Lightyear connects to Impos, a point-of-sale (POS) system, so you can export your inventory data as a ZIP file instead of entering it manually. Once you've completed the setup below, you'll be ready to export your purchases whenever you need to.
đ Note: You'll need Impos version 6.54 or above to import inventory files. Contact Impos support if you need to upgrade.
Turn on inventory export
Before you can connect to Impos, you'll need to turn on the Inventory export feature in Lightyear.
Go to Company Settings > Inventory / POS and select YES to enable inventory.
Click Settings, then click Inventory settings.
Select Impos from the software dropdown list.
Choose your default product unit
Your suppliers may invoice stock as individual units or as cases, so choose the option that matches how most of your bills arrive.
Unit: An item sold on its own, such as one bottle.
Case: An item made up of multiple units, such as a case of 24 bottles.
đ Tip: If you're not sure, select Units. This isn't compulsory, and you can change it at any time.
Click Settings, then click Inventory settings.
Select your preference from the Default product unit dropdown list.
Set your mandatory export fields
By default, Lightyear stops you exporting bills that are missing a case quantity or unit type. You can choose which fields are required.
Click Settings, then click Inventory settings.
Click Inventory POS settings.
Select the fields you want to make mandatory from Case quantity, Unit type, and POS code.
Click Confirm.
Click Save.
đ Note: Bills missing a mandatory field show a warning icon in Panel 1. Panel 2 highlights which fields are missing, and you won't be able to export until you add the missing information.
Import your Impos supplier cards
Impos matches suppliers in your export using a supplier code or description, so you'll need to import your Impos supplier list into Lightyear before you can export.
â ď¸ Important: You must complete this step. Impos can't match your suppliers without it.
In Impos, export your supplier list as a comma-separated values (CSV) file.
In Lightyear, click Settings, then click Inventory settings.
Click Supplier cards, then click Edit.
Click Upload CSV file.
Select your CSV file, then click Open.
Click Yes if your file has a header row, or click No if it doesn't.
Your Impos suppliers now appear in Lightyear, ready to associate with your existing suppliers.
Associate your Impos suppliers with Lightyear
Once you've imported your Impos suppliers, match each one to the corresponding supplier in Lightyear.
Click Suppliers on the left-hand menu.
Select the supplier you want to associate, then click the edit icon.
Select an option from the Inventory supplier dropdown list.
đ Note: Lightyear only exports data for suppliers connected to an Impos supplier. Check that all your suppliers are mapped before you export.
You're now ready to export your purchases to Impos from the Inventory tab.
Avoid supplier mismatches
â ď¸ Warning: Lightyear doesn't automatically update its supplier list when you rename a supplier in Impos. This can cause mismatches between the two systems.
To keep your suppliers in sync:
Regularly review and update your supplier mapping in Lightyear.
Check that all Impos suppliers are connected to the correct Lightyear supplier.
Update the mapping in Lightyear if you rename a supplier in Impos.
For more detail, see Impos' automated accounts payable guide.