Version: v.1.0.30
Prepared by: Issac
Date: 03/06/2025

Table of Contents

1. Introduction

2. System Requirements

3. Logging In

4. Main Features and Functions

   • 4.1 Creating a Vendor Invoice

   • 4.2 Filtering and Fetching Inward Entries

   • 4.3 Adding Taxes and Submitting the Invoice

   • 4.4 Approval and Confirmation

5. Troubleshooting Common Issues

6. FAQs

7. Support

1. Introduction

The Purchase Invoice module (previously labelled as Transport Vendor Invoice) is designed to manage and generate vendor invoices based on confirmed Goods Inward Notes. This module ensures that all relevant purchase and tax details are accurately captured, allowing seamless integration with accounts and payment workflows.

2. System Requirements

• Browser: Chrome 90+ or Firefox 85+

• User Role: Accounts Executive, Store Manager

3. Logging In

1. Access the Zealit system.

2. From the main dashboard, navigate to the Purchase Invoice module or the search button in the top right.
   
   

4. Main Features and Functions

4.1 Creating a Vendor Invoice

1. On the landing page, entries created today are displayed by default.

2. Click Create New to initiate a new invoice entry.
   
   

4.2 Filtering and Fetching Inward Entries

1. Navigate to the Filter tab.

2. Add the Vendor name (Note: Vendor must have financial conditions configured to be fetched).

3. Click Submit to retrieve data into the grid.
   
   

4. Use the Goods Inward Notes field to fetch relevant entries by typing the confirmed inward note number.

4.3 Adding Taxes and Submitting the Invoice

1. If applicable, click the Blue Tax Button to add relevant tax components.

2. You may choose to invoice:

   • All open items in one invoice

   • Or generate invoice(s) per Goods Inward Note

3. Once all details are reviewed and confirmed, click Submit to create the invoice.
   
   

4.4 Approval and Confirmation

• The system supports one level of approval for vendor invoices.

• Users with appropriate access can approve and confirm the invoice to register it in the accounts module.

5. Troubleshooting Common Issues

6. FAQs

Q: Why is the module still named Transport Vendor Invoice?
A: It is scheduled to be renamed to Purchase Invoice. The functionality remains unchanged.

Q: Can I create invoices for multiple inward entries?
A: Yes, you may create a single invoice for all open items or per individual inward note.

Q: What if taxes are not applicable?
A: You may proceed without adding taxes. The blue tax button is optional based on vendor and item configuration.

Q: Can I edit an invoice after submission?
A: No, but you may void the invoice and re-create it if necessary, subject to approval flow.

7. Support

For technical queries or operational guidance, please contact the IT Help Desk:
📧 helpdesk@aggrandizeventure.zohodesk.in