The Archive can be a little confusing at first, because as well as displaying your exported invoices, it will initially by default show you 'All Bills', meaning invoices in the Approval, Review, Signed Off, Disputed Tabs & exported documents.
The Archive is also used for searching, so you will need to change the Search tab to display what you want to look at. So if you want to look at invoices that are in the actual Archive (have been exported) then change it to Doc Status = Approvals, Review, Signed Off and Disputed.
So how do you know which ones are actually in the Archive and can't be edited?
If you are searching in All Bills/Credits/Receipts, look in the Where column. If this says Archive, you can’t edit, move or delete the document. If this is in any other tab, and hasn’t been exported, you can edit, move, or delete as necessary.
Please Note: If a bill is showing as in the Signed Off tab, you will need to send it back to Approvals or Review to be able to edit it.
What can you search for?
As you can imagine, over time invoices build up and we cannot display all invoices to you by default. You will need to select search criteria to retrieve the invoices that are relevant.
To do this, select what you require in the Search Parameters fields:
- Bill Date, Received Date or Due Date
- Bill #
- PO #
- Product Code
- Line Description
- Bill Amount
- GL Code
- Category 1 & 2 (if enabled)
- Lightyear Department
- Keyword Rule (to search on this field, first select a Supplier)
Multiple Suppliers, GL Codes, Categories, Lightyear Departments and Keyword Rules can be selected at once, up to 20 at a time!
The Bill #, PO #, Product Code and Line Description fields can be searched based on either an Exact Match or a Contains.
Do you want to keep a copy of the search? Then you can download it to a CSV file on your computer by clicking on the green Export Report button. Alternatively, save the search criteria by creating a Custom Report in Lightyear, details on how to do this can be found here!
Once an invoice has been exported and has gone to the Archive tab, it cannot be removed. You can however send that invoice back through the system again though. To do this you need to email yourself a copy of the invoice and then email it back into your Lightyear account (this is done via the More button> Email to me).
You do however need to be aware that it will show as a duplicate within Lightyear (have the red duplicate icon on it). Once you've sent the other copy in, as well as when you void something in Xero, you need to write a note stating what's been done and why, otherwise it could become confusing down the track (you need to put a note on both the new invoice as well as the invoice in the Archive tab).
What if you can't find a particular document?
If you have searched for a particular document and can't find it, then widen the date range by removing the first date and also ensure the Doc Status > Trash has been selected, in case the document has been deleted. If that still doesn't work, try changing your search to a Contains, in case something has been entered or extracted incorrectly.
If you still cant find it try searching by other criteria and consider if someone made an error, such as the date in the future, or put under the wrong supplier or maybe there's a duplicate supplier under a different name because it was created under the registered ABN company name.
If you need anymore help or advice, please get in contact via chat.