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.
Ensuring all locations receiving invoices have a unique External ID filled out in the External ID field is important. This information can also be used to integrate Locations from external systems by adding the matching External ID to those systems.
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.
The Vendor Name will only match automatically if the system encounters a 100% match. Otherwise, Galley will generate suggestions based on the closest match, and the user must match manually. Make sure your Vendor Names inside Galley match the name on Invoices. Once a vendor's name on an invoice has been manually matched to a Galley vendor, Galley will save that match so it will automatically occur for future invoices.
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 matching the name of the vendor item to the invoice item. If multiple matches are returned, the SKU is used as a tiebreaker. If the are multiple matches with the same name and SKU, Galley will match to the first one that was found.
If Galley cannot match using the criteria above, it will require a manual review, which you can do on the Invoice page.
Similarly to vendors, if a vendor item is manually matched to an invoice item, Galley will save the match so it will automatically occur for 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
Invoice Item Units
Once a vendor item match is found, Galley will match the invoice item's unit to a vendor item's unit. It will first try to match the invoice item's unit to the cost unit of the vendor item. If it is not able to, it will suggest the closest match to the invoice unit and offer manual selection.
Overlooking one of these steps may cause unnecessary manual work to map the invoice data.