Statements

Statements

With Lightyear, manually matching, reconciling and then filing statements is a thing of the past. You can now send Statements into Lightyear and watch as they automatically reconcile and file in seconds.  You can watch a quick video here.



I've sent a statement in, what now?

So you've sent your first statement in. Much like any other document within Lightyear, the statement will either sit in Processing until you apply a map, or if this statement is mapped already and has been sent in before, it will automatically pop into your statements tab to the left.
For the purposes of this knowledge base, lets say this is the first statement you have ever sent into Lightyear.

Here, our statement has appeared in Processing. You can see below, that Lightyear is showing me a selection of available maps for that statement. If one of these pulls the data correctly and fits your needs, it is just a case of applying the map and the statement will then move to the statements tab to the left.

We can then click the statement to bring up our available maps (this will automatically appear for you if there are maps available.

Then following these 3 steps, we can apply that map and have the statement moved to the statement tab.

1. Pick a map (the #uses is the amount of times this map has been used by other users)
2. Check the data the map is extracting is good for you.
3. Click Send to Approvals to have the map applied and the statement moved to the statements tab


Remember to apply the relevant supplier in the supplier bar.  
After this, you statement will be filed in the Statements tab - 

Manually Filing a Statement

You can manually file a statement also. Just like above, click the Statement in Panel 1. then rather than selecting a map, we are going to click the MORE button and then " Manually File Statement"








Then from the menu that appears you can select " Manually File Statement"



You'll be asked for the following info.  All fields are mandatory
  • Supplier
  • Statement date
  • Bill date range


Once these are filled out, the statement will be stored in your Statements Tab

Searching for a filed statement

Anything that's marked as a statement will be stored in the Statements Tab, so this is where we'll need to go to view them. 



Results are displayed in the following format within the 3 panel layout :  

Panel 1 - The statements that have been returned in the search parameters

Panel 2 - Default view will display the summary information of all Bills with the selected statements date range.  Note: Panel 3 will display the statement image by default.  If user selects a Bill in panel 2, the image will display the selected Bill, and the data in panel 2 will display the selected Bills details.  To return to the Statement view, click 'Statement Detail' in the panel 2 sub-menu

You can pivot between Search, Statement Detail, Statement Activity, Bill Detail & Bill Activity within the sub-menu of panel 2.


Reconciling Statements

To mark a statement as reconciled, tick the 'is reconciled' tick box in panel 2 under statement detail.  This will then flag as reconciled and will be denoted with a green tick in panel 1 (see image below)


Trashing Statement

You can trash a statement by clicking the Trash icon in panel 2.  You can search for trashed statements by clicking the 'include trash' tick box when searching.



      

    Check out our
    Product Blog Series
    to stay up to date

      • Related Articles

      • Statements - How to Reconcile

        Lightyear can handle Supplier Statements in two ways, automatically by using a map (like an invoice), or by filing a Statement manually. This help document will explain both. Automatic Supplier Statement matching allowing you to file & automatically ...

      • Emailing your Suppliers

        You can email your suppliers directly from the Approvals tab. You may want to do this in the case of a discrepancy or mistake on an invoice you've received. To do this, head into the Approvals tab, select a bill and click the More button, then Email ...

      • Approvals Tab

        Watch this video on the Approvals tab: The Approvals Tab is where the approvals process starts. Lightyear has a 3 panel layout, and we will always refer to them as panel 1, 2 and 3 as below. Panel 1 shows a list of the bills that are waiting to be ...

      • Step 8: Tell your Suppliers what to do

        FOR YOUR TEAM Once your staff have been brought up to speed to the changes re Lightyear, you should now start asking your suppliers to email your bills to your xxxxx@lightyear.cloud account. No-one particularly likes change, but from the very outset ...

      • Bulk Supplier Upload

        Similar to how the Product List, GL Code, Supplier Cards, etc. bulk upload works, users can use a CSV to quickly create all Suppliers within Lightyear. The CSV needs to follow a specified layout, as some columns are required, and others need to ...