This guide has been prepared by OrderMate.  For further clarification please call your OrderMate Support 1300 667 067.

OrderMate has a very intuitive import routine that handles multiple bills from multiple suppliers at once, create new suppliers in OrderMate upon import - no need to have the Supplier in OrderMate prior to import and create new items in OrderMate upon import - no need to have the products already in OrderMate prior to import.

Set-up in Lightyear

Once you have completed the steps above you now need to export a list of your suppliers from OrderMate to then upload to Lightyear. This is a mandatory step because it makes your import routine easier, OrderMate will match the supplier name. 

• Click on Supplier Cards > Setup
  

• Click on Browse, find the .csv file you saved with the list of Supplier Names and follow the prompts.  After import you should then have a list showing Supplier Names.
  

Define your Default Unit Type

 

Set 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.

Associate your OrderMate Suppliers with your Lightyear Suppliers

Select the supplier you would like to associate with Inventory and click the edit icon on the far right.

Set-up in OrderMate/Officemate

First, you will need to log into OfficeMate as an administrator user. You should then navigate to Setup > Configuration, Invoice Integration. 

Clink “New” to add a new invoice integration.    

Select “Lightyear” as the invoice type.    

You will now be asked to configure some different options for the integration. These are simply defaults:

1. When using Lightyear, the Customer Number and Supplier are set by the invoice that is imported. 
   
2. The Default Stock Area should be set to your main stock area that you bring invoiced into. 
   
3. The Default File Path should be set to whatever location you commonly store your invoice files in. 
   

Click Import Invoice from the toolbar.

You will then be prompted to select the file you wish to import. You should browse to the appropriate csv file saved from Lightyear. 

1. OrderMate will now begin to scan through the import file and attempt to match stock items based on the supplier name and product codes.
   
2. Suppliers that have matching names will be matched automatically.  If the name of the supplier in OrderMate varies from Lightyear, you will be prompted to select the supplier it refers to, or alternatively to add a new supplier in OrderMate.
   

If the stock item can't be matched to an existing one based on product codes, you will be prompted to match each product, or alternatively add a new one.

Once all products are matched, you will be presented with a preview of invoices to be imported.  Here, you may edit invoices and check over them.

Click the Plus icon to import the selected invoices.