Within the Archive, users can export their Purchase Order data to a CSV report in a number of different ways.
To access these reports, first head over to Archive & Reporting.
Within the Doc Type field, click the dropdown and select Purchase Orders.
You will see a number of fields that you can use to filter your search by as much or little as you need. For example, if you want to find all Purchase Orders that contain a specific GL Code, you can use the dropdown field to select up to 20 currently active GL Codes in your account. Search within a certain PO Date range, for a Supplier or an exact Product Code.
Once you have selected the desired criteria, click the Search button to be sent to the Search Results tab.
If you want to export this data from Lightyear to a CSV you can either click Export Report to download the header information displayed in Panel 1.
Export Line Item Data
If you need Line Item detail of the Purchase Orders in Lightyear, this option will give you everything you need and more!
While in the Search tab, change the Report Type to Line Item Level, and fill in the Search Parameters as detailed above.
While in the Search Results tab, click the Export Report button and you will receive a CSV report. Depending on the amount of POs and line items in Lightyear, this may take up to a minute, but rest assured the download is in progress.
The columns exported to the CSV are as follows:
Lightyear Departments - if you have multiple departments selected on a PO, these will all be displayed
Supplier Name
Created Date
Created By
PO Date
Delivery Date
PO Number
PO Reference
Currency
PO Line Number
Product Code
Description
Quantity
Unit Price Excluding Tax
Unit Price Including Tax
Line Tax Amount
Line Amount Excluding Tax
Line Amount Including Tax
Line Miscellaneous Reference
Line GL Code
Line Category 1
Line Category 2
Goods Received Status - this will be displayed as Received, Partial or None
Goods Received Quantity
Line Matching Status - this will be displayed as Matched, Partial, Disregarded. If the PO isn't yet in the Ordered tab, this will be blank
Where? - the location of the PO, Draft, Approval, Approved, Ordered or Completed
PO Doc Open/Closed - the status of the PO, this will be displayed as either Open or Closed. If the PO isn't yet in the Ordered tab, this will be blank
Export Document Level Data
If you don't need Line Item detail, and require mainly Header information, you can click the Export to File button which will give you a CSV including the following information:
Lightyear Departments - if you have multiple departments selected on a PO, these will all be displayed
Supplier Name
Created Date
Created By
PO Date
Delivery Date
PO Number
PO Reference
PO Contact Name
Currency
Goods Total
Tax Total
Total
Approved By
Order By
Completed By
Task Approver
Manager Task Approver
Dollar Value Approver (1st)
Dollar Value Approver (2nd)
PO Email Sent
Where? - the location of the PO, Draft, Approval, Approved, Ordered or Completed
PO Doc Open/Closed - the status of the PO, this will be displayed as either Open or Closed. If the PO isn't yet in the Ordered tab, this will be blank
Examples of these Reports have been attached below.
Attachments :