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Lightyear Automated Purchasing & Accounts Payable

Purchasing, Data Extraction, Approvals, Reporting

AP/AR Automation Financial Services Workflow Document Management Invoices & Expenses

Purchase Orders
Intelligent Data Extraction
Intelligent Reporting
Automated Bookkeeping
Approvals
Archive
Supplier Management
Mobile App
Auto Reconcile Statements
Communications
Roles and Permissions
Inventory Management
Splitting Widget
Lets Get Going Program
Expense Management

Purchase Orders

Create, approve and send PO's to your suppliers for immediate ordering. Match your POs with your deliveries and invoices for 3-way matching.

Allow your team members to Create detailed purchase orders for Services and/or Products, from your suppliers' item's catalogue.

Approve Purchase Orders

Lightyear’s automated approvals workflow will then route the Purchase Orders to the correct Approver, seamlessly without user input.

Send to Supplier

Lightyear sends your purchase order directly to your suppliers' email address for one-click acceptance.

Supplier Acceptance

See immediately when a supplier has accepted and instantly see the status of your order.

Goods Received Tracking

Keep track of your received and outstanding stock via Lightyear's ‘GRN’ feature.

Approval by Value

Automatically send approval tasks to users based on the amount of the Purchase Order raised.

Ingestion of Purchase Orders

Upload Purchase Orders from third party systems to be extracted and matched to invoices in Lightyear.

Custom Prefix

Enter a custom prefix for the Purchase Order Number to be used when POs are created within Lightyear. Multiple Prefixes can be created and used.

Automatic 3-Way Line Item Matching

Lightyear are currently the only company in the world that allows our customers to automatically 3-way match their purchase order with their GRN and their suppliers Bill in seconds on a line item level.

Intelligent Data Extraction

LExA (Lightyear's Extraction Automation) extracts all the line-item SKU data from your suppliers' invoices, credit notes and statements with 100% accuracy. Extract data from receipts too!

Supported File Types

PDF, PNG, TIF, TIFF, JPG, JPEG

Automatic Bill, Credit Note & Statement Data Extraction

LExA Lightyear's proprietary data-extraction engine instantly extracts data with 100% accuracy from system-generated PDFs. You can also extract data from True PDFs or Scanned Images of Statements for reconciliation within Lightyear.

OCR Data Extraction from Image Files

For image-based documents, Lightyear extracts data using OCR technology in less than 2 minutes.

Mobile App

Snap a photo of your receipts or bills and upload them. Available for iOS and Android. The mobile app extracts summary data from receipts in less than 2 minutes for you to view.

Manual Entry Option

Manually enter bills that aren't able to have data extracted from them, such as hand-written bills, dockets or receipts.

Rule Based Coding

Automate coding at a supplier, bill, line or product level - the choice is yours. Set rules for keywords or product codes to drive coding rules.

Automatic Price Checking

Compare each lines' product code with your supplier's agreed price list, flagging any that are overcharging to you. Lightyear will even process bills from overseas suppliers, whatever currency they use.

Foreign Currency

Process bills from overseas suppliers, whatever currency they use.

Validation Checks

Lightyear cross-checks extracted data against bill total to ensure data accuracy.

Upload Multiple Documents

Upload multiple bills in the same document and split them into individual bills from within Lightyear.

Unique Email Address

Choose your own Lightyear email address to share with your suppliers. Get bills emailed directly to Lightyear.

File Upload from Desktop

Drag and drop your bills into Lightyear from your browser. 10mb limit.

Forward Existing Emails

Re-direct or forward your existing supplier emails to your business's new Lightyear email address

Intelligent Reporting

Real-time processing gives you powerful business insights, allowing you to forecast cash flow more accurately. Create Custom Reports - If our Pre-Existing Reports don't hold the information you need, create and save your own using our search parameters. Favourites - Save pre-existing or customs reports as Favourites to easily find and run reports as you need. Purchase Order Reports - Export Line Item or Summary Data to a CSV to gain deeper insights into information held in Lightyear.

Automated Bookkeeping

Set bookkeeping automation rules for GL coding at a line item level, tracking categories and supplier tax rates. Set rules based on supplier or Invoice specific criteria.

Approvals

Multi-tiered approvals process to approve your supplier invoices for payment and purchase orders. Get up to 5 levels of approval.

Multi Tiered Approvals

Robust approvals process that can be customised to allow 1,2 or 3 different levels of approval.

Export Before Approval

Remove the approval process entirely and export from the Approvals tab, no need for any approval on documents.

Departments

Lightyear Departments restrict users to only view and approve bills that are relevant to them.

