You can export signed off invoices from Lightyear to Access Financials. Before you start, make sure you've set up the codes the export relies on.
⚠️ Warning: Before you export, make sure you've set your Rounding Account Code in the Chart of Accounts section of the Accountancy menu. You also need to set your Default Tax and Tax Free Codes in the Tax Codes section of the Accountancy menu.
Export your invoices
In the Signed Off tab in Lightyear, select the invoices you want to export, then click Export to Financials. Lightyear begins exporting the invoices you selected to Access Financials.
While the export is in progress, you'll see an 'Export in Progress' label beside the documents being exported.
Once the export has completed successfully, the documents move from the Signed Off tab to the Archive tab, and you can find them in Access Financials. You should expect a short delay after signing off an invoice before it appears in the financial system.
Posting rules and conditions
Invoices are posted into accounting periods based on their invoice date. If the accounting period for the invoice date is closed, the invoice automatically posts into the next available open period. This ensures that invoices are always recorded in an open accounting period, maintaining compliance with financial reporting standards.
If an invoice posts to a different period than you expected, check whether the intended period was open at the time of posting. You may need to make adjustments to align with your reporting requirements.
Find exported documents in Access Financials
Once your export has completed, you can find your documents in Access Financials by following these steps:
Click Creditors, then click Enquiries.
Click Purchase Transactions.
If you don't see your document, adjust the filters accordingly.
Troubleshooting
Delays for exports
If your export is delayed, the screen keeps trying to process it after you click Export and shows a small spinning circle. In this case, it's good practice to check in Access Financials whether the invoices made it there.
If the invoices aren't in Access Financials, you can try the export again. Before you do, log out of Lightyear, close your page and open a new one. Try the export once more only, rather than repeatedly.
On very rare occasions, a break in the network at a crucial moment, or an error, can leave the invoices in your Signed Off tab even though they've reached Access Financials. This happens when Access Financials doesn't send us the trigger to confirm it has received them, so we keep them in your Signed Off tab.