Lightyear has a number of built-in validation checks to ensure your data is correct before sending a bill to Access Financials. However, there are occasions when an export fails, and Lightyear displays the reason; you will see a warning message directing you to view the document's Activity History.
Below is a list of the error messages you may encounter, along with guidance on how to resolve each one.
Amount must be greater than or less than zero for all line items
Error message: Please ensure the Amount is greater than or less than zero for all line items
Solution: One or more lines on the document have an amount of 0.00. You will need to remove any zero-value lines before the document can be exported.
Due date cannot be before transaction date
Error message: Due date cannot be before transaction date
Solution: The due date on the document falls before the invoice date. Adjust the due date so that it is on or after the invoice date.
Currency mismatch between Lightyear and Access Financials
Error messages:
ISO Code is invalid
Supplier currency [XXX] does not match transaction currency
One or more specified analysis codes have a different currency to the transaction
The currency on the document in Lightyear does not match the supplier currency configured in Access Financials, for example, the document may be in USD whilst Access Financials expects GBP.
To resolve this, you can either:
Update the currency on the document in Lightyear to match the supplier currency in Access Financials.
Enable the supplier in Access Financials to accept any currency, via the supplier's settings.
📌Note: If you are unsure how to update the supplier currency settings in Access Financials, please refer to your Access Financials documentation or contact your system administrator.
10-character limit on the Misc Ref field
Error message: The field BatchReference must be a string with a maximum length of 10.
Access Financials enforces a strict 10-character limit on the Misc Ref field for invoices. If the value entered exceeds this limit, you will encounter a length error during export.
To resolve this:
Return the invoice to the Review stage.
Edit the Misc Ref field to ensure it contains 10 characters or fewer.
Attempt the export again.
Incomplete tasks blocking export
Invoices may appear approved but still be blocked from export if certain review tasks have not been triggered or completed. This can happen even if the invoice is marked as approved.
To resolve this:
Go to the Review tab of the invoice.
Use the Send for approval option to trigger any remaining conditional tasks.
Complete all required tasks and approvals.
Once all tasks are satisfied, sign off on the invoice and proceed with the export.