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Overview

Excerpt

This section will provide instructions on how to approve Vendor Invoices. In order this workflow to work, a setting name Allow invoice approval on reconciliation screens must be enabled on the user options screen.

Info
titleVendor Invoices Statuses

There are several vendor Invoice Statuses to consider before you read the workflow to approve the vendor invoices:

  • AP: Pending Approval by Procurement
  • AA: Pending Approval by Accounting
  • A: Approved
  • ES: Sent to External System
  • F: Failed
  • S: Synchronized

 

To approve an invoice, once the vendor uploads it to Komet, complete the following:

Ui steps
sizesmall
Ui step

Go to

Accounts

 Accounts Payable (A/P) > PO Reconciliation

Search
Ui step

 Search for the purchase order number to be reviewed and approved. Please take into account this information when reconciling the PO:

  • When there's a discrepancy between
the
  • the Vendor Invoice Total
and
  •  and PO Total
columns
  •  columns, the system will highlight the cells in red, as seen in the image below.

Image Removed
  • The user, during the reconciliation process, also has the option to compare the
warehouse
  • warehouse Qty Received
 with
  •  with Qty Conf by the farm (if these columns are viewable). When there is a discrepancy between these two columns the system will highlight in red the cells within these columns. This discrepancy can also be seen when viewing
the
  • the Purchase Order
Details
  • Details screen on this tab by going
to
  • to "Actions"
and
  •  and clicking on the magnifying glass icon.  Keep in mind that you are able to export an Excel file with the information on
the
  • the PO Reconciliation
tab
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Ui step

The purchase order, by default, will have a Vendor Invoice Status

of 

 of AP (Pending Approval by Procurement). After reviewing the totals information, the Procurement user has the option to approve it by clicking on the invoice number and then, going

to the

to the Actions column in the Invoice Upload window (

read Upload Vendor Invoices for

read  for further information). 

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Ui step

Once the procurement user approves it, the system will show a message confirming the status update was successful, and the invoice status will be updated

to

to "AA" (Pending Approval by Accounting). 

Image Removed
Ui step

The accounting user will have to review the invoice and approve or return it to Procurement for further review if needed. The system will give the accounting user three options in

the

the Actions

column

 column of the Invoice Upload window: Approve Payment, Return to

Procurement

Procurement and

Print

 Print.

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Ui step

Once the Accounting department approves the invoice, the system will change the status

to

to A (Approved). This is the last step and it means the invoice's payment is ready to be processed. The Accounting department will be given two last options: Cancel Payment, from the

invoice Upload screen and

 invoice Upload screen and Print, from the

Actions

 Actions column in the

PO Reconciliation

 PO Reconciliation screen.

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Image Added

Info
titleImportant
  • When
accounting
  • accounting Cancels a payment the invoice status reverts
to
  • to AA (Pending Approval by Accounting) to be reviewed again.
  • When the invoice has an A (Approved)
status
  •  status, the user will be able to send the invoice to the External Accounting System or Quickbooks, if the company has integrated it with Komet (from the Actions gray button).
 Once
  •  Once the invoice is approved in Komet, the user can proceed to process the payment in their accounting system
.
On this screen, users have the option to select the columns to view in the PO Reconciliation screen by clicking on the gear icon next to the "Search" button as shown below
  • .
 
Image Removed
note
  • Only invoices with an Approved status will be transferred to QuickBooks. Komet, on the Sent to External System On column within the PO Reconciliation tab, will display in a tooltip the information of the user who sent the invoice to Quickbooks.
  • On this screen, users have the option to select the columns to view in the PO Reconciliation screen by clicking on the gear icon next to the "Search" button as shown below. 


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Tip
titleWhat can you do if the synchronization process fails?

When a PO has a Synchronized (S), Sent to External System (ES), or Failed (F) status, and for any reason, it is necessary to return the PO to an Approved status (if something went wrong with the synchronization process, for example) the system allows to do that. Just click on the drop-down menu in the Actions column for that PO and click on Return to Approved.

Click on the image to see the details.