Advanced Reporting
Click here to view the full video guide on Archive & Reporting
Pre-Existing Reports
Lightyear has a variety of pre-existing reports to be run within the Archive & Reporting area. To view these, head to the Archive & Reporting tab along the left hand side and click into Reports.
Click any of the reports to be sent to the Search tab, with the correct fields defined.
To run the report, click Search.
You will be redirected to Search Results, which gives you the result set from the chosen Report.
If you want to download the result set, click the Export Report button in Panel 2.
Please Note: Lightyear will display 500 results in Panel 1. If you need further results, click Export Report and you will see all results from the report.All Bills/Credits/Receipts
A report with all Bills/Invoices, Credit Notes and Receipts in your Lightyear account.
Bank Details Audit History
All changes made to Bank Details within each Supplier
Bills Not Exported
A report with all Bills/Invoices, Credit Notes and Receipts that have not yet been exported, and are currently in Approvals/Review/Signed Off/Disputed.
Exported AccSoft Batches
View all historic Exported Batches to your Accountancy Software. Depending on the software, you may be able to re-export these batches to CSV.
Exported Inventory Batches
View all historic Exported Batches to your Inventory Software. Depending on the software, you may be able to re-export these batches to CSV.
Trashed Processing
A list of all documents that have been deleted from within the Processing tab. These can also be reinstated from this section.
Bills/Credits/Receipts Line Items Invoiced
A report with all Bills/Invoices, Credit Notes and Receipts in your Lightyear account, with line item details e.g. Product Code, Description, Quantity, etc.
Exported Bills/Credits/Receipts
A report with all Bills/Invoices, Credit Notes and Receipts that have been Archived or Exported.
All Line Items Ordered
A report with all Purchase Orders within Lightyear, across all PO tabs, with line item details e.g. Product Code, Description, Quantity, etc.
All Purchase Orders
A report with all Purchase Orders within Lightyear, across all PO tabs.
Billed Product Spend & Quantity by Period
A report to show every Product Code that has been used on Bills/Invoices, Credit Notes and Receipts within Lightyear, across all Suppliers, with the total Quantity, Amount Excl Tax, Tax Total and Amount Incl Tax.
GL Code Spend by Period
A report to show every GL Code that has been used on Bills/Invoices, Credit Notes and Receipts within Lightyear, across all Suppliers, with the total Quantity, Amount Excl Tax, Tax Total and Amount Incl Tax.
Lightyear Department Spend by Period
A report to show every Lightyear Department that has been applied within Lightyear, across all Suppliers, with the total Quantity, Amount Excl Tax, Tax Total and Amount Incl Tax.
Ordered Product Spend & Quantity by Period
A report to show every Product Code within Lightyear that has been used on Purchase Orders, across all Suppliers, with the total Quantity, Amount Excl Tax, Tax Total and Amount Incl Tax.
Custom Reports
If the Pre-Existing Reports don't provide the information you need, you can tailor one of these reports or create a whole new report to give the information required.
Tailoring Pre-Existing Reports
If a report is close to what you need, but you need to narrow down the results to a specific date range, or to include a certain Supplier, you can run the report and save the results for future use.
After you have selected the report you want, and are in the Search tab, you can alter the fields before you run the report. For example, if you want to run the Bills/Credits/Receipts Line Items Invoiced report, but don't need everything in Lightyear, you can alter the filters.
You can set a date range in Bill Date, Received Date or Due Date to show documents that fall in that range, or select a specific Supplier(s) from the dropdown. Once you have the desired filter set, click Create Custom Report to save the report for future, or Search to run the report now.
Create a Custom Report
If you need to run a recurring report for information that isn't contained in our Pre-Existing reports, you can create your own!
Head to the Search tab and select the filters you want to run. In the below example I am running a report containing Document Level information for Exported/Archived documents for the Supplier 'Test Supplier 2'.
To save this report for later, click the + Create Custom Report button.
Here you can give the Report a name, to make it easier to find in future, and a short description to explain what it does. You can Add to your Favourites to make this easier to find in future.
The report will appear in the Custom Reports area in the Reports, and under Favourites if you have selected that option.
If you need to make any changes to the Filter criteria in a Custom Report, when you get to the Search tab, make the desired changes and click Update Custom Report, this will save the new changes.
Please Note: Custom Reports are visible to all users in an account. Only Admins can create these.
Favourites
Lightyear has a set of predefined Favourites, which appear in the Favourites section, with a green star on the line.
These can be changed at any time by clicking the green star to unfavourite, or by clicking the white star on reports to.
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