Invoice count differences
The Approvals tab tracks both documents and tasks, which are counted separately. If the numbers you see do not match what you expect, it is usually because different parts of the interface are counting different things.
Dashboard count is higher than the Approvals tab
The dashboard count includes invoices in the Disputed status. Disputed invoices count towards the dashboard total but do not appear in the Approvals tab until they are returned to the workflow.
The Approvals area shows a higher number than the tasks section below it
The two numbers represent different things. The larger number is the total number of documents in the Approvals tab. The smaller number reflects only the tasks awaiting action. One counts documents, the other counts tasks.
Missing invoices and tasks
If invoices or tasks are not appearing where you expect them, the most common causes are permission settings, proxy approver configuration, or missing supplier rules. Use the scenarios below to identify and fix the issue.
Your tasks do not appear in the Approvals tab
Tasks are listed in the My Tasks panel, located in the top-right corner of the window. The Approvals tab does not display your personal tasks.
No approval tasks appear in My Tasks
If a proxy approver is set on your user profile, your tasks are routed to them instead of you. Ask a Lightyear admin to remove the proxy approver to regain access to your tasks.
You cannot see invoices from a specific supplier
Your user profile may not be assigned to the Department associated with those invoices. Ask your Lightyear admin to update your Department permissions.
Your Pending tab shows no data
If your permissions are set to 'Approval Task and Archive', you will only see documents explicitly assigned to you. The Pending tab will show 'No data' unless tasks are directed to your profile.
An emailed invoice does not appear in the Approvals tab
Check the Processing or Statements tab. Invoices that have not previously been assigned to a supplier stay in Processing and do not move to Approvals automatically. Set up a supplier rule to automate this.
Supplier invoices appear in Approvals but not the Processing tab
Lightyear does not support Excel file formats. Ask the supplier to send invoices as PDFs so they process correctly.
Fix panel and view issues
The Approvals tab uses multiple panels to display invoice lists and details. If your view looks incomplete or is missing information, a panel is likely hidden or collapsed. You can restore it without changing any settings.
You can only see the bill preview with no edit panel
The detailed edit panel (Panel 2) may be hidden. To enable it:
Click the up arrow near the bill preview pane, or select the full editing panel option in the view configuration menu.
You have a choice of three panels, a single Panel (Panel 1 only), or a double panel (Panel 2 and Panel 3).
A document opens but shows no data
The document details panel is collapsed. Click the up arrow on the second panel to expand it and reveal the data.
Clicking a tab shows a single invoice instead of the full list
The list panel (Panel 1) is hidden. Click the small arrow at the edge of the screen to restore Panel 1 and return to the full invoice list.
Best practices
Keeping your user settings and supplier rules up to date will prevent most common issues before they occur. Follow these recommendations to stay on top of your workflow.
Ensure your user profile has the correct Department permissions to access the invoices you need.
An Admin should review proxy approver settings regularly to prevent tasks being rerouted unexpectedly.