Vendor Invoice (Payables Manual Invoice) User Manual
Version: v.1.0.30
Prepared by: Issac
Date: 2025-06-19

Table of Contents

1. Introduction

2. System Requirements

3. Logging In

4. Main Features and Functions
       o 4.1 Viewing Existing Invoices
       o 4.2 Creating a New Vendor Invoice
       o 4.3 Adding Transaction Details
       o 4.4 Uploading Bulk Transactions

5. Troubleshooting Common Issues

6. FAQs

7. Support

1. Introduction

The Vendor Invoice (Payables Manual Invoice) screen is used to manually record invoices received from vendors when there's no direct job or service module to track the expense. It’s your go-to tool for logging ad hoc purchases, lease payments, services, or miscellaneous charges. Basically, if you owe someone money and there’s no paper trail, this is the paper trail.

2. System Requirements

• Browser: Chrome 90+ or Firefox 85+

• User Role: Finance Executive or Admin Access

3. Logging In

1. Visit the Zealit login page.

2. Enter your credentials.

3. Navigate to Vendor Invoice (Payables Manual Invoice) under the Payables module.
   
   

4. Main Features and Functions

4.1 Viewing Existing Invoices

1. Upon entry, today’s invoices are displayed.

2. Use the filter options to narrow results by vendor, invoice type, date, etc.

3. Click on a record to view invoice details or download the printable.
   
   

4.2 Creating a New Vendor Invoice

1. Click the Create New button.

2. Select the Document Type from the list:

   • VDA CREDIT NOTE
     

   • VDA DEBIT NOTE
     

   • LEASE VENDOR CREDIT NOTE
     

   • LEASE VENDOR INVOICE
     

   • AIR VENDOR CREDIT NOTE
     

   • AIR VENDOR INVOICE
     

   • ADMIN VENDOR CREDIT NOTE
     

   • ADMIN VENDOR INVOICE
     

   • CHA VENDOR CREDIT NOTE
     

   • CHA VENDOR INVOICE
     

   • OTHER VENDOR CREDIT NOTE
     

   • OTHER VENDOR INVOICE
     

3. In the Vendor field, only vendors with financial conditions set up will appear.

   • Click here for the Vendor Financial Conditions user manual.

4. Recon Account and Currency auto-fill based on the vendor’s financial conditions.

5. Enter a Reference (optional) to document invoice numbers, PO references, or vendor memos.

6. Set Invoice Date, Due Date, and GL Date based on your access permissions.
   
   

4.3 Adding Transaction Details

1. Go to the Transaction Details tab.

2. Click Add New to enter line items.

3. Choose a Transaction Code – this maps the correct GL accounts.
   
   

4. The Print Name pulls from the GL description and is editable for the printed version.

5. Input Rate and Quantity – total will auto-calculate.

6. For foreign currency invoices, make sure Exchange Rate is entered in the Daily Exchange Rate screen.

7. Add multiple line items as needed.

8. Use the Narration and Notes sections for internal explanations or references.

9. For tax-applicable items:

   • Click the three-dot icon → Select Tax → Assign relevant tax codes.
     
     

4.4 Uploading Bulk Transactions

1. Use the Upload feature to mass-import line items from Excel or CSV.

2. Review uploaded data for accuracy before submitting.
   
   

Finalizing the Invoice

1. After verifying all fields and line items, click Submit.

2. The invoice will be saved, and a printable version becomes accessible from the landing screen.

5. Troubleshooting Common Issues

6. FAQs

• Can I create an invoice without a Purchase Order or job?
  Absolutely. That’s this screen’s whole thing.

• Why isn't my vendor appearing?
  Probably because someone forgot to set up their financial conditions. It’s always finance.

• What if I make a mistake after submission?
  Issue a credit note. Then recreate the correct invoice. Welcome to manual invoice land.

• Can I use the same invoice screen for rent, admin fees, or third-party payments?
  Yes, as long as the document type matches and financial conditions are set.

• Where do I enter the exchange rate?
  Head over to Finance > Currency > Daily Exchange Rate.

7. Support

For further help (or moral support while you invoice your way through chaos):
📧 helpdesk@aggrandizeventure.zohodesk.in