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Komet Sales allows |
vendors to upload |
invoices for each |
shipped PO to streamline the |
AP process. Once uploaded, these files can be downloaded |
Instructions
To upload the invoices belonging to each of the POs you need to follow these instructions:- Log in with your user name and password directly on www.kometsales.com
- Access the Purchase Orders > Purchase Order Summary tab.
- Use the filters to find the PO you want to upload the invoice for. Remember that if the importer has not approved it, this will not show on your account.
- Once you find the PO go to the "Invoice" column, there you will find the link "Upload". Click on the mentioned link so that you can load the invoice.
- A window will pop up, with two different options to upload the invoice:
- Drag the file towards the window and drop it on the field "Drag your file here".
- Click on the button Select file.
- Bear in mind that the file has to be in PDF format.
- Enter the invoice number and the total amount for your invoice in the corresponding fields.
- Click on Save
When vendors upload the invoice to the system, it should be approved by the users in charge of transferring invoices to the Accounting System integrated with Komet. 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 Administrator, the system will show Payment Approved status. When the invoice is Payment Approved you can synchronized with your Accounting System. For more information you can refer to article Workflow to Approve Vendor Invoices.
How to Replace/Change an Invoice
In case there are errors in the uploaded invoicedirectly from Komet Sales. |
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The system allows uploading vendor invoices by sending an email. Please read Upload Vendor Invoices by Email for more information. |
Table of Contents
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Upload Vendor Invoices
To manually upload PO Invoices, do the following instructions:
Depending on your company type, go to the following screens:
Grower: Go to Grower and select PO Summary.
Vendor: Go to Purchase Orders and select PO Summary.
Search the PO of the invoice you will upload.
On the PO line, go to the Invoice column and click on Upload.
The Upload Invoice window will pop up. You can upload single or multiple invoices; the file has to be in PDF format.
Enter the invoice number and the invoice amount in the corresponding fields.
Drag the file toward the dotted area and drop it in the "Drag your file here" section. Ensure the PO and Invoice totals match.
Click on Save. The invoice will be listed below in the 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.
Click on Close to finish.
The invoices will be listed in the Vendor's Invoice column, and by hovering over that field, you will see the invoice details and 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.
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For more information, read Approve Vendor Invoices Workflow. |
Automatically Upload Vendor Invoices
If your company has an active K2K Connection with the Customer, they will have the option to enable a setting that lets you automatically upload and associate vendor invoices to your purchase order once you confirm the order from the Order Entry - Order Summary screen.
When you confirm an order from the staging area, the system automatically creates the order’s invoice and attaches it to the PO with pending approval status. After that, you can mark it as paid (continue with the normal flow).
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If you want to use this feature and you already have an active K2K connection, get in touch with your Customer and ask the to enable the Automatically Upload K2K Vendor Invoices setting. |
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To learn more, read K2K - Automatically Upload Vendor Invoices (BETA). |
How to Replace/Change an Invoice?
In case there are errors on the uploaded invoice, the system allows you 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, place the cursor over the invoice number and click on the
Edit link
.
The invoice upload window will pop up, and you can upload a new file (or delete it, from the Actions column).
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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