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Excerpt

Komet allows, both vendors and regular users, to quickly and efficiently upload vendor invoices into Komet. The system provides an option to email the vendor invoice file directly into the system so that it's uploaded to the specific Komet PO # it belongs to. The only requirement consists in replacing the email subject with the PO #, Vendor Invoice Number, and Invoice Total. This works only for attachments that are sent in a PDF file format.

Info: For
Excerpt

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

, contact our support team.

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 Accounts Payable, click on Vendor Invoices Via Email.
  • For Multi-Location companies go to Setup > Click on Settings > Select the Location tab > Choose the location. Find the Account Payable option and click on Vendor Invoices Via Email link.
    I: In case the mail box is the same for all the locations, to set it up in one location will be enough. If your company want to have a different mail box per location, this must be set up in each.
  • For Multi-Location companies go to Setup > Click on Settings > Select the Location tab > Choose the location. Find the Account Payable option and click on Vendor Invoices Via Email link. 
    In case the mail box is the same for all the locations, to set it up in one location will be enough. If your company want to have a different mail box per location, this must be set up in each.
    • For both types of companies, a pop-up window will appear, you should check the Enable checkbox and the window will

    .

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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.

    On the Mailbox to receive the invoices field, you will need to enter the

    1. Enter the email address where you will receive

    your

    1. the vendor's invoices

    . Komet Sales will use this email address

    1. in the Mailbox to receive

    and upload the Vendor Invoices, and it will be known as your "Mailbox". You must also provide the password to access this email account and the Host and Protocol information. 
  • Please be aware that Komet will verify the email address and it will not accept invalid e-mail address formats. The system will display error messages
    Warning: 

    Please keep in mind:

    • Only one Mailbox can be setup per company. If it's a Multi-Location account; then each location can set up its own Mailbox.
    • The protocol for setting up this Mailbox is IMAPS ONLY. If your email provider does not support this protocol, you will not be able to use this setting.
    • If the addresses to enter here already

    1. the invoices field.

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

    3. Add Authorized "From" email addresses.*

    4. 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.

    5. 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

    as a

    • vendor user, it will no longer be necessary to enter

    any email here

    • them in this field.

    After setting the receiving Mailbox, you must complete the Authorized "From" email addresses field. The email addresses entered here, are the authorized addresses where the Vendor Invoice PDF files will be sent from. If you want the system to receive Vendor Invoice PDF files from different email addresses as the ones specified in this field, you must keep in mind that these email addresses must be associated to that specific

    • 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

    . The

    • , otherwise the system will

    not receive the email with the Vendor Invoice PDF attachment submitted from those email addresses if there's no association.
  • The system also has a field to enter the email addresses which will receive a copy of the successful, warning or error messages resulting from sending the email to upload the Vendor Invoice PDF file attachment. Multiple email addresses can be entered as long as semicolons separate them.
  • Finally, click on Save. Once this setting is successfully configured by you please contact Komet Sales to finalize the activation process of this vendor invoice uploading option. 
    • Image Removed

    • reject the submission.

    Image Added
    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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