Upload Vendor Invoices to Komet Sales

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Last updated: Dec 04, 2023 by Andres Toledo
3 min read

Komet Sales allows vendors to upload invoices for each shipped PO to streamline the AP process. Once uploaded, these files can be downloaded directly from Komet Sales.

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

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.

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

  6. Drag the file toward the dotted area and drop it in the "Drag your file here" section. Ensure the PO and Invoice totals match.

  7. 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.

  8. 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.  

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).

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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Once you confirm an order, the system will automatically create and submit the invoice.

 

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:

  1. From the Vendor Portal go to Purchase Orders > PO Summary, or from your regular Komet account go to Grower >> Purchase Order Summary.

  2. Locate the PO that the invoice needs to be replaced for, place the cursor over the invoice number and click on the Edit link.

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

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

  5. Once the changes are saved, the system will delete the invoice previously uploaded and replace it with the new one. 

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