How do I connect Lightyear to ProcurementExpress?

Lightyear integration lets you publish approved purchase orders and delivery receipts directly from ProcurementExpress. ProcurementExpress handles approval and receiving; Lightyear handles invoices and matching.

Before you start

• You need a Company Admin user role in ProcurementExpress

• You need Lightyear API credentials (Client ID, Client Secret, and Company ID) from your Lightyear account

• Purchase orders must be enabled in your Lightyear company
  
  

Step 1: Navigate to Lightyear settings

1. Click on your Initials in the top right and select Integrations

2. Find Lightyear in the list of available integrations

3. Click Connect

Step 2: Enter your Lightyear credentials

• Enter your Client ID from Lightyear

• Enter your Client Secret (this is encrypted and never shown again)

• Enter your Lightyear Company ID

• Click Test connection and save

Step 3: Configure publishing rules

After connecting, choose when POs and deliveries are sent to Lightyear:

Purchase Orders:​

• After final approval — POs are sent automatically once fully approved

• When receiving is completed / PO closed — POs are sent when all items are received

• Manually — Publish POs yourself from the PO Actions menu

Deliveries:​

• After each recorded delivery — Each partial or full delivery is sent immediately

• When receiving is completed / PO closed — All deliveries are sent together at the end

• Manually — Publish deliveries yourself

Step 4: Set up supplier mappings

Before publishing, map your ProcurementExpress suppliers to their Lightyear Source IDs:

1. Go to the Mappings tab in Lightyear settings

2. For each supplier, enter the corresponding Lightyear supplier source ID

3. Click Save

Step 5: Set up tax mappings (if applicable)

If your POs include tax, map each tax rate to its Lightyear tax-code:

1. Go to the Mappings tab

2. Scroll to Tax mappings

3. Enter the Lightyear tax-code source ID for each ProcurementExpress tax rate
   Click Save

Publishing POs manually

You can publish any eligible PO from its detail page:

1. Open the purchase order

2. Click Actions

3. Select Publish PO to Lightyear (or Publish deliveries to Lightyear)

Publishing outcomes appear in the PO's native History section.

Viewing publishing activity

Track all publishing activity from the Activity tab in Lightyear settings. Each PO and delivery shows its current status.

Troubleshooting

"Connect Lightyear before publishing"​
Go to Integrations → Lightyear → Connection and verify your credentials are saved.

"Add the tax-code source ID in Mappings"​
The PO uses a tax rate that isn't mapped. Go to Mappings and add the Lightyear tax-code source ID.

"Link this supplier to an existing Lightyear source ID"​
The supplier isn't mapped. Go to Mappings and enter the supplier's Lightyear source ID.

"Lightyear needs the PO before its deliveries"​
Publish the PO first, then deliveries will follow automatically based on your publishing rules.