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.
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 three key aspects:
- Item name
- SKU
- Unit
If a vendor item matches these three pieces of information, Galley maps it to the invoice item.
If Galley cannot match one or more aspects of the item, it will require a manual review, which you can do on the Invoice page.
Overlooking one of these steps may cause unnecessary manual work to map the invoice data.