WAREHOUSE INVOICE ENTRY

Table of Contents

1. Introduction
2. System Requirements
3. Logging In
4. Main Features and Functions
   
    4.1 Landing Page
   
    4.2 Invoice Filter
   
    4.3 Creating a New Invoice
   
    4.4 Retrieve Charges
   
    4.5 Invoice Charges Table
   
    4.6 Tax Details
   
    4.7 Storage Calculation
   
    4.8 Invoice Summary & Download
5. Troubleshooting Common Issues
6. FAQs
7. Support

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1. Introduction

The Warehouse Invoice Entry module allows users to generate, review, and finalize warehouse-related invoices.

All GRN-based billable charges—such as storage, handling, transport, and service charges—are consolidated here and posted into accounting.

This module ensures accurate billing, correct tariff application, and proper tax computation before submission.

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2. System Requirements

Browser:

• Google Chrome 90+
• Mozilla Firefox 85+

User Role:

• Warehouse Billing
• Finance
• Administrator

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3. Logging In

1. Log in to ZEALIT 2.0. 

 

2. Navigate to Warehouse Invoice Entry from the dashboard.

 

 

3. The system loads the Warehouse Invoice Landing Page.
   

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4. Main Features and Functions

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4.1 Landing Page

The Landing Page displays all existing warehouse invoices based on applied filters.

If no filter is applied, the system shows today’s entries only.

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4.2 Creating a New Warehouse Invoice

Step 1: Click Create New.

Step 2: Click Retrieve to load invoice-related details.

Step 3: Enter the invoicing details as required.

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4.3 Retrieve Charges – Field Breakdown

🔴Mandatory Fields

Field Name	Description	Example
Invoice Party*	Customer/Vendor for whom invoice is created	D P Logistics (Pvt) Ltd
Reconciliation Account*	GL account used for invoice posting	ACCT-1201 – Trade Receivable
Invoice Currency*	Currency for invoice	USD
Invoice Date*	Date invoice is issued	21/11/2025
Due Date*	Payment due date	21/11/2025
Posting Date*	Ledger posting date	21/11/2025

 

🟢Non-Mandatory Field

Field Name	Description	Example
Charge Type	Optional filter for retrieving specific charge categories	Handling, Storage, Transport

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4.4 Warehouse Invoice Entry – Filter Options

Users can filter invoices using multiple filter parameters.

Available Filters:

1. Container Number
2. TO Number
3. Truck Code
4. Print Name
5. Charge Code
6. Invoice Currency
7. Invoice Amount
8. Tariff Currency
9. Tariff Amount
10. GRN Number (Multi-Select Supported)

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4.5 View & Amend Charges

Click Amend Charges to view or edit:

• Charge amounts
• Tax breakup (GST, IGST, etc.)
• Charge codes
• Additional or missing charges 
  
  
  

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4.6 Tax Details

This section displays:

• Taxable amount
• GST/IGST/VAT
• Final invoice total
• Currency-wise breakup

Users can validate tax values before submission.

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4.7 Storage Calculation

Used for manually calculating storage-related charges.

Fields

• Charge Code:
  Select the storage tariff
• Valid Till:
  Enter the date until which storage applies

Actions

• Clear:
  Reset the storage calculation screen
• Calculate:
  Applies tariff logic (slabs, free days, daily rates)

 

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4.8 Invoice Summary & Download

Generating the Invoice

1. Enter the Reference Number.
2. Click Submit to generate the invoice.

 

  

 

Download the Invoice

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

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4.9 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

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5. Troubleshooting Common Issues

Issue	Solution
Charges not loading	Ensure Invoice Party, Currency, and GL Account are filled
Wrong totals	Recalculate taxes or refresh the page
Invoice not posting	Check mandatory fields & posting date permissions
Incorrect storage values	Re-run storage calculation with correct Valid Till date

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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 GRN not appearing in Retrieve Charges?

Ensure the GRN is billable and not invoiced already.

3. Can I change the invoice currency later?

Only before retrieving charges.

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7. Support

For assistance, contact the IT Help Desk:
📧

helpdesk@aggrandizeventure.zohodesk

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