From the Signed Off tab in Lightyear, select the invoices you want to export and press the Export to iplicit button . Any invoices that you have selected will begin to be exported to iplicit.
When the export is in progess, you will see an Export in Progress label beside the documents currently exporting.
Once the export has successfully completed, the documents will move from Signed Off into the Archive, and can be found in Iplicit.
Rounding
Lightyear will calculate Unit Price, Line Amount and Tax Amount to 2 decimal places to match the rounding logic that iplicit uses. Because of this, you may see rounding bells next to the Tax/Total if your supplier is calculating to 3 or more decimal places. Be sure to click the red rounding bell to automatically add rounding rows to match the Lightyear calculation to the total on the bill.
Warning: Grouped Data may display some rounding inconsistencies and can result in discrepancies in calculations when exported into iplicit. We would recommend not using Grouped Data in these scenarios.
If you are seeing a discrepancy on the Tax but no rounding bell, make sure you are using Amounts Are: Tax Exclusive, as this is likely to match what the supplier is calculating to on the bill.
Delay Exporting
If there is a delay exporting (after clicking Export the screen continues to try to process the export & shows a little spinning circle), it's good practice to check in iplicit whether the invoices made it there or not. If they aren't in iplicit you can try the export again, but not until you log out of Lightyear, close your page and re-open another.
Please make sure you don't get impatient and try it repeatedly, just try once more.
If it's still happening please contact the Lightyear support team & we will investigate what's causing the problem.
On very rare occasions there can be a break in the network at a crucial moment or an error occurring, which causes the invoices to remain in your Signed Off tab, but the invoices actually do make it into iplicit.
This can happen because iplicit did not send the trigger to us that it's received them, so we keep them in your Signed off tab. If this ever happens you will need to contact us at [email protected]
Where to find Exported Documents in iplicit
Once in iplicit, go to Purchases > Invoices for Invoices and Credit Notes. All documents exported from Lightyear will appear here.