Purchase Order Matching using Bills Exported from Lightyear
Do you raise POs in Sage Intacct?
If you use the Purchase Order module within Sage Intacct, you can automatically match and close the PO against any Bills exported from Lightyear by making use of Sage Intacct's Smart Events feature. If this sounds like something you're interested in, read on to find out more or contact our support team at support@lightyearap.com
Bill to PO Matching within Sage Intacct
Please Note: This is designed to match a Bills to a Purchase Order within Sage Intacct, on a one-to-one relationship, based on the PO Number, not line-level matching. You can achieve line-level Bill to PO matching within Lightyear if needed. Click here to read more.
When a bill is exported from Lightyear to Sage Intacct with a value populated in the PO Number field, the Smart Event will trigger to check if there are any POs in the correct status in Sage Intacct that can be matched together.
If the PO Number matches what has been exported on the Lightyear Bill and the Sage Intacct PO, these will match together and the PO will automatically close.
On the PO in Sage Intacct, you'll see a Custom Field for LY_Completed (this will let you know the Bill/PO have matched through a Lightyear action) and the Status of Closed.
How to get Started
Please Note: This feature and setup is a chargeable feature. Our team will provide you with a quote prior to arranging the installation.If you would like more information on this Smart Event, or this sounds like a solution you’d like added in your Sage Intacct account, please email us at support@lightyearap.com and we will be happy to answer your questions or organise the installation for you.
Troubleshooting
Error Messages on Export
If you are trying to export a bill from Lightyear into Sage Intacct and you are seeing an error message, such as:
You can not edit document owned at the root level
The PO associated with the PO Number on the Bill is in the Top Level company within Sage Intacct, whereas Lightyear is trying to export into an Entity. You will need to raise the PO within the correct entity in order to matched and close it.
Can not update a document that is 'Converted' state
The PO associated with the PO Number on the Bill is currently in State = Converted and you cannot close this off. The PO needs to be in Pending to be matched and closed.
Cannot change state to 'Pending' or 'Closed' when document is Submitted
The PO associated with the PO Number on the Bill is currently in State = Submitted and you cannot close this off. The PO needs to be sent for Approval and in Pending to be matched and closed.
The document state should be 'Submitted' as this has to go through Approval Process
The PO associated with the PO Number on the Bill cannot be updated in it's current state. The PO needs to be sent for Approval and in Pending to be matched and closed.
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