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Overview

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Excerpt
For better communication

Komet Sales allows vendors to upload

the

invoices for each

of the

shipped PO

shipped

to streamline the

importer. This file

AP process. Once uploaded, these files can be downloaded

by the importer directly from their account.

Instructions

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

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

  • Access the Purchase Orders > Purchase Order Summary tab.

  • 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.

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

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    • A window will pop up displaying two different options to upload the invoice, keep in mind that

    directly from Komet Sales.

    Info

    The system allows uploading vendor invoices by sending an email. Please read Upload Vendor Invoices by Email for more information.

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    Upload Vendor Invoices

    To manually upload PO Invoices, do the following instructions:

    1. Depending on your company type, go to the following screens:

      1. Grower: Go to Grower and select PO Summary.

      2. Vendor: Go to Purchase Orders and select PO Summary.

    2. Search the PO of the invoice you will upload. 

    3. On the PO line, go to the Invoice column and click on Upload.

    4. The Upload Invoice window will pop up. You can upload single or multiple invoices; the file has to be in PDF format

    :

    1. .

    2. Enter the invoice number and the invoice amount in the corresponding fields.

    3. Drag the file

    towards

    1. toward the

    window

    1. dotted area and drop it

    on

    1. in the

    field

    1. "Drag your file here"

    . 

  • Click on the button Select file.

    •  

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

  • Click on Save.

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    • When vendors upload the invoice to the system

    1.  section. Ensure the PO and Invoice totals match.

    2. 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.

    3. 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

    the users responsible of transferring invoices to the Accounting System 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 more information refer to article Workflow to Approve Vendor Invoices.

     

    Upload Vendor Invoices by Email

    The vendors have a fast way to upload their invoices into Komet. They just send the invoice through email and the system will upload it automatically. To enable this option please refer to Account Payable Settings.

    The vendor should take into account the information below before sending the email:

    The vendor should replace the email subject, please be aware that the subject should be separate by semi-colon. There are 4 ways to enter the Subject:
  • PO number only. Example: P000171 o 0171.
  • PO number and Vendor Invoice number. Example. P000171;98765
    • PO number, Vendor Invoice Number and Total. Example:  P000171;98765;117.83
    Image RemovedPO number and Total. Example: P000171;;117.83
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  • The attachments must be sent in PDF format. Any other file format that are not PDFs will be discarded.
  • If there is more than one PDF, the files will be merged into a single PDF.
    • Purchase Orders that have been already Approved will not be processed.

    Vendor Invoice Does Not Match Purchase Order

    When uploading an invoice with a total amount that does not match the total amount in the Komet Purchase Order the system will show message informing about it and will give the options to upload or not.

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    How to Replace/Change an Invoice

    procurement and accounting users through the PO Reconciliation process.  

    You can transfer these invoices to your External Accounting System if integrated with Komet Sales.  

    Info

    For more information, read Approve Vendor Invoices Workflow.

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    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).

    Tip

    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.

    Info

    To learn more, read K2K - Automatically Upload Vendor Invoices (BETA).

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    How to Replace/Change an Invoice?

    In case there are errors on the

    uploaded invoicePurchase

    uploaded invoice, the system allows you to replace it with another one:

    Go to 

    1. From the Vendor Portal go to Purchase Orders > PO Summary

     locate

    1. , or from your regular Komet account go to Grower >> Purchase Order Summary.

    2. Locate the PO that

    the invoice needs

    1. the invoice needs to be replaced for

    .Under the Invoice column

    1. , place the cursor over the invoice number and click on the 

    Upload

    1. Edit link.

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    1. The invoice upload window will pop up, and you can upload a new file (or delete it, from the Actions column). 

    2. Upload the file as previously explained and click on Save. 

    3. Once the changes are saved, the system will delete

    the invoice previously titleRelated Articles

    1. the invoice previously uploaded and replace it with the new one. 

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