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Bank Details Checker

Understand how Lightyear compares supplier bank details against invoice data, and how to manage variances in your Approvals workflow.

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Written by Jessica Callaly

The Bank Details Checker allows you to compare the bank details extracted from an invoice against what is stored against each supplier in Lightyear. If a variance is detected, Lightyear will flag this in your Approvals workflow for you to review. A full audit history of all approved changes made to bank details is available for each supplier.

📌 Note: Lightyear does not overwrite supplier bank details; it only compares like-for-like fields where values exist on both sides.

Tutorial Video: Bank Details Checker

Bank details fields

The following bank details can be stored against a supplier in Lightyear. Fields marked with an asterisk (*) will be flagged if a variance is detected.

  • *BSB/Sort Code/Routing Number

  • *Account Number

  • Account Name

  • *IBAN

  • *BIC/SWIFT

  • Default Payment Reference

  • *BPAY Biller Code (Australian suppliers only)

Colour reference guide

Bank details fields are colour-coded throughout Lightyear to indicate the current state of the extracted data:

  • Green: Perfect match. The extracted details match what is stored against the supplier. If the corresponding field on the supplier record is blank, the system treats this as a match, as no like-for-like comparison is made.

  • Orange: Details have been extracted from the invoice, but nothing is stored against the supplier.

  • Red: Mismatch between the extracted and saved bank details. You can choose to ignore this or update the supplier details.

  • Navy: No bank details have been extracted from the invoice.

  • Black with strikethrough: Bank details are not extractable on this particular map.

  • Grey: Bank details have been ignored by another user.

Enable Bank Details Checker

To turn on the Bank Details Checker for your company, follow these steps.

  1. Go to Company Settings.

  2. Scroll down to the Bank Details Checker setting and set it to Yes.

Security and user permissions

The Bank Details Checker has its own user permission, which controls which users can create or edit the bank details stored against each supplier.

  • Only Standard Users have access to this permission, as it requires access to supplier details.

  • At least one of the Bill Permissions must be selected before the Edit Supplier Bank Details option becomes available.

  • Admins have this feature enabled by default.

Set up bank details

You can add bank details to a supplier when creating or editing a supplier record, or populate them quickly using extracted data from a map within Approvals.

Add or edit bank details via Suppliers

To add or update bank details directly on a supplier record:

  1. Go to your Suppliers list and click the green pencil icon to edit the supplier.

  2. Scroll down to the Bank Details section. If bank details have not been set up yet, all fields will be blank.

  3. Click the green pencil icon beside the field you want to edit, or click Add Details at the top of the section. A popup modal will appear, showing the previous details alongside fields to enter the new details.

  4. Enter the updated details. Any changes will be highlighted in red to show the difference between the old and new values.

  5. Select a Verification Type, and add a Note and Attachment as required:

    • Document — requires an attachment before you can save.

    • Phone

    • Email

    • Other

  6. Click Save.

Approvals workflow

Within the Approvals workflow, Lightyear displays the bank details extracted from an invoice, allowing you to review and act on any variances.

View extracted bank details

To view the bank details extracted from an invoice:

  1. Open the invoice in the Approvals workflow.

  2. In Panel 2, click View More Fields to expand the bank details section.

When you first enable Bank Details, each field will display with a red highlight beneath it. This indicates a variance between the extracted information and what is stored against the supplier. If the supplier has no bank details stored yet, the red highlight will appear with no stored value to compare against.

Populate supplier bank details from Approvals

If a variance is detected, the bank details icon in Panel 2 will display in red. To review and update the stored details:

  1. Click the red bank details icon in Panel 2. The same popup modal as in Suppliers will appear.

  2. Review the extracted and stored details.

  3. Add a Verification Type, Notes, and Attachment as required.

  4. Click Save. The updated details will be stored against the supplier for future invoices to be checked against.

Check and resolve a variance

If Lightyear detects a discrepancy between the supplier's stored details and the details extracted from the invoice, it will flag this in the Approvals workflow.

View the variance

To see the variance details:

  1. In Panel 2, click View More Details to expand the bank details view.

  2. Any discrepancies will be highlighted in red beneath the relevant field. For example, if only the BSB/Sort Code is incorrect, only that field will be highlighted. The red section will display what is currently stored against the supplier, so you can compare it with the extracted value.

Ignore the variance

To dismiss the variance without updating the supplier details, click the smaller of the two bank detail icons in Panel 2.

⚠️Important: Once a variance has been ignored, this cannot be reversed.

Update the supplier details

To update the supplier's stored bank details to match the extracted values:

  1. Click the larger red ! icon in Panel 2. A popup modal will appear showing the current and new details, with any changed fields highlighted in red.

  2. Review the changes and add a Verification Type, Notes, and Attachment as required.

  3. Click Save. The bank details icon will update to green, confirming the details now match.

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Update bank details on a map

If the bank details icon displays in navy, Lightyear has not extracted any bank details from the invoice map. You can request a map update by querying the map directly from Approvals.

  1. Click the navy bank details icon. A popup will appear.

  2. Leave a note for the mapping team explaining what is needed, then click Confirm. The document will be sent back to Processing for the mapping team to review.

⚠️Important: Any changes made to the document will be lost when it is sent back to Processing.

Once in Processing, the map will be queried with a unique icon to indicate this. When the map has been updated, the icon will change to a tick. Check the notes to confirm whether the bank details were successfully extracted.

If the mapping team is unable to extract any details, they will leave a note explaining why. When the invoice is returned to Approvals, the bank details icon will display in black with a strikethrough.

📌Note: For New Zealand customers, both the BSB/Sort Code and Account Number will be stored within the Account Number field.

Audit history

You can view the full audit history of bank detail changes for each supplier in two ways: through the Supplier record or from the Archive. Both views display the same information.

View audit history via Suppliers

  1. Click the green pencil icon beside the supplier.

  2. Scroll down to the Bank Details section and click Audit History.

View audit history via Archive

  1. Go to Archive.

  2. In the Doc Type dropdown, select Bank Audit History.

  3. Filter by Supplier, User, or Date Range as required.

From either view, you can see the changes that were made, including the old and new details, the user who made the change, and the date it was made.

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