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ExcerptThe system allows associating the corresponding vendor invoices to the Purchase Orders. This process can be done manually, as explained on this article, or by email.

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Excerpt

In this article you will learn how to upload vendor invoices into Komet Sales. You can do this manually, automatically, or via email.

Tip

Roles enabled to perform this action: Admin, Accounts Payable, Procurement Manager, Procurement User.

Instructions

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Manually Upload Vendor Invoices

To manually add invoices and additional charges to the purchase order, do the following instructions:

  1. Go to A/

P>>PO

  1. P and select PO Reconciliation.

Use

  1. Search the

filters to find the

  1. PO

that

  1. of the invoice you will

be uploaded for. Then go to the Vendor's Invoice column for a given

  1. upload.

  2. Hover on the Vendor’s Invoice column of the PO and click

on 

  1. on Upload.

  1. The Upload Invoice window will pop up.

  2. Enter the

invoice

  1. Invoice number and the total

amount of the invoice in the corresponding fields. If you have the invoice in a PDF file, drag the file towards the dotted area and drop it on the "

  1. invoice amount.

  2. Optional: Add additional charges. For more information, read Add Additional Charges.

  3. Upload the invoices in the Drag your file here or click to

upload" section. Once you click on Save, the invoice will be listed below in the Invoice Summary with the uploaded invoice associated with it. Info: The system allows uploading vendor invoices in the following Make sure that

  1. upload section.

    • Valid formats: .xls, .xlsx, .jpg, .png, .jpeg, .pdf, .tif, .csv, .doc, .docx, .rtf, .xps, .oxps, and .txt

  • Notice that you can also associate additional Charges per invoice by clicking on the link next to the Total Invoice field. Keep in mind that the total of additional charges should not exceed the total of the invoice. Just enter the amount and hit the Enter key. Once you have finished, click on Close. The additional charges with the same description will be consolidated in the PO Reconciliation screen as additional PO charges.

    1. Ensure that the PO total corresponds to the total of the associated invoices

    associated with it

    1. . 

    2. Click on 

    Close to finish. The invoices added

    1. Save. The invoice will be listed below in the Invoice Summary section. (The invoice will be listed

    on

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    Info: The

    1. below in the 

    Vendor's Invoice column and by hovering the cursor over that field the system will pop-up the invoice details and you will be able to perform some actions, for example, if you click on View, the system will download the invoice.

    1. Invoice Summary with the uploaded invoice associated with it. Depending on the invoice status, the system will allow you to perform actions such as Edit, Delete, or Download the invoice file. Do you need to approve each one before finishing the process?)

    2. Click on Close to finish.

    If you want to review the invoices of an order or upload another invoice, hover over the Vendor’s Invoice column and select the option from the tooltip.

    Info

    The Vendor Invoice Status column will display the invoice being at the earliest stage in the Workflow for the same PO.

    -

    Info: By

    Once the vendors upload the invoice, it should be approved by procurement and accounting users through the PO Reconciliation process.  You can transfer these invoices to your External Accounting System if integrated with Komet Sales.  

    For more information refer to our article: Approve Vendor Invoices Workflow.

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    Manage Invoices

    By clicking on the drop-down menu, in the Actions column, you

    will be able to 

    can Approve Edit, Delete, or Download the uploaded file (these options will depend on the invoice Status). For example, only

    the

    invoices with AA or AP

    statuses

    status could be modified, edited,

    delete

    or

    edited

    deleted.

    Image Modified

    Add Additional Charges

    Keep in mind that the additional charges should not exceed the total of the invoice. Just enter the amount and hit the Enter key. Once you have finished, click on Close. The additional charges with the same description will be consolidated in the PO Reconciliation screen as additional PO charges.

    Automatically Upload Vendor Invoices

    Upload Vendor Invoices via Email

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