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 @lightyear.cloud account.
No-one particularly likes change, but from the very outset we designed Lightyear to be as easy as possible for suppliers to get involved in. At the time of writing this 97% of all bills coming into Lightyear were system generated PDFs. It is only by exception that a supplier may not be able to provide you with a system generated PDF, but with more and more suppliers moving off older MS-DOS based systems and onto cloud-based systems, that number is diminishing rapidly. If they say "we can't" they most likely will mean "that just sounds too hard". When pressed on the matter, most suppliers will find a way.
It may also be useful to send the supplier the PDF help document that is attached at the bottom of this article.
Also, as mentioned in the previous article, please get all of your staff (or your client's staff) to be across these changes, and supportive of them. It is venue/store/dept managers that have the direct relationships with the Suppliers, and they will be able to assist you in getting word through to your supplier's Accounts Receivable department/managers.
Top Tip - as well as sending emails and letters to your suppliers, have the venue/store/dept print out copies of the communication to the suppliers, and ask them to give a copy to any delivery driver making deliveries, or reps visiting, until you are receiving PDF bills by email.
Note - If you are an external Accountant or Bookkeeper, we would advise that the communications to your client's suppliers comes from the client and their staff.
As a supplier, we know that your main business function is to provide your customers with product and service. Second to that you want to get paid as quickly as possible, and not be burdened with the Accounts Receivable process...forever being asked to send copy bills etc.
We have designed Lightyear to be as easy as possible for you. Simply emailing a client your standard bill as a PDF means
- the client never loses a bill again
- your bill is put in front of the relevant person within the client's team for approval in real-time, speeding up the payment process
- the client has an audit trail showing them when you sent the bill.
- you cut down on print, paper, and postage costs
Lightyear allows you to provide your bills to your clients as an e-invoice for no cost or disruption. Thanks for getting on board.
TEMPLATE LETTER FOR SUPPLIERS
Copy and paste the written content below and customize to your liking or download the .doc file attach for ease of mail merging.
Don't forget to insert your Lightyear email address into this letter