The Bank Details feature within Lightyear allows you to check the bank details extracted from an invoice against what you have stored against each supplier. If there is any kind of variance between the two, we will flag this to you in your Approvals workflow. Within this, we will provide a full audit history of the changes made to bank details for each supplier.
The bank details we can store are as follows:
- *BSB/Sort Code/Routing Number
- *Account Number
- Account Name
- Default Payment Reference
- *BPAY Biller Code (Only available on Australian suppliers)
Only those with a
* will be flagged if we detect a variance.
Within Bank Details we use a number of different colours to indicate the current state of the details we have extracted.
Green - Perfect Match. The details extracted match what is currently stored in the Supplier.
Orange - Details have been extracted, but nothing is stored in the Supplier.
Red - Mismatch between the extracted and saved bank details. This can either be ignored or details can be updated.
Navy - No details have been extracted
Black with a Strikethrough - Details not extractable on this particular map
Grey - Bank details have been ignored by another user
For more details on what these colours mean and how to adjust them, continue reading below!
How to Enable Bank Details?
Head over to
Company Settings, scroll down near the bottom and set
Bank Details Checker to
Security and User Permissions
This feature has it's own user permission which limits which users are able to create or edit the bank details stored against each supplier.
Standard User will have the option to use this permission, as users will require access to the Suppliers details. One out of the following
Bill Permissions needs to be selected for the
Edit Supplier Bank Details option to become available.
Admins will have this feature enabled by default.
Setting Up Bank Details
You can add the bank details of each supplier when you are creating or editing a Supplier, or quickly populate this using the extracted data from a map within Approvals.
When in your Suppliers list, click the green pencil icon
to edit the supplier. Scroll down to the
Here you will see what is currently stored against the supplier - if you are setting up the bank details for the first time, these fields will be blank.
To edit these fields, click the green pencil icon beside the field, or click
Add Details along the top of this section. Once clicked, a popup modal will display, showing you the previous details, with fields to enter the new details.
Any changes made in this modal will display in red, to show there is a difference between the Old and New details.
When updating these details, a
Attachment can be added to show the supporting documents as evidence of these changes.
Verification Types can be used to show different types of supporting documents:
- Document - Using a Document requires an Attachment before you can save
Within the Approvals Workflow, we will display the bank details extracted from an invoice, allowing you to use this information to quickly populate the Supplier bank details information.
In Panel 2 you will see 2 additional icons (we'll get to those later). Click the
View More Fields to see the bank details extracted from the map being used.
When you first turn Bank Details on, the view you see will be similar to this:
Each field will be populated per the invoice mapping with a red highlight below each field. This is indicating there is a variance between the extracted information and what's stored against the Supplier in Lightyear. As the Supplier doesn't yet have any information for bank details, this red highlight contains no information.
If a variance is detected between what is stored on the Supplier, and what has been extracted, the bank details icon will be displayed in
Red. Click this icon to view and edit the stored details.
This will display the same popup modal as in Suppliers, shown in the previous section.
If everything is correct, you can add in the Verification Type, Notes and Attachment as required and click Save. This information will then be added to the Supplier for future invoices to be checked against.
Checking a Variance
If Lightyear detects any discrepancy between what is stored in the Supplier details and what is extracted from the invoice mapping, we will flag this to you in the Approvals Workflow.
Within Panel 2, click
View More Details to turn your view from this:
If a discrepancy exists, we will flag this to you in red, below each Bank Detail field. For example, if the BSB/Sort Code is incorrect, only this field will be highlighted in red. If all fields are incorrect, as in the above example, all fields will be highlighted red.
Within each red highlighted section, we will display what is currently stored in the Supplier details. For example, on the map, we have extracted '654-321' to be the BSB/Sort Code, but the Supplier details have '123-456' stored as the correct details.
You now have two options to move forward: ignore the discrepancy, or update the supplier details.
To ignore the discrepancy, simply click the smaller of the two bank detail
icons, highlighted above in
blue. This will remove the red highlights on the current invoice.
Please Note: Once this is clicked, it cannot be reversed.
To update the supplier details, click the larger red
icon, highlighted above in
. This will prompt you to edit and save the details in a popup modal, similar to how you would add Supplier details in the previous section. Any fields with changes will also be highlighted in red.
Once you are happy with the changes, add in the Verification Type, Notes and Attachments, as necessary, and click Save. The Bank Details icon will now display in green, as the details match.
Updating Bank Details on a Map
If you have a document in Approvals with a
Navy bank details icon, we have not extracted any bank details on the map.
Clicking the navy icon will open a popup allowing users to directly Query the map, similar to how users in Processing can query maps. Simply leave a note for our mapping team, and click
Doing this will send the document back to Processing and onto our mapping team for adjustment.
Please Note: any changes made on the document will be lost when the invoice is sent back to Processing.
Once in Processing, the map will be Queried, with a unique icon to indicate this.
Once the map has been updated by our team, the icon will change to green.
Be sure to check the notes to see if we were successful in extracting the bank details.
If we cannot extract any details, we will leave a note and let you know why. When you send the invoice back to Approvals, the bank details icon will change to black and have a strikethrough.
For New Zealand customers: Both the BSB/Sort Code and Account Number will be stored within the Account Number field.
The Audit History of Bank Details can be viewed in two ways: through the
Supplier or from the
Archive. Both show the details in the same format.
To access the Audit History from the
Supplier, click the green pencil icon beside the supplier, and scroll down to the
Bank Details section. Click
To access the Audit History from the
Archive, go to Archive and in the Search For dropdown, select
Bank Audit History. You will be given the option to select per Supplier, User or within a Date Range.
From either view, you will be able to see the changes that were made, showing the Old and New details, which User made the change and on which Date.