While Lightyear supports many different types of accounting software, either through a direct API or a predefined export, you may be using one that isn't yet formally supported. Well, good news! If your accounting software supports either a .csv or .txt upload, you can now create a custom export in Lightyear.
Setting up your 'Other' accounting software
As Lightyear doesn't directly integrate with your accounting software, you'll need to upload some important information before you can start processing and exporting bills. Lightyear requires you upload your:
- Supplier Cards
- GL Codes
- Tax Rates
- Categories (if you use them)
Note that the above terminology may differ from the terms used in your accounting software. The easiest way to upload this information is by using
. Basically, Bulk Uploading, is populating a csv template with your details in the relevant pre-titled columns. Upload that file to Lightyear and your information and data will be ready.
These csv templates are attached to this article down below
Creating your custom export
Before you start creating your custom export, make sure you know what layout they require for a successful upload. It may not be the same for each accounting software, so you may need to check with them to see what they need.
Once you're ready to go, head into the Accounting Software > Other, then click Edit next to Export Mappings.
You'll be taken to this screen
It may look a little scary, but it's actually really simple. Think of these two boxes as a trolley and a shelf. You'll take what you want from the shelf (from the right) and drop that into your basket (to the left). You can then delegate the headers to columns, as you can see, those letters to the left are the columns on you csv. Let's break it down.
- Export Fields - These are the fields that will be exported to your .csv or .txt file. Move these across by selecting the field you want in Other fields, and click the left pointing arrow. You can reorder these using the up/down arrows to the left. The Column letter shows which column this will populate on your csv
- Include a header row - Check this box if you want the export to include the name of the field in the top row of your csv
- Separate each bill with an empty row - Pretty self explanatory, on your csv we'll add a blank row after each invoice
- Select 2 decimal places as default - Currently Lightyear defaults to 4 decimal places. Enable this to switch to 2 decimal places
- Export File-Type - A drop down to select whether we export your file as a .txt or .csv. The type you choose will depend on what your accounting software requires.
Transaction Type Identifier
On the right hand side of the screen, under Other Fields, you will see 2 extra boxes called Transaction Type Identifier. Here, you will be able to set what your Bills and Credits are exported as. For example, if you need all bills to be exported with an identifier of 'PI' for Purchase Invoice, and 'PN' for Purchase Note, you can enter these in the relevant fields. When doing this, don't forget to add the 'Transaction Type Identifier' to your Export Fields, and move it to the relevant position for importing to your Accountancy Software.
Remember, there's no real penalty for getting this wrong and nothing is set in stone. You'll only be charged a credit for the initial export of a file, so feel free to go in and change the layout and re-export the same batch until you feel you have it right. Batches can be re-exported from the filing cabinet.