Resolve incorrect Supplier mappings
Mapping issues often occur due to conflicts in sender email addresses, which Lightyear uses to identify suppliers. When multiple suppliers share the same email, the system may assign invoices incorrectly. Don't panic, it's super easy to fix and resolve for next time!
Step 1: Fix the Invoice
This can be done while the invoice is in the Approval Tab. Select the invoice in question, and change the supplier from the Supplier drop down.
If you can't find the supplier you're looking for, you may need to create it in the Suppliers section.
Step 2: Prevent a supplier from being incorrectly added to an invoice
Extraction rules, alongside 'Best Maps' and sender email addresses, play a key role in ensuring accurate supplier identification.
Lightyear identifies suppliers primarily through sender email addresses and mapping rules. Ensuring these mappings are accurate is crucial to prevent errors.
To stop Lightyear from automatically using that supplier next time, you'll need to remove the previously saved 'Best Maps' relating to that incorrect supplier. To do this:
Go to Suppliers > find the supplier > Edit.
Scroll down to the Sender Detail section to see a list of all approved email addresses for this supplier.
Click the trash icon next to the email address this invoice came from to prevent future invoices from this contact being mapped to this supplier.
To find out the map number and sender's email address, you just need to look at the invoice history for the invoice that had the wrong supplier. Check the Approval Tab's Activity > Notes section of the document for details about the existing map and ensure it aligns with the correct supplier.
Changing default Account Codes for a Supplier
To permanently change the account code that invoices from a specific supplier map to, follow these steps:
Navigate to the supplier’s settings in Lightyear.
Locate the Default Account Code field.
Update the field to the desired account code (e.g., from "Account X" to "Account Y").
Save your changes.
Once updated, all future invoices from this supplier will automatically map to the new default account code.
🤓 Tip: Avoid using generic or duplicate mappings for multiple suppliers, as this can lead to mapping conflicts. Regularly review supplier settings and test changes with a sample invoice to confirm the desired mapping behavior.