From the Signed Off tab in Lightyear, choose which bills to export by selecting or deselecting under the tick box column or individuals, then click the Export to Xero button.
Please Note: Up to 25 bills can be selected at one time to be exported. If you need to export more than this, bills will need to be selected and exported in multiple batches.
At the end of the export process, you will get a confirmation on screen that the export has been successful. The bills will then disappear from the Signed Off tab, and they will get filed automatically in your Lightyear Archive.
Warning: To export a bill to Xero, the bill MUST have a due date assigned
With Xero, there are a few Software Settings to consider that will impact your export.
Consider these items below:
Notes and Tips
No purchase order number information will be sent to Xero as part of the Lightyear export
When Lightyear passes the supplier bill number to Xero it will be displayed in the Reference number field in Xero.
Xero allows for duplicate bills to be received from the same supplier so please be careful not to approve and export the bill multiple times. Lightyear flags duplicates to you using the double red icon. If you see this icon in Lightyear, click on it and Lightyear will present to you where each bill is, allowing you to choose which one to delete.
When Lightyear exports a due date to Xero, the due date sent to Xero from Lightyear will over-write the default payment term settings within Xero. 5. If you see the error message: "The contact with the specified contact details has been archived. The contact must be un-archived before creating new invoices or credit notes," it means the supplier/contact is archived in Xero. To resolve this, restore the archived contact in Xero and retry the export.
Exports fail when the bill dates fall within a locked period in Xero. Adjust the bill dates in Lightyear to fall outside the locked period before exporting.
If you encounter a subtotal or rounding mismatch error, move the bill back to Processing in Lightyear, change the document view to Tax Exclusive, save the bill, and attempt the export again.
Delay Exporting
If there is a delay in exporting (after clicking Export the screen continues to try to process the export & shows a little spinning circle), check in Xero whether the invoices made it there or not. If they aren't in Xero, try the following steps:
Log out and back in to Lightyear, and re-attempt exporting once.
Reconnect the Xero integration in Lightyear’s Accountancy Software Settings to refresh the authentication tokens.
Ensure the person performing the reconnection has admin permissions in both Lightyear and Xero.
Retry the export after completing the reconnection process.
If it's still happening, contact the Lightyear support team, and 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 Xero. This can happen because Xero 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.