Send Bill Approval Tasks

Send approval tasks to other Lightyear users, or even to external persons via email.

Approval by Value

Send approvals to up to 2 users based on the value of the invoice, set at a company level or per supplier.

Proxy Approval

Automatically redirect approval tasks to another user when you're on annual leave.

Route Bill Workflows

Automatically route bills to managers for secondary approval on a per-bill or per-user basis.

Audit Trail Peace of Mind

See exactly who did what, and when, on every bill. Leave permanent notes for other users on specific bills.

Dispute Bills

Move bills to your 'Disputed' tab temporarily as the dispute is resolved.

Customise Your View

Our unique 3-panel layout gives you all the information you need on 1 screen (or switch to a 2-panel view).

Flag Duplicate Bills

Automatically alerts you to any duplicate bills that may already be in your approval workflow.

Attach Documents to Bills

Attach supplementary documents to a bill e.g. delivery dockets, POs, contracts etc.

Notifications

Receive notifications via email, in browser or in mobile app whenever there is a new approvals request.

Get Copies of Bills

You can email yourself a copy of the original bill by selecting 'Email to Me', or simply download from the browser.

Notes

Users can collaborate on a bill via notes function, or simply leave notes for yourself.

Product Type Ahead

Start typing in the Product Code or Description fields and we'll suggest items on each line, based on your Product List.

Filtering

Apply a filter based on suppliers, departments and GL codes to find the invoices you're looking for.

Grouped Data

Group line items based on GL Code for export. Rather than exporting 100 lines to 1 GL code, export the 1 line instead.

Supplier Management

Lightyear helps you manage your suppliers, from bulk uploads to automatic statement reconciliation.

Bulk Supplier Upload

Import all suppliers through one CSV. Upload as much or as little information as you need.

Default Coding

Apply a GL code, Category, Tax Code, Approver or Department to an invoice based on the supplier.

Bank Detail Checker BETA

Flags fraud detection by checking the extracted bank details on an invoice against your own records.

Keyword Rules

Set a GL Code, Category and Default Approver on an invoice if a specified word appears on the invoice

Mobile App

Snap a photo of your receipts or bills and upload them. Available for iOS and Android.

Document Capture

Snap photos of your receipts (or bills) and upload them to your Lightyear account.

Approvals

Approve, dispute or reject bills while you are on the go.

Collaboration

View and reply to any notes or mentions straight from the mobile app.

Auto Reconcile Statements

Touchless Supplier statement reconciliation. Lightyear will Automatically reconcile your supplier statements and flag variances for review.

Checks for Missing Bills

Lightyear matches the content of the supplier statement with the documents in your Lightyear account.

One Click to Request Copy

Missing documents are flagged and with one-click Lightyear emails the supplier, asking for a copy.

Communications

Working remotly has now become easier than ever before. Lightyear allows for instant communication between your finance team.

View Sent/Received Tasks

View any Tasks your team have received or that you have sent to your colleagues.

@mention Users

@mention any other users to notify them of any questions, comments or things you would like them to do.

Notifications Feed

Each user has a dedicated Notifications Feed for any mentions or approval requests.

Roles and Permissions

Within Lightyear there are multiple levels of permissions that can be designated against a user, This can be particularly useful for franchises or multi-entity businesses.

Admin/User/Reports Only

Give users different levels of access depending on what they need to do in Lightyear.

Approval Permissions

Set user specific permissions to customise what they can do in the Bill Approval Workflow.

Purchase Order Permissions

Set user specific permissions to customise what they can do in the Purchase Order Workflow.

Miscellaneous Permissions

Extra roles which can be added to Approval Permissions to give users additional abilities within Lightyear.

Security Measures

Enable Multifactor Authentication to add an extra layer of security an entire account, or set per user.

Personalise Your Profile

Upload a photo to your avatar so people will instantly recognise you in app.

Inventory Management

Lightyear allows you to export stock data to any third party inventory system that accepts a CSV upload allowing you to keep on top of your stock.

Splitting Widget

Manually split a single invoice line into multiple, based on a percentage or amount.

Lets Get Going Program

Our customers can get dedicated support via our onboarding program, which takes all the pain of integrating a new solution and starts you off on the right foot with comprehensive training with a dedicated onboarder.

Expense Management

Our expense management module provides a flexible platform that enables employees to collect and submit reimbursable expenses on-the-go. Designed for efficiency, our expense solution uses the Lightyear mobile app to snap receipts, extract data in real-time, and submit for approval, helping to streamline the claims process. Collate receipts into a single report for quick approvals and easy processing.