Lightyear is a system that provides an ease of approving, reviewing, and signing off supplier invoices. Invoices and receipts can be sent directly to Lightyear to be processed by accounts payable team.
The Lightyear interface will show up upon signing in. It will show the below features:
A. Organisation name (with dropdown) and the Lightyear address
B. The Lightyear side panel
C. The Dashboard where you can see the tabs: Processing, Awaiting Approval, In Process, and Sign Off.
D. Miscellaneous buttons (Upload, Help and Support, My Tasks, Notifications)
Organisation Name - when clicking the dropdown, it will list all other organisations
under one client. Click the organisation name to transfer to a different organisation
file when processing invoices and receipts. Beside it is the Lightyear email address
specific to the organisation. This is the email address to use when sending the
invoices or receipts to the Lightyear client file.
LIGHTYEAR SIDE PANEL
- Parent Dashboard
- Dashboard
- Processing
- Approvals
- Archived
- Statements
- Suppliers
- Settings
PARENT DASHBOARD
Contains the number of documents and their status that are in Processing, Awaiting Approval, In Review, and Sign Off tab per organisation file.
DASHBOARD
Will show the below tabs depending on the user’s access rights
- Processing
- Awaiting Approval
- In Review
- Sign Off
PROCESSING
This is located in the side panel that has the 2 arrows in circling motion and also inside the Dashboard. The Processing tab is where invoices and receipts are dumped after they were sent to the Lightyear email address or if an invoice document is directly uploaded.
In this section, an invoice can be mapped per supplier so when an invoice is received from the same supplier next time, automatic settings are applied
APPROVALS
This is also in the side panel with 2 arrows in opposing directions.
It is also inside the Dashboard named as Awaiting Approval. Either clicking it from the side panel or inside the dashboard, you will be directed to the section tabs below showing the Approvals, Review, Signed Off and Disputed.
ARCHIVE
Essentially this is where all invoices and receipts go after they have been processed or signed off. However, in the Archive above panel you will still see invoices that are in Approvals, Review and Archive status but the main use of the Archive section is when you have to search for a supplier invoice. Your search options include:
- Supplier - will show all invoices for a specific supplier
- Bill # - will show the invoice with the specific invoice number
- (the most useful one)
- Receive date
- Due date
- Amount
STATEMENTS
This is where all supplier statements are saved and the section you will go when it is time to do supplier statement reconciliation. The Search section below is where you can search a specific supplier or leave the supplier dropdown blank and turn on Incl Reconciled to see all supplier statements and click Search
The check mark on the right means that all invoices in the Statement Detail section matched with the invoices listed in the actual document on the right hence it will show as Reconciled. In other words, all invoices in the documents have been sent to Lightyear
SUPPLIER
This section list all the suppliers name and where to manage supplier
settings such as:
- Supplier - to add a new supplier, do not use this, supplier is added automatically thru mapping
- Search field - search a supplier name
- Pencil icon - add or edit supplier info (eg. Accounting Supplier - this is the supplier name in Xero)
- Bin icon - delete a supplier
SETTINGS
When you click on the settings button, the below icons will show.
These feature are only used in rare circumstances
REVIEW
This is the section where invoices or receipts need more attention. As the name states the invoices need review. Things to do here include checking of:
- Doc Type - if the document is invoice choose invoice, if credit note, then choose Credit note
- Supplier - check the document for the supplier name, make sure.
- Lightyear mapped it to the correct supplier
- Bill # - number should be the same with the document invoice number
- Bill Date - must be the same with the document
- Due Date - in the document sometimes the exact date is stated, sometimes it says payment terms for a number of days
- P/Order # - skip
- Description - must match with the description in the document
- Amount - must match with the amount in the document
- Taxed - depends upon the setting
- Tax Code - check document if the item is gst on expense or gst free expense
- GL Code - account code eg. beverage purchases, food purchases etc.
SIGNED OFF
This is where all invoices from the Review tab will go and are ready to be signed off or exported to Xero. For instances when you need to edit an invoice, push the invoice back to the Review tab first and then send it to the Signed off tab again. When all reviewed invoices are good, put a check on the checkbox and click
Export to Xero
DISPUTED
Invoices will be marked as disputed when managers didn't approve the invoice for some reasons like incorrect order, amount etc.
MORE BUTTONS IN APPROVALS TAB
This button has different action button you can use when processing
- Dispute - this is for managers only
- Email supplier - skip
- Email to me - skip
- Mark as unread - to keep the invoice as new
- Re-apply map - this is for mapping the invoice settings to a specific supplier
- Return to processing - when you have to return the invoice from
- Approvals to processing to re-map
- Transfer bill - invoice was sent to the wrong organisation, use this to transfer the bill to the right venue
MORE BUTTONS IN PROCESSING TAB
This button has different action button you can use when processing
- Manually file statement - sent the supplier statement to the
- Statement section manually
- Email supplier - skip
- Email all to me - skip
- Email selected to me - skip
- Mark as unread - skip
- Transfer bill - use this to transfer the bill to the correct location
- Split all pages - use this to split multiple invoices separately
- Split from next page - use this to split the invoice from next page
- Switch extraction method - skip
HELP AND SUPPORT
Browse topics anything about Lightyear. You'll find different topics about features, rules, automation and more. You can also submit a ticket if you are stuck and you want a support person to answer your question
Processing Invoices in Lightyear:
Supplier invoices are approved by Club Managers weekly. The accounts department sends the invoices to Lightyear and from there the Managers process them.
1. To approve supplier invoices please go to the following address: Lightyear
- Bodyfit Auburn:
- bodyfitauburn@lightyear.cloud
- Bodyfit Blacktown:
- bodyfitblacktown@lightyear.cloud
- Bodyfit Emerton:
- bodyfitemerton@lightyear.cloud
- Bodyfit Locomotive / Platinum:
- bodyfitlocomotive@lightyear.cloud
- Bodyfit Marrickville:
- bodyfitmarrickville@lightyear.cloud
- Bodyfit Miranda:
- bodyfitmiranda@lightyear.cloud
- Bodyfit Tramshed / Glebe:
- bodyfittramsheds@lightyear.cloud
2. Approving invoices means checking that all goods on the invoices were received and / or the service was done correctly
To approve the invoices please go to the approval tab. If everything is correct please
hit the green button, approve.
Note that all invoices must be approved byTuesday 6 pm Any invoices that you do not approve, please send to dispute and email amanda.chen@bodyfitcorporate.com.au recording the issue. Once your approval tab is empty all invoice processing is complete.
