Overview
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To streamline the accounts payables process, Komet Sales allows vendors to upload their invoices for each of the POs shipped. Once, uploaded, these files can be downloaded directly from Komet Sales. |
Instructions
Follow these instructions to manually upload invoices belonging to a PO:
Log in with your username and password directly into www.kometsales.com
Access the Grower > Purchase Order Summary tab, or from the Vendor Portal go to Purchase Order >> Purchase Order Summary tab
Use the filters to find the PO that the invoice will be uploaded for.
Once the PO is found, go to the "Invoice" column and find the "Upload" link. Click on the link in order to upload the invoice.
The Upload Invoice window will pop up. You can upload single or multiple invoices, keep in mind that the file has to be in PDF format.
Enter the invoice number and the total amount of the invoice in the corresponding fields.
Drag the file towards the dotted area and drop it on the "Drag your file here" section. Click on Save. The invoice will be listed below in the Invoice Summary with the uploaded invoice associated with it.
Info title Information Depending on the invoice status, the system will allow you to perform some actions such as Edit, Delete, or Download the invoice file.
Make sure that the PO total corresponds to the total of the invoices associated with it. Click on Close to finish. The invoices added will be listed on 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.
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 Knowledge Base article: Workflow to Approve Vendor Invoices.
Upload by EmailKomet users have a fast way to upload vendor invoices into Komet by just sending the invoices attachment via email and the system will upload them automatically. To enable this option please refer to Account Payable Settings.
The users should take into account the information below before sending the email:
The Komet user should enter the email subject line using any of the following 4 ways, making sure to separate the information with a semicolon:PO number only. Can be entered as: P000171 or 0171.
PO number and Vendor Invoice number. Example. PO #;Invoice # (Invoice # can be alphanumeric)
PO number, Vendor Invoice Number and Invoice Total
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Example: P0 #;Invoice #;Total Amount| Info |
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The users that can employ this option are the Vendor and Company users. |
Error Message: Vendor Invoice Does Not Match Purchase Order
Through the on-screen uploading option when a vendor invoice with a total amount that does not match the total amount in the Komet Purchase Order is uploaded, the system will display a message and will give the user options to upload it or not.
How to Replace/Change an Invoice?
In case there are errors on the uploaded invoice, the system allows to replace it with another one:
From the Vendor Portal go to Purchase Orders > PO Summary, or from your regular Komet account go to Grower >> Purchase Order Summary, locate the PO that the invoice needs to be replaced for, and place the cursor over the invoice number and click on the Upload Invoice link.
Upload the file as previously explained and click on Save.
Once the changes are saved, the system will delete the invoice previously uploaded and replace it with the new one.
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The system allows uploading vendor invoices by sending |