How does the invoice status work?

Understand what each invoice status represent

Each invoice in Galley has a status that represents which part of the process that invoice is at a given moment. It also tells Galley if the invoice data is editable or if any workflows can be performed on the invoice.

Currently, the invoice statuses are as follows:

• Draft
• Approved
• Completed
• Archived 

Regardless of its source, every new invoice in Galley is created with a Draft status so that users may edit its information. When the editing is done, users can then Approve invoices.

Once approved, invoices cannot be edited and can trigger workflows, such as automatically updating vendor prices.

*If you want to know more about this feature, please read this article.

When invoice items are fulfilled, users can mark them as Completed and eventually Archive them.

What are the status constraints?

Given that the invoice is a sensitive document, Galley has established some constraints regarding changing from one status to another.

• Draft invoice can only be changed to Approved
• Approved invoice can only be changed to Completed
• Completed invoices can only be changed to Archived
• Archived invoices can be un-archived by changing the status back to Completed

Important: Note that if a change is made to an invoice status, it cannot be undone.