Access Capture by Lightyear customers love the fact that we can automate data extraction and GL coding for the vast majority of their bills, as well as auto-reconciling account statements. Rarely will there be a document that we can't extract data from automatically, but from time to time you might need to manually enter an invoice instead.
When do I need to manually enter a document?
In order for data extraction to be possible the document must be a system generated PDF, because real PDFs contain metadata which can be extracted. This metadata is what we use to create a map for data extraction.
If the document doesn't contain any metadata which can be extracted, it will be marked with this icon:
which means that the document will need to be manually typed in.
If you send a map request for a document which doesn't contain any mappable metadata, our mapping team will return the document with a note to let you know this will need to be manually entered, so keep a lookout for any notes we have left you:
How do I manually enter an invoice?
First, click on the invoice in question (it will become highlighted.) You can click on either of these options which appear in Panel 2 in order to manually enter an invoice:
This will then allow you to enter all relevant document details and Send to Approvals.
How do I manually enter a statement?
Same as above, first click on the statement to highlight it. In Panel 2 click the dropdown menu More:
Then select from the menu that appears Manually File Statement.
You'll then be asked to complete the following fields (which are mandatory:)
Supplier
Statement date
Bill date range
Once you have completed this, it will be filed with the rest of your statements in your Statements Tab.