TRANSPORT INVOICE ENTRY – USER MANUAL

Version: v1.0.38.2
Prepared by: Arul Jothi M
Date: 09/12/2025

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 Transport Invoice
    4.3 Retrieve Charges – Mandatory & Optional Fields
    4.4 Retrieve Charges Process
    4.5 Invoice Charges – Filter Options
    4.6 "Show data for this Invoice Party only"
    4.7 View & Amend Charges
    4.8 Tax Details
    4.9 Invoice Summary & Download
    4.10 Invoice Filter – Summary Table
    4.11 Approving the Invoice

5. Troubleshooting Common Issues

6. FAQs

7. Support

1. Introduction

The Transport Invoice Entry screen is used to record all transport-related billing details for a shipment. This module helps users capture vendor information, trip details, charges, taxes, and supporting documents in a structured format. It ensures accurate billing and seamless posting to Accounts.
This screen acts as the central point for validating transport jobs and generating the final invoice based on actual services provided.

2. System Requirements

Browser Compatibility

• Google Chrome 90+

• Mozilla Firefox 85+

3. Logging In

1. Log in to ZEALIT 2.0.
   
   

1. Navigate to TMS → Transport Invoice Entry from the dashboard.
   
   

1. The system loads the Transport Invoice Landing Page.

   
   

4. Main Features and Functions

4.1 Landing Page

The Landing Page displays all existing transport invoices based on the applied filters.
If no filters are applied, the system displays today’s entries only.

4.2 Creating a New Transport Invoice

Step 1: Click Create New.

Step 3: Enter the invoicing details and click Retrieve to load charges.

4.3 Retrieve Charges – Mandatory & Optional Fields

🔴Mandatory Fields: 

Field	Mandatory	Sample Value
Invoice Party	✔️ Yes	Sundaram Transport Services
Invoice Currency	✔️ Yes	LKR
Invoice Date	✔️ Yes	09/12/25
Due Date	✔️ Yes	09/12/25
Posting Date	✔️ Yes	09/12/25
Show data for this Invoice Party only	❌ No	–
Reconciliation Account	❌ No	300001 – Transport Vendor Control
Charge Type	❌ No	Freight Charges
Reference	❌ No	TRINV/2025/0012
Narration	❌ No	Transport charges for Colombo delivery

4.4 Retrieve Charges Process

Once the mandatory fields are entered:

1. Click Retrieve. 
   
   

1. The system loads all invoice-related charge lines linked to the selected Invoice Party and date range.

   
   

4.5 Invoice Charges – Filter Options

Users can filter the displayed charge lines using the following filters:

• TO Number

• Truck Code

• Print Name

• Charge Code

• Invoice Currency

• Invoice Amount

• Tariff Currency

• Tariff Amount

• Conversion Rate

• Exchange Rate
  

These filters help users refine charge-line results before generating the invoice.

4.6 "Show data for this Invoice Party only"

Without selecting the option

The system displays all invoiceable charge lines, regardless of customer.

When selected

The system displays only the charge lines related to the selected Invoice Party.

4.7 View & Amend Charges

Click Amend Charges to update:

• Charge Amount

• Tax Breakup (GST, IGST, VAT, etc.)

• Charge Code

• Add missing charges

• Remove incorrect charges

This ensures accurate billing before invoice submission.

4.8 Tax Details

This section displays tax calculations such as:

• Taxable Amount

• GST / IGST / VAT

• Final Invoice Total

• Currency-wise Breakup

Users can verify accuracy before final submission.

4.9 Invoice Summary & Download

Generating the Invoice

1. Enter the Reference Number.
   
   

2. Click Submit to generate and post the invoice.
   

Downloading the Invoice

• Click Download to save the invoice PDF to your system.
  
  

4.10 Invoice Filter – Summary Table

Field Name	Mandatory?	Meaning	Example
From Date	🔴 Yes	Start date for filtering	21/11/2025
To Date	🔴 Yes	End date for filtering	21/11/2025
Customer Name	🟢 No	Invoice party	ABC Logistics Pvt Ltd
Reconciliation Account	🟢 No	Ledger account	AC-10001
Document Number	🟢 No	Invoice reference number	INV/2025/09121

4.11 Approving the Invoice

Invoices can be approved or rejected using the More Options menu inside the invoice.

Actions available:

• Approve Invoice

• Reject Invoice.
  

• Once approved, the invoice is posted to Finance.
  

5. Troubleshooting Common Issues

6. FAQs

1. Can I edit an invoice after submitting it?
   No. Once posted, invoices cannot be edited. Contact Finance for reversal.

2. Why is my Transport not appearing in Retrieve Charges?
   Ensure the Transport order is billable and not already invoiced.

3. Can I change the invoice currency later?
   Yes, but only before retrieving charges.

7. Support

For assistance, contact the IT Help Desk:
📧 helpdesk@aggrandizeventure.zohodesk.in