Overview

For better communication Komet Sales allows vendors to upload the invoices for each of the PO shipped to the importer. This file can be downloaded by the importer directly from their account.

Instructions

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

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

2. Access the Purchase Orders > Purchase Order Summary tab.

3. 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.

4. 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.

   

5. A window will pop up displaying two different options to upload the invoice, keep in mind that the file has to be in PDF format:

   • Drag the file towards the window and drop it on the field "Drag your file here". 

   • Click on the button Select file.

    

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

7. Click on Save.

   

When vendors upload the invoice to the system, 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:
  1. PO number only. Example: P000171 o 0171.
  2. PO number and Vendor Invoice number. Example. P000171;98765
  3. PO number, Vendor Invoice Number and Total. Example:  P000171;98765;117.83
  4. PO number and Total. Example: P000171;;117.83
     
     
• 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.

How to Replace/Change an Invoice

In case there are errors on the uploaded invoice, the system allows to replace it with another one:

Go to Purchase Orders > PO Summary locate the PO that the invoice needs to be replaced for.

Under the Invoice column click on the Upload link.

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.