Duplicate invoices can arise due to various reasons, such as matching to Purchase Orders (POs), pending approval tasks, or system flags. Deleting or managing these invoices to progress the pending tasks and approval processes requires specific actions depending on their status.
Check for Pending Tasks
If the invoice has a pending task, retract the task first:
Locate the task icon, e.g., dark blue icon with approver initials, in the Task column.
Click the icon and select 'Retract Task' from the pop-up window.
Once retracted, the invoice can be deleted using the bin icon.
Verify Permissions
Ensure you have the necessary permissions to delete invoices. If access is restricted, contact an admin to assist with moving the invoice back to processing or deleting it.
Handle exported invoices
Exported invoices cannot be deleted directly. To delete exported invoices:
Open the invoice.
Click the 'More' dropdown menu and select 'Return to Signed Off.'
Once returned to Signed Off, delete the invoice using the bin icon.
How to delete invoices at different statuses
Invoices in Approval
If a duplicate invoice is in someone’s approval path, retract the pending approval task:
Open the invoice.
Click the blue task icon to access the task.
Choose "Retract Task" and then delete the invoice.
Invoices stuck in Approval
To move an invoice stuck in Approval back to Processing:
Go to the Archive and search for the invoice number.
Locate the Approval Task icon and select 'Retract Task.'
Return to the Approvals tab to delete or resend the task.
Important: Admin privileges are required to delete invoices in disputed status. Ensure the admin performs this action.
Invoices matched to POs
If the invoice is matched to a PO, unmatch it first:
Open the PO Bill Match window.
Unmatch and reopen the PO lines.
Once unmatched, delete the invoice.
If deletion is still blocked after unmatching, retract the associated task first. Once retracted, proceed with deletion.
Recover deleted Invoices
Accidentally deleting an invoice in Lightyear doesn’t mean it’s lost forever. Lightyear provides tools to recover deleted invoices through the Archive and Reporting tab.
Deleted invoices in Lightyear are not permanently removed but are moved to the "Trash" section within the Archive. By using the appropriate filters and search options, you can locate and restore these invoices to their respective workflows.
🤓 Tip: Use the Activity tab to confirm when the invoice was deleted and by whom. This can help in auditing and tracking changes.
Steps to recover deleted Invoices
Follow these general steps to recover a deleted invoice:
Open the Archive and Reporting Tab: Navigate to the Archive and Reporting section in Lightyear.
Set the Filters: Adjust the filters to include documents with the status set to "Trash" under the Doc Status filter. Optionally, use additional filters such as supplier name, date range, or invoice amount to narrow down the search.
Search for the Deleted Invoice: Run a search to list all deleted documents matching your filters.
Locate and Reinstate the Invoice: Select the deleted invoice from the search results. Use the "Reinstate Bill" option to restore the invoice to its workflow.
After reinstating a deleted invoice, the Activity tab retains the audit trail, including prior approvals.
Example scenarios
If an invoice was deleted from the Processing stage
Open the Archive.
Change the document type filter to "Trashed Processing."
Search for the deleted invoice.
Restore the invoice from the search results.
For invoices deleted from the Signed Off tab
Open the Archive.
Set the Doc Status filter to "Trash."
Search for the deleted invoices.
Reinstate each invoice individually.
Use the "Return to Signed Off" option to move the invoice back to the Signed Off tab.
Frequently asked questions
Will the previous approvals still be visible after reinstating a deleted invoice?
Will the previous approvals still be visible after reinstating a deleted invoice?
Yes, the Activity tab retains the audit trail, including prior approvals. You can check the Activity tab to view the earlier approval history. By following these steps, you can efficiently recover deleted invoices in Lightyear and ensure they are returned to the appropriate workflow.