How does the invoice data matching work?

Reduce the need for manual mapping by following this guide.

As explained in the article How to manage invoices, Galley's invoice manager allows customers to ingest invoices from different sources.

To guarantee data consistency between the original invoice and the one inside Galley, every newly ingested invoice goes through a matching process, regardless of its source.

Once the invoice is ingested, the matching process has the following logic:

To minimize manual work and ensure a smooth experience, customers need to set up the following required information before uploading and matching their invoices:

• Location
• Vendor
• Invoice Items

Location

The first step is to navigate to the Locations page and ensure all Locations have a unique External ID filled out. Galley will use this ID to match the Location on the original invoice.

Vendor

Once the Location is matched, Galley will use the Vendor ID on the original invoice - if it has one - to search for the corresponding vendor by comparing it to Galley's Vendor External ID.

If there is no match between Vendor External IDs, the Invoice Manager attempts to match the original invoice's Vendor Name to any Galley Vendor Name.

To make the vendor matching process more resilient, users should navigate to the Vendor's page and ensure the Vendor's External ID is set.

Invoice Items

After the Location and Vendor are matched, Invoice Manager attempts to match the invoice items to vendor items in Galley. It does so by checking two key aspects and a third as a tie-breaker:

1. Item name
2. Unit

Tie Breaker: SKU

• If a vendor item matches the Item Name and Unit, Galley maps it to the invoice item.
• If a vendor item matches one of these, the SKU will be evaluated to act as a tie-breaker and will map the item to the invoice if the SKU is a match.

If Galley cannot match using the criteria above, it will require a manual review, which you can do on the Invoice page.

• If you manually map an item name, unit, or SKU during a manual review, this mapping will be remembered for future matching. This is particularly helpful when an item name from the vendor does not match the item name found in Galley and you wish to preserve the item name in Galley as different from the item name from the vendor. Example: "Popcorn" in Galley and "Popcorn 1CS/4BAG/4oz" from the vendor. Once matched by a manual review, the match will be retained on future invoices.
• A new vendor item will be created in Galley if the item name, unit, or SKU combination do not match to an existing vendor item in Galley. Not being careful in a manual review may create a duplicate of an existing item.