Integrating Sun Systems with Lightyear

Setting up with Sun Systems

For those using Sun Systems, Lightyear is able to support this software by exporting bill details via a csv file. You can then copy this data into a macro to feed into Sun Systems. 

To get your connection up and running you will first need to gather some details from Sun Systems and upload these into Lightyear. Read on for more details.

From Sun Systems

You should prepare 3 .CSV (comma delimited) files containing from Sun Systems. These will be importing into Lightyear the following information:
  1. Suppliers - Column A = Supplier Description, Column B = Supplier Card ID
  2. GL Codes (Chart of Accounts) - Column A = GL Code (numerical), Column B = GL Description
  3. Tax Rates - Column A = Tax Code, Column B = Tax Name, Column C = Tax rate (numerical, without symbols or decimals. E.g. 10% would be 10, not 0.10 and so on)
Example of a .CSV upload of Accounts:




In Lightyear


On the left-hand ribbon, navigate to Settings > Accountancy and select 'Sun Systems' from the dropdown





Repeat the following steps for each section to upload Sun Systems Suppliers, Accounts, Tax Rates and Categories if applicable. Let's take a look at Supplier Cards in this example:

While in Settings > Accountancy and with 'Sun Systems' selected from the dropdown, click on 'Edit' beside 'Supplier Cards':



On the top right, click the 'Upload CSV File' button.



Locate the CSV file you exported from Sun Systems, select this and click 'Open' in the dialog box.

Lightyear will ask you 'Does the uploaded file contain a header row?' If your CSV file has a header (normally containing a label) in row 1 then click Yes. If the CSV file does not,  then click No.

The file will now upload and when finished you will receive a message saying '<Data> were imported successfully', and will provide you with a total.

Repeat until all Sun Systems Suppliers, Accounts, Tax Rates (and Categories if applicable) are in Lightyear.

Accounting Software Settings


Here you can set a few more customisations around:
  1. Chart of Account (for VAT). Select the right account code for allocating GST when data is imported to Sun Systems
  2. Do you use categories? Select Yes if you'd like to use one category for reporting, otherwise No to switch this off.
  3. Do you use Category 2? Select Yes if you'd like to set up a second list of categories for reporting, otherwise No to switch this off.
  4. Venue Code enter your venue code from Sun Systems
  5. Automatically apply categories on line item level? If you select Yes, this means Lightyear will use the last used category applied to a supplier/line item to automatically code. If you are required to assess each instance as they come through, then you might wish to skip his feature and it will leave your categories blank allowing you to select them each time.
  7. Automatically apply Chart of Accounts on line item level? By default, Lightyear will automatically apply Accounts at a line item level based on various rules. You can choose for this feature to be disabled by selecting No.
  8. Group Line Item Data? Turning this on will allow you to export Grouped Account data, rather than line item data. For the full article on this, click here.

IMPORTANT: Once Tax Rates are imported, follow these instructions to set your default tax rates before processing any PDF files.



      

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