Lightyear automatically sets "PO" as the default prefix for Purchase Orders. But you have the option to create your own Prefix, use multiple prefixes, import POs via CSV, or manually edit PO numbers.
Create a new Prefix
To create new prefix options, go to Company Settings > Purchase Orders, and under the PO Prefixes section, you can add multiple prefixes to be used when creating a new PO within Lightyear.
Click the + Prefix button to enter each new prefix within the pop-up window.
Click Save, and you will see the newest addition added to the PO Prefixes list.
How to use a custom Prefix
When creating a Purchase Order, click the dropdown on the Prefix field. You will be presented with the existing Prefixes available from Company Settings.
When creating this PO, using the above example on Transaction Number, the PO number will be 'LY4590'.
📌 Note: If your Lightyear account only uses one prefix, this will automatically populate in the Prefix field. If there is more than one prefix, users will need to specify which prefix to use when creating a PO.
Change Transaction Numbers
If you have used a PO system before Lightyear, you may already have a series of POs in progress that you want to continue. These may have run in a sequence, with the last PO number created outside of Lightyear being 'PO4589'. When you move to Lightyear, instead of your next PO Number starting over at 1, you can update the PO Transaction Number to start at your preferred number, e.g. 'PO4590'.
To do this, go to Company Settings > Purchase Orders and under the PO Transaction Numbers section, enter the new PO number and click Override Sequence Number.
The next PO created within Lightyear will start at this number, with the selected PO prefix.
Edit Purchase Order Numbers manually
To manually enter or edit a custom PO number:
Create the purchase order in Lightyear.
Open Panel 2 of the PO before it is marked as "Ordered."
Modify the PO number as needed. This method is ideal for users who need to make adjustments on a case-by-case basis.