TRANSPORT VENDOR INVOICE SCREEN – USER MANUAL

Version: V1.0.38.2
Prepared by: Arul Jothi. M
Date: 10/12/2025

Table of Contents

1. Introduction

2. System Requirements

3. Logging In

4. Transport Vendor Invoice Screen
    • Transport Vendor Invoice Process
     - Step 1: Navigate to the Transport Vendor Invoice Screen
     - Step 2: Create a New Transport Vendor Invoice
     - Step 3: Retrieve Vendor Details
     - Step 4: Fill Mandatory Details
     - Step 5: Retrieve Vendor Invoices
     - Step 6: Select the Required TO Number
     - Step 7: View and Amend Charges
     - Step 8: Add Attachments
     - Step 9: Submit the Invoice
     - Step 10: Generated Invoice Record
     - Step 11: Invoice PDF (Proforma Status)
     - Step 12: Download the Invoice
     - Step 13: Use the Invoice Filter

5. Troubleshooting Common Issues

6. Frequently Asked Questions (FAQs)

7. Support

1. Introduction

The Transport Vendor Invoice screen in ZEALIT 2.0 enables users to generate vendor invoices once a transport booking has been confirmed.
Users can create vendor invoices quickly and accurately through a centralized interface that supports multiple vendors and multiple TO numbers.

This module helps reduce manual work, speeds up verification, and ensures accurate billing with automation.
This document explains the complete process of creating a Vendor Invoice using the Transport Vendor Invoice screen.

2. System Requirements

Supported Browsers:
• Google Chrome (Version 90 or above)
• Mozilla Firefox (Version 85 or above)

3. Logging In

Step 1: Open ZEALIT 2.0 in your browser.
Step 2: Log in with your assigned credentials.

4. TRANSPORT VENDOR INVOICE SCREEN

The Transport Vendor Invoice screen allows users to create vendor invoices for Transport Orders (TOs) from a single interface.
It simplifies invoice processing and ensures faster and more accurate billing.

Step 1: Navigate to the Transport Vendor Invoice Screen

From the dashboard, open the Transport Vendor Invoice module.
You can also use the Type to Search option to quickly find the screen.

Step 2: Create a New Transport Vendor Invoice

Click + Create New to begin creating a new invoice.

Step 3: Retrieve Vendor Details

Click the Retrieve / Clipboard icon to auto-fetch vendor details such as vendor name, address, and linked accounts.

Step 4: Fill Mandatory Details

Ensure all mandatory fields are filled correctly.

Field Name	Mandatory	Sample Value
Vendor Name	Yes	ABC Transport Services Pvt Ltd
Reconciliation Account	Yes	210300 – Transport Payable
Invoice Currency	Yes	LKR / INR / USD
Charge Code	No	TRP001 – Transport Charges
Invoice Date	Yes	09-12-2025
Due Date	Yes	09-12-2025
Posting Date	Yes	09-12-2025
IOU Payment	No	NO

Step 5: Retrieve Vendor Invoices

Click Retrieve after entering the required details.

The system will display all available TO entries linked to the selected vendor.

Step 6: Select the Required TO Number

From the retrieved list, choose the TO Number for which you want to create the vendor invoice.
Use the Filter option to narrow results by Vendor Name, TO Number, or Date Range.

Step 7: View and Amend Charges

Click Amend Charges to open the charge breakdown.

Step 8: Add Attachments

Upload supporting documents such as vendor-provided invoices or proof of service.
Accepted format: PDF

Step 9: Submit the Invoice

After verifying all details, click Submit to finalize the invoice.

Step 10: Generated Invoice Record

A unique Transport Vendor Invoice Number is generated.
This is stored under the Accounting Details section for reference and reporting.

Step 11: Invoice PDF (Proforma Status)

A Proforma Vendor Invoice PDF is auto-generated.

Step 12: Download the Invoice

Click Download to save the vendor invoice as a PDF.

Step 13: Use the Invoice Filter

Use the filter panel to search for existing invoices.

Field Name	Mandatory	Sample Value
From Date	Yes	09-12-2025
To Date	Yes	09-12-2025
Vendor Name	No	ABC Transport Services Pvt Ltd
Reconciliation Account	No	210300 – Transport Payable
Document Number	No	TVN2526000012HNP
Status	No	OPEN

5. Troubleshooting Common Issues

6. Frequently Asked Questions (FAQs)

Q1: Can I preview the invoice before submitting?
Yes, you can review charges and details before final submission.

Q2: Can I generate invoices for multiple TOs at once?
No, each invoice must be created for a single TO ensure accurate tracking.

Q3: What is the initial status of a vendor invoice?
All invoices are generated in Proforma Status.

Q4: Can I upload documents before submitting?
Yes, attachments can be uploaded before submission.

7. Support

For technical issues or assistance:
📧 helpdesk@aggrandizeventure.zohodesk.in