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Overview

Excerpt

Komet allows the users to set a different option to upload Vendor invoices into the system.

In order to allow you to
Excerpt

In this article, you will learn how to enable a mailbox where your users can quickly and efficiently upload vendor invoices

into Komet, the system provides you an option to email the file directly into the system. The only requirement consist in replacing the email subject by the PO#, Vendor Invoice Number or Invoice Total. This works only for attachments that are sent in PDF format.

Instructions

To set this option for Single and Multi Location companies, please follow these instructions: 

For Single location companies go to Setup > Click on Settings. Under Account Payable, select the link Receive Vendor Invoices Via Email.
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For Multi-Location companies go to Setup > Click on Settings > Select the Location tab > Choose the location. Find the "Account Payable" option > Click on "Receive Vendor Invoices Via Email" link.
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For both type of companies a pop up window will appear, you should check in "Enable" and the window will show more information to continue. 

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  • Then, you should create an email that the system will use to receive the Vendor Invoices, this will be known as Mailbox. Enter the email created with the password, Host and Protocol information. 

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    • Please be aware that Komet will not accept an invalid e-mail address when filling all the information in the "Vendor Invoices via E-mail" window. The system will display an error message. Please see the examples below:
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    Warning

    Please keep in mind:

    • The company can only have one Mailbox setup.
    • The protocol to set this Mailbox is IMAPS only. If your email provider does not support this protocol, you will not be able to user this setting.
    After setting the Mailbox, you should enter an Authorized "From" email addresses in the field specify there. Those should be the addresses from where users will send the Vendor Invoices. If you want to use a different email to send the invoice, you should keep in mind that

    in PDF format and associate them to their purchase orders into Komet via email.

    Info

    Contact our support team for any change regarding the Mailbox, password or Host.

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    Mailbox Setup

    To set up your mailbox where users will send their invoices via email, add authorized addresses, and add notification recipients, do the following instructions:

    1. Go to Setup and select Settings.

    2. Click on Vendor Invoices Via Email in the Accounts Payable group of settings.

    3. Check the Enable option. The modal will expand to show more information.

    4. Enter the email address where you will receive the vendor's invoices in the Mailbox to receive the invoices field.

    5. Enter the password and host of this email account.

    6. Add Authorized "From" email addresses.*

    7. Optional: Add the addresses where the system should send copies of notifications from invoices received via email in the Copy responses to field. Separate each address with a semicolon.

    8. Click on Save.

    Once you successfully configure this setting, please contact Komet Sales to finish the setup on our side. 

    Info

    For Multi-Location Companies:

    • This setting is located in the Locations Tab.

    • If you want to use the same mailbox for every location, set it up in one location and the system will use it for all.

    • You can also have an individual mailbox for each location by doing the setup process for each one.

    Authorized From Email Addresses:

    • The system will reject invoice submissions from unregistered addresses.

    • If the addresses exist in the system as a contact or vendor user, it will no longer be necessary to enter them in this field.

    • If the email address being used to submit the vendor's invoice is not specified here, it must be associated to the Komet Sales Vendor Account or Vendor Contacts

    . If not

    • , otherwise the

    mailbox

    • system will

    not receive the email with the invoiceThe system also has a field to enter the emails which will receive a copy of the successful, warning or error messages after sending the email with the Vendor Invoice.
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    Finally, click on Save. Once this setting is configured please contact Komet Sales to finalize the activation process. 
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    • reject the submission.

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    Tip

    To learn how to upload vendor invoices once this feature is set up, read https://kometsales.atlassian.net/wiki/spaces/KB/pages/3332506/Upload+Vendor+Invoices#Upload-Vendor-Invoices-via-Email.

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