Vendor Invoice (Payables Manual Invoice) – User Manual

Version: v.1.0.30.1
Prepared by: Issac
Date: 2025-06-25

Table of Contents

1. Introduction

2. System Requirements

3. Logging In

4. Main Features
     4.1 Viewing Existing Invoices
     4.2 Creating a New Vendor Invoice
     4.3 Adding Transaction Details
     4.4 Uploading Bulk Transactions
     4.5 Understanding IOU & Approval Flow

5. Troubleshooting

6. Frequently Asked Questions (FAQs)

7. Support

1. Introduction

This screen allows you to manually create vendor invoices for any payments not linked to a job or service in Zealit ERP.
You can record:

• Rent or lease payments

• Utility or admin charges

• Miscellaneous one-time purchases

2. System Requirements

• Browser: Chrome (v90+) or Firefox (v85+)

• Access Roles: Finance Executive or Admin

3. Logging In

1. Go to the Zealit login page.

2. Enter your credentials.

3. Navigate to:
    Payables → Vendor Invoice (Payables Manual Invoice)
   

4. Main Features

4.1 Viewing Existing Invoices

• Today’s entries are shown by default.

• Use filters like vendor, date, or invoice type.

• Click an invoice to view or print.
  

4.2 Creating a New Vendor Invoice

1. Click Create New.

2. Choose a Document Type, such as:
    - VDA / LEASE / AIR / ADMIN / CHA / OTHER
    - Each type offers options for INVOICE or CREDIT NOTE

3. In the Vendor field:
    Only vendors with set Financial Conditions will appear.
    (Refer to the Vendor Financial Conditions user manual if needed.)

4. System auto-fills Recon Account and Currency from vendor details.

5. Fill in the following:
    - Reference (optional) – for PO number or memo
    - Invoice Date, Due Date, GL Date
    - IOU field – choose “Yes” or “No” (explained in section 4.5)
   
   

4.3 Adding Transaction Details

1. Open the Transaction Details tab.

2. Click Add New to insert line items.

3. Select the Transaction Code – links to correct GL.
   

4. Print Name is editable and shows in printed format.

5. Enter Rate and Quantity – total is auto-calculated.

6. For foreign currency, verify Exchange Rate is set in Daily Exchange Rate.

7. Add multiple lines as required.

8. Use Narration and Notes for internal documentation.

9. To apply tax:
    Click the 3-dot icon → Select Tax → Assign Tax Code.
   

4.4 Uploading Bulk Transactions

• Use the Upload option to import Excel/CSV line items.

• Always review imported data before clicking Submit.
  

4.5 Understanding IOU & Approval Flow

A new field called "IOU" has been added during invoice creation.
It affects how approvals are processed:

• Once the invoice is created, it stays in Draft status.

• Users with process access can perform approvals.

• Once all required approvals are completed:
   → The invoice gets Posted into Accounts.

5. Troubleshooting

6. FAQs

Q: Can I raise an invoice without a job or PO?
A: Yes – this screen is built for such entries.

Q: What is the IOU field?
A: It decides the number of approvals. If set to “Yes”, both operations and finance must approve.

Q: What happens if I make a mistake?
A: Use a Credit Note to cancel the invoice, then re-enter it correctly.

Q: Where do I update exchange rates?
A: Go to: Daily Exchange Rate

7. Support

For help or questions, reach out to:
📧 helpdesk@aggrandizeventure.zohodesk.in