Watch this video on Archived Bills
The Archive allows you to search for a variety of document types, in a variety of different places within Lightyear. When you go to the Archive, on the left hand side of your screen you will be asked to choose what type of Archive search you would like to perform.
Bills and documents are stored in your Archive for 8 years from the document date. So below, when we say "have ever been", we mean "within the last 8 years". It should be noted that an Archive search does not include anything in your Processing Tab because those documents have not yet been associated with a supplier.
All bills - all bills that have ever been exported from Lightyear, plus bills that are currently in Lightyear
Exported bills - all bills that have ever been exported from Lightyear.
Bills not yet exported - bills in Lightyear
Exported batches - a summary (and detail) of all the batches of bills that have ever been exported from Lightyear.
Exported Inventory Batches - Any batches that have already been exported to your Inventory software
Trashed Processing - Any bills that were trashed in the Processing Tab before mapping
If you're searching for archived Statements, check out the Statements Archive
1, 2 and 3 (All, Exported & not-yet Exported)
You can see that you can choose to include Trash within your search results. The search result set is presented to you in panel 1.
4 Exported Batches
Exported batches allows you to see previous batch exports to your accountancy software and, should you choose to do so, re-export them. Again, the result set will be presented to you in panel 1.
5 Purchase Orders
Purchase Orders, as the name suggests, allows you to search for all Purchase Orders within your account - including Void and Deleted POs. Apply any necessary filters in Panel 2, and the results will be displayed in Panel 1.
6 Bank Audit History
Bank Audit History will display the historical changes made to any Bank Details, stored within the Supplier Profile.
The details displayed here will show the:
- Date the changes were made
- User who made the changes
- Old and New detail
- Notes left on the change
- Verification Type
Filtering the Archive
You can also filter the archive view to show specific columns and information relevant to your workflow and company set up. The below images will take you through how to do so.
To the top right of the archive window, you will see 3 small dots -
Click these dots to open a drop-down menu which enables you to select and de-select the heading and columns that you want to show and hide.
As shown above, I have selected that I want to see my Bill number, P.O number, who the Approver was, who the exporter was and so on. The latest features that have been added here, are the ability to see the approver and exporter attached to each and every invoice in your archive. They will show as below:
Export Approver/Exporter/Signed Off Report from Archive
You can also export a report that shows the rundown of each approver and exporter from your archive. As shown above, you can select columns you want to see in your report. Click Export and save the CSV as you wish.
To customise the columns you need to see in Archive, simply click the three small dots to the top left of panel one.
Then you can select from the drop down menu, those you want to show or hide from your column views in panel one.
Once you are happy with the layout you will see all relevant and selected columns are showing. Here I have selected Supplier, Bill date, Bill No., PO No., Approver, Exporter, Goods etc.
You can then click the green
button to export this as a csv file and use in reporting. The above columns will show in your CSV export.
You will then see the file download and save in your preferred location (usually downloads).
Lightyear's T&Cs outline how long we will store your documents for. See below or follow this link to be taken to the T&Cs.
- Lightyear stores bills, credit notes and purchase orders which were created, exported or manually archived by you for the cost of a paid credit, and provided that you did at some point export or manually archive a bill for the cost of a paid credit, we will also store any bills, credit notes and purchase orders that you created/exported/archived during your Free Trial Period (FTP) for 8 years from the document date. After 8 years, documents may be deleted and will no longer be available to you. Any hyperlinks that point back to those documents may also point to nothing.
- Lightyear will store Supplier Statements that you file for 8 years from the Statement Date. After 8 years, Supplier Statements may be deleted and will no longer be available to you. Any hyperlinks that point back to those statements may also point to nothing.
Lightyear will store attachments for the same period as the source documents to which they are attached.