Best practices guide on how to auto-receive vendor items using the Invoice Manager
Galley allows you to receive vendor items through three different flows:
- From Purchase Orders
- From Ad Hoc Receiving
- From Invoice
Receiving from Purchase Orders
When using the purchase workflow, setting the purchase order status to "sent" will trigger the receiving event and list expected items on the receiving page. Then, you can receive the expected item fully, receive it partially, cancel it, or reject it.
If you want to know more about this feature, please read this article
Ad Hoc Receiving
You can also create what is called an Ad hoc (or impromptu) receiving event. It should be performed when inventory is received that does not have an accompanying purchase order in Galley.
If you want to know more about this feature, please read this article
Receiving from Invoices
Galley's Invoice Manager enables you to set rules for advanced workflows on approved invoices, such as auto-receiving invoice items. That way, those items can be added to the inventory automatically.
If you would like to know more about this feature, please read this article.
Receiving Best Practices
1- Choose one of the receiving workflows
It is strongly recommended to choose either to receive from Purchase Orders OR Invoices and avoid using both.
Receiving Purchase Orders and Invoices simultaneously can lead to double-receiving and inaccurate inventory levels as a consequence.
2- Set invoice rules before using Invoice Manager
If you didn't set the auto-receiving rules when you started to use the Invoice Manager, invoice items that were approved before the configuration cannot be auto-received.
Setting the rule after the invoice gets approved will not trigger auto-receive retroactively, as Galley currently does not support the reprocessing of invoices.
You must ensure that invoice rules are set to avoid data inaccuracy.
3- Edit receiving events when necessary
Galley keeps a log of events that occurred on each item on the Receiving Page. This log can be viewed once an item has a Receiving, Cancelation, or Rejection event. To do so, click the Show Events button on the right side of the table.
If there was a mistake on an event, it can be edited by clicking the Modify button.
