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In this article you will learn how to upload vendor invoices into Komet Sales. You can do this manually, automatically, or via email.

Roles enabled to perform this action: Admin, Accounts Payable, Procurement Manager, Procurement User.

Table of Contents

Manually Upload Vendor Invoices

To manually add invoices and additional charges to the purchase order, do the following instructions:

  1. Go to A/P and select PO Reconciliation.

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

  3. Hover on the Vendor’s Invoice column of the PO and click on Upload. The Upload Invoice window will pop up.

  4. Enter the Invoice number and the total invoice amount.

  5. Optional: Add additional charges. For more information, read Add Additional Charges.

  6. Upload the invoices in the Drag your file here or click to upload section.

    • Valid formats: .xls, .xlsx, .jpg, .png, .jpeg, .pdf, .tif, .csv, .doc, .docx, .rtf, .xps, .oxps, and .txt

  7. Ensure that the PO total corresponds to the total of the associated invoices. 

  8. Click on Save. The invoice will be listed below in the Invoice Summary section. (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. Do you need to approve each one before finishing the process?)

  9. Click on Close to finish.

If you want to review the invoices of an order or upload another invoice, hover over the Vendor’s Invoice column and select the option from the tooltip.

The Vendor Invoice Status column will display the invoice being at the earliest stage in the Workflow for the same PO.

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.  

For more information refer to our article: Approve Vendor Invoices Workflow.

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Manage Invoices

By clicking on the drop-down menu, in the Actions column, you can Approve Edit, Delete, or Download the uploaded file (these options will depend on the invoice Status). For example, only invoices with AA or AP status could be modified, edited, or deleted.

Add Additional Charges

Keep in mind that the additional charges should not exceed the total of the invoice. Just enter the amount and hit the Enter key. Once you have finished, click on Close. The additional charges with the same description will be consolidated in the PO Reconciliation screen as additional PO charges.

Automatically Upload Vendor Invoices

Upload Vendor Invoices via Email

Vendor and Company users can upload vendor invoices into Komet Sales by sending them as an email attachment.

To send invoices via email, do the following instructions:

  1. Create a new mail.

  2. Add the company’s email address for vendor invoices as a recipient.

  3. Fill out the subject line with any of these formats:

    1. P PO Number;Vendor Invoice Number;Invoice Total. Example: P P002323;IN2323;19.50

    2. P PO Number;Invoice Total. Example: P P002323;;19.50

  4. Attach the invoice(s) as PDFs. If you attach more than one file, the system will merge them into one file.

  5. Send the mail.

If the process is successful, the system will add the invoice and the total amount in the subject line to the order in Komet Sales, and notify you and the addresses specified by the company via email about the result.

Invoices for approved purchase orders will not be processed.

The system will add the invoice with the total sent in the subject line, even if the total in the PDF is different.

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