Overview

Instructions

Follow these instructions to manually upload manually the an invoices belonging to each a PO:

1. Log in with user name and password directly into www.kometsales.com

2. Access the Grower > Purchase Order Summary tab, or from thePurchase Orders > Vendor Portal go to Purchase Order  > Purchase Order Summary tab.

3. Use the filters to find the PO that the invoice will be uploaded for. Remember that if the importer has not approved it, this will not be shown on the account. 

4. Once the PO is found go to the "Invoice" column to and find the link "Upload" link. Click on the link mentioned in in order to upload the invoice.

   

5. A window will pop up displaying two different options to upload the invoice, keep in mind that the file has to be in PDF format:

   • Drag the file towards the window dotted area and drop it on the field "Drag your file here" section. 

   • Click Or click on the button  "Select file" button.

    

6. Enter the invoice number and the total amount for the invoice in the corresponding fields.

7. Click on Save.

   

When Once the vendors upload the invoice to the system, it should be approved by the users responsible of transferring invoices to the Accounting System procurement and accounting users through the PO Reconciliation process.  You can transfer these invoices to your External Accounting System if integrated with Komet Sales. The two filters to complete approval process are: Approval by Procurement and Approval by Accounting/Administrator. Once it is approved by the Accounting user or the Administrator, the system will show Payment Approved status. When the invoice is Payment Approved it can be synchronized with the Accounting System. For  For more information refer to article our Knowledge Base article: Workflow to Approve Vendor Invoices.

Upload Vendor Invoices by Email

The Komet users have a fast way to upload their vendor invoices into Komet . They by just send sending the invoice through attachment via email and the system will upload it 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
vendor
• • Komet user should
replace
• • enter the email subject
, please be aware that the subject should be separate by semi-colon. There are 4 ways to enter the Subject
• • line using any of the following 4 ways, making sure to separate the information with a semicolon:
    
    
    1. PO number only.
Example: P000171 o
• • 1. Can be entered as: P000171 or 0171.
       
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    2. PO number and Vendor Invoice number. Example.
 P000171;98765
• • 1.  PO #;Invoice # (Invoice # can be alphanumeric)
       
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    2. PO number, Vendor Invoice Number and Invoice Total. Example:
  P000171
• • 1.   P0 #;
98765;117.83
• • 1. Invoice #;Total Amount
       
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    2. PO number and Invoice Total. Example:
 P000171;;117.83
• • 1.  P0 #;;Total Amount (Please be sure that a double semicolon separates the PO # and the Invoice Total, if no Invoice # is included.)
       
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• The invoice attachments must be sent in a PDF file format. Any other file format that are is not PDFs PDF will be discarded.
• If there is more than one PDF file attached, the files will be merged into a single PDF.
• Purchase Orders that have been already Approved will not be processed.
  
  

Error Message: Vendor Invoice Does Not Match Purchase Order

When uploading an 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 show display a message informing about it 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:

Go to Purchase From the Vendor Portal go to Purchase Orders > PO Summary locate , or from your regular Komet account go to Grower > Purchase Order Summary, locate the PO that the invoice needs to be replaced for.Under , and under the Invoice column 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.