Purchase Order Importing and Mapping

Purchase Order Importing and Mapping

How Maps Are Created

Maps for Purchase Orders are slightly different than maps for Invoices. For an Invoice, we create a map per supplier, extracting the relevant information you need based on the map type.

For Purchase Orders, there will be one map type, which can apply to all POs, regardless of supplier. These maps will be created based on the system used to create the PO. This is because all Xero POs, for example, will be created using the same format, following the same layout.

How to Upload Purchase Orders

You can upload a Purchase Order through 2 methods: directly in the Processing tab, or via email. Check out this video on Importing POs from third party softwares or read on below to guide you through.

In Processing, click the Upload button. This will display a modal allowing you to Browse Files to upload the Purchase Orders. When the files have been selected, under the Document Type column, make sure you have selected Purchase Order. Then click Upload.

If you want to go down the route of sending in the Purchase Order via email, it will need to be sent to your Lightyear account email, followed by a ‘+po’. For example, if your Lightyear email is ‘mycompany@lightyear.cloud’, sending a PO will need to go to ‘mycompany+po@lightyear.cloud’.

Searching For and Requesting Purchase Order Maps

You will only be able to search for a PO map if you have a PO in your Processing tab. 

Go to your PO and click Find Map:

You will be prompted to enter the Software used to create the PO, or you can enter the Mapping Reference (if you know it). Once you have entered the necessary details, click Search.

A list of all possible maps will be displayed for you to choose from. Usually the map with the most uses is a good indicator of which one will work best for you!

Select the map you want to use, and we will automatically extract the information from the PO into your Panel 2. If everything looks correct you can select the Supplier and click ‘Send to PO’ at the bottom of your screen.

If none of the maps are working, or we haven’t yet made a map for your software, simply click the Map for Me button. Giving us any information you have about the software will be helpful for us when creating the map. Click Confirm once you’ve entered any necessary details.

What Does My Data Look Like When Mapped?

In Processing, your extracted PO data will look similar to the below:

Unlike Invoice mapping, you won’t need to request separate map types depending on if you have Product Codes/Quantities, or not. We will extract the line item information for all lines in the one map.

Where Will My Purchase Order Go After Being Mapped?

In Processing, after clicking the Send to PO button, you can choose which tab the PO goes to.

This can be set in Company Settings, under Purchase Orders > PO Extraction

You can choose between, Pending Approval (Approval tab), Approved or Ordered.

This will appear as normal in your Purchase Order Workflow, with the only difference being the name in ‘Created By’ will say Imported.

Automatic Mapping

If you have already used a PO Map within Lightyear, the next time a PO is received, we will automatically apply this map and send the extracted PO data through to your PO Workflow.

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 90% 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.
Please Note: If you are importing a PO via CSV, click here!


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