Lightyear to H and L Exports

H&L Sysnet


Whatever size your venue, H&L have got you covered. H&L has been at the forefront of technology in the hospitality,
food and beverage industry for over 30 years. The intuitive and customer-centric approach behind their innovative
products is why so many venues choose H&L, and why many of their customers are multi-award winners.

As a Software Partner, Lightyear allows users to export purchase data into H&L via a tailored CSV file, saving hours of
data entry and eliminates double handling.

As with any integration, this requires some initial set-up. Please reach out to your H&L contact expressing desire to
import Lightyear purchases as this needs to be enabled in their back office platform, Sysnet 9.0.0.XX (minimum
version required). With that underway, let's get your Lightyear account prepped for success, and it's goodbye
double handling of invoices...

Setup in Lightyear

First, you need to switch on the Inventory export feature, to learn how to do so, click here. Once activated, head to Settings > Inventory Settings  and select H&L Sysnet from the software dropdown.



Set your 'Default Product Units'

Once you have selected H&L Sysnet as your Inventory/POS Software in Lightyear, we want to set the default product units.  For users of H&L Sysnet, the default Product Unit Type should always be 'Units' as their system uses factoring of extracted cost and product codes to recognise how the stock is being invoiced... in short, it's very smart.

To set this up, select "Edit" as shown below.



Then select "Units" and press confirm.

Set your Mandatory Export Fields

By default, Lightyear will prevent you from exporting if your bills are missing a Case Qty  or Unit Type, but this can be changed!

In Inventory Settings, click into the Inventory/POS Settings option. 

Here you can mix and match the Mandatory Export Fields between these options:
  1. Case Qty
  2. Unit Type
  3. POS Code

Click confirm.

Any bills added to inventory from this point will check that the mandatory fields are met.

These will be flagged in Panel 1 with a warning icon . Panel 2 will highlight the fields with mandatory data missing, and users won't be able to export without adding in the missing information.

Once you have made the necessary adjustments, click Save and you will then be able to export.

Inventory/POS Supplier Cards

H&L Sysnet requires some mandatory fields of information to correctly update purchase data on import. These are:

Required Field in H&L Sysnet
Lightyear calls it
Where?
Supplier ABN
Supplier ABN
Where is Supplier ABN in Lightyear?
Customer Account Number
Supplier Code
Where is Supplier Code in Lightyear?
Supplier Name
Inventory Supplier
Where is Inventory Supplier in Lightyear?

As a rule, any software receiving data from another should remain the source of truth. Lightyear will populate ABN's based
on what is currently on each supplier card, so no action needed there. The last 2 fields, Customer Account Number and
Supplier Name above should be exported from H&L Sysnet for upload into Lightyear.

Once you have your 2 column CSV file exported from H&L Sysnet:
1. In Lightyear, go to Settings > Inventory Settings > Inventory Supplier Cards.
2. Click 'Upload CSV File' and select the file to upload them into Lightyear.




Associate your H&L Suppliers with those in Lightyear

After you have added/imported the H&L Sysnet Supplier Names into Lightyear, you need to go to  Suppliers, select a supplier and click Edit. From there, choose a value from the  Supplier Card (H&L Sysnet) drop-list for each supplier in Lightyear whose deliveries you might want to send to H&L Sysnet.

In the example below, the company in Lightyear is called COCA-COLA AMATIL (AUST) PYL LTD, but H&L Sysnet knows it to be “CCA”





What we now have is a link/connection between what you have called the supplier in Lightyear, and what H&L Sysnet knows the supplier to be.

Matching Company Details to H&L Sysnet

Due to Sysnet's exceptional handling of inventory for multi-site or multi-cellar operations, it's important that your Lightyear account(s) are prepped correctly.

When in Lightyear, within "My Company Profile",  we need to make sure your business info we send with the export file matches your business info in H&L Sysnet:
My Company Profile















 Make sure these values are identical: 
H&L Sysnet Field
Lightyear calls it
Store Name
Company Name
Store/Company ABN 
Company ABN

Exporting to H&L Sysnet

First of all, we need to make sure we have bills to Export! To learn about adding invoices to the Inventory tab, click here.

Once a bill is in the Inventory tab, and you have checked you are exporting the correct information, all you need to do is hit "Export to H&L Sysnet". This will generate a CSV file, which leads us to the next step.

Importing into H&L Sysnet

  1. On your Sysnet device's desktop, double-click H&L's app called  'Lightyear Invoice Importer'
  2. Enter your H&L credentials
  3. Drag and Drop the downloaded CSV file from Lightyear (this will be in your chosen browser's default download location, usually a folder called 'Downloads')
  4. H&L's Importer should present the success message 'Importation of Invoice Completed'.

Receive imported invoices into Sysnet's 'Stock' module

  1. Open 'Stock'
  2. Login with credentials
  3. Navigate to 'Receive'
  4. You'll see all invoices exported from Lightyear ready to be received

For any errors seen in H&L Sysnet upon import, check out our article on known error codes.






      

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