Warehouse Invoice Entry – User Manual

Version: v.1.0.38.5
Prepared by: Issac
Date: 20/11/2025

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

5. Troubleshooting Common Issues

6. FAQs

7. Support

1. Introduction

The Warehouse Invoice Entry module allows users to generate, review, and finalize warehouse-related invoices. All GRN-based billable charges—storage, handling, and services—are consolidated here for posting into accounting. The module ensures accurate billing, tariff application, and tax computation before submission.

2. System Requirements

Browser: Chrome 90+ / Firefox 85+
User Role: Warehouse Billing, Finance, or Administrator Access

3. Logging In

1. Log into the Zealit 2.0.

2. Navigate to Warehouse Invoice Entry from the dashboard.

3. The system loads the Warehouse Invoice Landing Page.
   
   

4. Main Features and Functions

4.1 Landing Page

The Landing Page displays all existing warehouse invoices based on applied filters.
If no record matches, the system shows todays entries alone.

Buttons on the Landing Page

• New (+) – Create a new warehouse invoice.

• Filter (funnel icon) – Opens the detailed invoice filter panel.
  

• To right side of the screen is for printing the invoice and seeing journal entries
  
  

4.2 Invoice Filter

The filter panel helps locate invoices based on date range, customer, accounting ledger, or document number.

Filter Fields

1. From Date
   Start date of invoice creation range.

2. To Date
   End date of invoice creation range.

3. Customer Name
   Displays invoices belonging to the selected customer.

4. Reconciliation Account
   Filters invoices based on the G/L account used during posting.

5. Document Number
   Search for a specific warehouse invoice number.

Filter Actions

• Clear – Wipes all filter inputs.

• Apply – Shows invoices matching the selected criteria.

4.3 Creating a New Invoice

Selecting New opens the Warehouse Invoice Entry form.

Header Fields

• Reference – Internal reference for identification.

• Narration – Footer remarks or clarifications for the invoice.

• Select Copied GRN Numbers – Imports GRN numbers copied earlier.
  

• Calculate Storage – Opens the storage tariff calculation panel.

• Clear – Resets all header fields.

• Submit – Finalizes, posts, and locks the invoice.

4.4 Retrieve Charges

Used to bring in charges from GRN, GDN modules.

Field Descriptions

• Invoice Party*
  The customer being billed.

• Reconciliation Account*
  G/L account for invoice posting auto fetching

• Invoice Currency*
  Currency in which invoice is issued auto fetching

• Invoice Date
  Invoice creation date.

• Due Date
  Customer payment deadline.

• Posting Date
  Date used for accounting entries.

• Charge Type
  Options: Storage / Handling / Service / All Charges.

Buttons

• Clear – Clears the retrieve-charge fields.

• Retrieve – Loads all selected charges into the invoice grid.

4.5 Invoice Charges Table

All retrieved charges appear in the invoice grid.
All relevant details will be featured in the column

4.6 Tax Details

The tax screen opens when editing tax for any charge line.

Tax Details Fields

• Charge Description – Name of charge/service.

• Tariff Amount / Currency – Original tariff value.

• Invoice Amount / Currency – Billed value.

• Exchange Rate – Conversion rate for local posting.

• Local Amount – Value converted to local currency.

Tax Structure

Up to three tax levels may be configured based on tax engine.

Tax 1:

• Tax 1 Code

• Tax Reference 1

• Tax Ref1 Invoice Amount

• Tax Ref1 Local Amount

Tax 2:

• Tax 2 Code

• Tax Reference (1/2/3)

• Tax 2 Ref Invoice Amount

• Tax 2 Ref Local Amount

Tax 3:

• Tax 3 Reference

• Tax 3 Invoice Amount

• Tax 3 Local Amount

Save – Applies taxes to the charge.

4.7 Storage Calculation

Used when storage tariffs must be computed manually.

Fields

• Charge Code – Select storage tariff code.

• Valid Till – Date until which storage applies.

Actions

• Clear – Resets calculation screen.

• Calculate – Applies slab/free-days/daily tariff rules.

4.8 Invoice Summary

Displayed at the bottom-right corner.

• Invoice Amount – Total of all charge lines.

• Tax Amount – Total tax applied.

• Net Amount – Invoice Amount + Tax Amount.

5. Troubleshooting Common Issues

6. FAQs

1. Can I edit an invoice after submitting it?
No. Once posted, the invoice is locked. Contact Finance for reversal if required.

2. Why isn’t my GRN appearing in Retrieve Charges?
Check if the GRN is marked as billable and not already invoiced.

3. Can I change invoice currency mid-invoice?
Only before retrieving charges.

7. Support

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