Warehouse Vendor 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
    4.1.1 Printable Invoice Preview (Right-Side Panel)
    4.2 Invoice Filter
    4.3 Creating a New Vendor Invoice
    4.4 Retrieve Charges
    4.5 Invoice Charges Table
    4.6 Tax Details
    4.7 TDS/WHT Application
    4.8 Attachments
    4.9 Invoice Summary

5. Troubleshooting

6. FAQs

7. Support

1. Introduction

The Warehouse Vendor Invoice Entry module allows users to recreate physical vendor invoices in the ERP for accounting, reconciliation, and vendor payment processing.
It ensures vendor charges are correctly recorded, validated, taxed, and submitted to finance.

2. System Requirements

Browser: Chrome 90+ / Firefox 85+
User Role: Warehouse Finance / Accounts Payable / Administrator

3. Logging In

1. Log into the Zealit 2.0.

2. Navigate to Warehouse Vendor Invoice from the Finance/Billing menu.

3. The Landing Page will be displayed.
   
   

4. Main Features and Functions

4.1 Landing Page

The landing page lists all vendor invoices created in the system.
When no invoices are available, the system displays entries done today

Landing Page Buttons

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

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

4.1.1 Printable Invoice Preview (Right-Side Panel)

When a vendor invoice is selected from the list, the system automatically loads the printable PDF version of the invoice on the right side of the screen.

Purpose of the Preview Panel

• Allows users to instantly preview the invoice without downloading.

• Helps validate vendor charges, descriptions, taxes, and totals.

• Ensures the invoice matches the original vendor document before approval.

• Shows two important tabs:

  • Print Report – The formatted invoice PDF.

  • Journal – Accounting entries generated for the invoice.

Features

• Zoom In/Out – Adjusts visibility.

• Download – Save the invoice PDF locally.

• Print – Sends invoice directly to a connected printer.

• Page Thumbnails – For multi-page invoices.

When It Appears

• Only after the user selects an invoice.

• If no invoice is selected, the panel remains empty.

4.2 Invoice Filter

Used to search vendor invoices based on date, vendor, G/L account, status, or document number.

Filter Fields

• From Date – Start date for invoice search.

• To Date – End date for invoice search.

• Vendor Name – Filter by vendor.

• Reconciliation Account – G/L ledger for posting.

• Document Number – Direct lookup.

• Status – Draft / Submitted / Posted.

Actions

• Clear – Clears all filters.

• Apply – Displays filtered invoices.

4.3 Creating a New Vendor Invoice

Click New to open the Vendor Invoice Entry screen.

Header Fields

• Vendor Reference – Vendor invoice number.

• Narration – Additional remarks for internal use.

4.4 Retrieve Charges

Used to load payable charges from GRN, Activity, or Warehouse modules.

Mandatory Fields

• Vendor Name* - Only fetches the Vendors towards which financial conditions are completed

• Reconciliation Account* - auto fetched based on vendor selection

• Invoice Currency* - Auto fetched based on vendor selection

Additional Fields

• Charge Code

• Invoice Date

• Due Date

• Posting Date

• IOU Payment (YES/NO)

Actions

• Clear – Resets all fields.

• Retrieve – Fetches vendor charges into the invoice table.

4.5 Invoice Charges Table

Displays all retrieved payable lines.

4.6 Tax Details

Accessed via the “Tax Edit” icon.

Fields

• BL Number

• Charge Description

• Tariff Amount / Currency

• Invoice Amount / Currency

• Conversion/Exchange Rate

• Local Amount

Tax Structure (Up to 3 Levels)

Each level includes:

• Tax Code

• Tax References (1/2/3)

• Invoice Amount

• Local Amount

Save applies the tax data to the selected charge.

4.7 TDS / WHT Application

Allows applying withholding tax for vendor invoices.

Fields

• TDS/WHT Type Dropdown

Action

• Apply TDS/WHT – Applies selected withholding tax to all applicable lines.

4.8 Attachments

Used to upload vendor invoice scans or supporting documents.

Attachment Options

• Get Attachments – Load existing attachments.

• Add Attachment – Upload files.

If no attachments exist, shows “No Attachments found!”

4.9 Invoice Summary

Displayed at the bottom of the invoice entry screen.

Summary Fields

• TDS Amount

• Invoice Amount

• Tax Amount

• Net Amount

This section represents the total payable after deductions and tax calculations.

5. Troubleshooting

6. FAQs

1. Can I edit a submitted vendor invoice?
No. Once submitted, it becomes locked. Finance must reverse it.

2. Why is my invoice amount showing zero?
Tariff codes or values may be missing.

3. Should the vendor invoice scan be uploaded?
Yes. It is required for payment processing.

7. Support

For further assistance, contact:
helpdesk@aggrandizeventure.zohodesk.in