If you create Purchase Orders and Good Received Notes outside of Lightyear via a CSV, you can import these directly to Lightyear in bulk action.
If you use any of our other CSV import routines e.g. Bulk Supplier Upload, Product Lists, etc., this will be a familiar routine.
Within the Purchase Orders workflow, click the dropdown arrow next to Create PO and select CSV Create PO.
Select your file from your Documents. Within the popup modal, select Yes or No depending on how your CSV is formatted. If the first row is the Header row, select Yes. If not, select No. Encoding can usually be left as the default. If there are any special characters in the CSV, you may want to consider changing the Encoding.
The next modal is the most time consuming part of this import process, but it’s worthwhile taking the time to get this correct. Otherwise, you’re at risk of your data being imported in the incorrect format.
*PO Number: The reference of the PO within Lightyear. When creating POs in Lightyear, we assign a Prefix to the number. If you enter ‘1000’ as the PO Number on the CSV, this will go into Lightyear as ‘1000’, without the Prefix. If a Prefix is needed for your POs, this will need to be entered on the CSV.
*Supplier Name: The name of the Supplier the PO is for. This can be an exact match to what is stored within your Lightyear account, or close to allow a match to be made. More info about this below.
*PO Date: Written in dd/mm/yy format. This is the date the PO is being raised on.
Delivery Date: If known, the date the goods on the PO are to be delivered
Supplier Email: When ordering a PO, if you would like to email the supplier directly from Lightyear, this email address is where the email is sent to
PO Reference: The Reference field on the PO - can be used to store extra information related to the PO.
Currency Code: The currency of the PO. This can only be 3 characters in length, which will be the currency code e.g. AUD, NZD, GBP, EUR, etc.
PO Line Product Code: The product code relating to each line item of the PO. This isn’t a required field, but one PO can have one line with a Product Code and one line without.
*PO Line Description: The description of the line item of the PO.
*PO Line Quantity: The quantity of the line item of the PO.
*Unit Price Incl/Excl: The unit price of each line item. On the CSV this can be entered as either Including or Excluding Tax. When importing the CSV, make sure to select the Incl/Excl using the dropdown menu next to this field.
GL Code: The GL code relating to each line item. From the list of GLs imported to your Lightyear account, use the GL Code in this column.
Category 1: The Category 1 code relating to each line item. From the list of Category 1s imported to your Lightyear account, use the Code in this column.
Category 2: The Category 2 code relating to each line item. From the list of Category 2s imported to your Lightyear account, use the Code in this column.
Line Misc Ref: Any extra information related to each line item.
Tax Amount: The numeric value of tax on each line item. Entering a value into this column will apply the default tax rate set at the Supplier or Company level. If the tax amount entered here is incorrect, upon being imported to Lightyear, this will be corrected automatically.
Please Note: If one PO has multiple line items, enter the same Supplier Name and PO Number on multiple lines on the CSV. When this is imported to Lightyear, one PO will display the correct amount of line items.
We will match the supplier name extracted from the PO to a Supplier within your Lightyear account and automatically apply this on your behalf. If we don't find a match, the PO will remain within Processing for you to create a new supplier, or manually match to an already existing supplier.
The match used is based off a pre-existing matching logic. If 87% or more of the characters extracted from the supplier name on the PO match a supplier existing within Lightyear, we will automatically match these for you.
Once you have the columns in Lightyear matched to the columns of the CSV, click Confirm. This will begin the import process. You will see the below screen while these are importing, don't click away!