Products/Rules Automation Tab
If you have turned on the Price Checking function in your Lightyear Company Settings, you will see the Products tab.
The Products tab was previously known as the Product List, which was a separate menu on the LHS of your Lightyear screen.
Further information on how the Price checking feature works, and how to set this all up, can be found here
Product Rules will apply based on the Product Code that has been mapped. After applying a map, these will be saved in the Products/Rules Automation tab, along with the GL Code and Category that has been applied. The next time an invoice is received with the same product codes, the GL Code and Category will automatically be applied. This is most useful when using a Line Item map.
Rules by Description
Description rules can be created by clicking into the Description sub-tab, and clicking + Rule at the bottom.
When creating a rule, each description can be matched as 'Exact', 'Contains' or 'Does Not Contain'. To change this, in each Rule Type Column, select one of these options from the dropdown menu, These rules will ignore capitalisation and spaces.
Exact: Needs to match the entire description that has been mapped or manually entered.
Contains: Matches a word or phrase within the description.
Does Not Contain: Matches to any description that doesn't contain the word or phrase entered.
The Matching Text field is where to enter the description rule, followed by the GL Code and Categories in the appropriate fields.
These description rules can be copied from one supplier to another. Select the rule(s) to be copied and click 'Copy Rules.'
In the modal, select the supplier(s) that the rules are to be copied to, then click Save.
If the Supplier the rules are being copied to already has a rule with the same description, the GL Code and Category will be updated based on the Supplier the rule if being copied from e.g. if Supplier A has a rule for Vodka set to GL Code 'Alcohol Purchases', and Supplier B has a rule for Vodka set to GL Code 'Food'. When copying from Supplier A to Supplier B, Supplier B will be updated to GL Code 'Alcohol Purchases'.
To delete a description rule, click the
icon at the end of the line. This will delete each rule individually. Or click the 'Delete All' button at the top of the page to delete all description rules for the Supplier. After clicking 'Delete All', click Save.
A supplier can have both Product Codes and Description rules set up, but a hierarchy exists that will determine which rules will be applied first.
1. Keyword Rules
2. Product Code Rules.
3. Description Rules.
4. Supplier Defaults
If Keyword Rules exist for a Supplier, these will always be applied first over Product Code Rules. Product Code Rules will always be applied first over Description Rules, and so on.
Click Update to the bottom right to save these supplier settings.
Supplier details can be edited from within the Approvals Workflow. This includes the Supplier Name, Company Number (ABN, GST No, VAT No, etc.), and any defaults that are set on the supplier (GL Code, Tax Rate, Category, etc).
If you need to edit the Supplier in any way, click the green pencil icon next to the Supplier field within Panel 2