BL Vendor Invoice User Manual

Version: 1.0.25
Prepared by: Issac
Date: 20.03.2025

Table of Contents

1. Introduction
2. System Requirements
3. Logging In
4. Main Features and Functions
• 4.1 Creating a New Vendor Invoice
• 4.2 Adding Charges
• 4.3 Amend Charges and Add Taxation
• 4.4 Submitting the Vendor Invoice
5. Troubleshooting Common Issues
6. FAQs
7. Support

1. Introduction

The BL Vendor Invoice screen is used to generate vendor invoices against the actual invoices received from vendors. This process ensures that the charges involved in job creation are accurately reflected in the system, allowing for proper accounting and payments to vendors. The invoice goes through a draft status before approval and posting to accounts.

2. System Requirements

• User Role: Admin, Finance Manager, or any role with access to vendor invoice creation

3. Logging In

1. Navigate to the Zealit login page.
2. Enter your username and password.
3. Once logged in, select BL Vendor Invoice from the left ribbon or the search button on the top right
   
   
   

4. Main Features and Functions

4.1 Creating a New Vendor Invoice

1. From the BL Vendor Invoice screen, click Create New to start creating a vendor invoice.
2. Select Add Invoice Party to choose the vendor or party for whom the invoice is being created.
3. Choose Add CHB Filter (Custom House Broker filter) if applicable to apply a specific filter for charges related to customs clearing.
4. Click Fetch Charges of Confirmed Jobs to retrieve charges associated with jobs that have been confirmed.
5. The system will display a list of confirmed jobs and their corresponding charges.
6. Select the charges that are to be invoiced by checking the box next to each charge. You can select multiple job charges and invoice them together.

4.2 Amend Charges and Add Taxation

1. While in the Amend Charges screen, you can add applicable taxation based on tax rates.
2. Choose the correct tax rates and ensure all necessary tax amounts are added.
3. Review all charges and taxes to ensure that they reflect the actual charges from the vendor's invoice.
4. If any TDS are applicable, then the TDS dropdown list can be clicked and selected. Apply TDS button to be clicked to apply said TDS.
   
   
   

4.3 Submitting the Vendor Invoice

1. Once the charges and taxes are correct, add any necessary reference numbers or narration in the designated fields for clarity.
2. Ensure that all information is correct, then click Submit to create the vendor invoice.
3. The invoice will be generated in Draft Status, pending approval.
4. Once the invoice is approved, it will be posted into accounts.

Attachment Requirement

• Mandatory: You must attach the actual vendor invoice as documentation for the charges being invoiced. This is a required step in the BL Vendor Invoice process.
• To upload the attachment, use the Attachment section on the invoice creation screen and browse for the file (e.g., PDF or image format). Once attached, you can proceed with submitting the invoice.

5. Dependencies

1.      Payable control setup needs to be setup in the current agency

2.      Vendor financial conditions needs to be done for the invoice party

3.      Charge code to GL mapping needs to be done.

4.      Tax definition needs to be created for the taxes to reflect.

7. Support

For further assistance, contact the IT Help Desk at:

• Email: helpdesk@aggrandizeventure.zohodesk.in