Managing Invoices
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      Requiring GL Code Before Invoice Approval

      You can configure Galley to require that GL Codes be filled in and validated before an invoice can be approved. This feature helps ensure accounting consistency and data integrity throughout your procurement and invoicing process.

      🧠 What This Feature Does

      When enabled, Galley will:

      • Enforce the presence of a GL Code on every Vendor Item linked to an Invoice Item.

      • Validate that any GL Code passed from an external invoice integration matches the one on the mapped Vendor Item.

      • Prevent invoice approval if any GL Codes are missing or mismatched.

      🔄 How It Works

      Here’s what happens step by step when an invoice is processed:

      1. A new invoice is received and items are matched to Vendor Items in Galley.

      2. Validation rules are triggered based on your settings.

      3. If GL Code validation is enabled:

        • Every Vendor Item linked to the invoice must have a GL Code.

        • If the invoice contains its own GL Code, it must match the Vendor Item’s GL Code.

      4. If there are any issues (missing or mismatched codes), the invoice is marked as:

        Matching Requires Review

      5. During manual review:

        • The system highlights where the mismatch is.

        • The user selects or creates the correct GL Code.

        • The GL Code is saved to the Vendor Item.

      6. Once all validations pass, the invoice is marked as:

        Matching Complete
        and becomes eligible for approval.

      ⚙️ How to Enable GL Code Validation

      To turn on this feature:

      1. Navigate to Settings → Invoice Rules → Validation Rules

      2. Enable the toggle for GL Code Validation


      That’s it! Once enabled, all non-approved invoices will require valid GL Codes on their Vendor Items before they can be approved.

      🔁 What Happens When You Toggle the Setting?

      When you activate or deactivate GL Code validation:

      • Galley will reprocess all non-approved invoices from the past 30 days.

      • This ensures your validation logic is consistently applied to recent activity.

      📝 Use Case Examples

      • ✅ You want to block invoice approval if any GL Code is missing from a Vendor Item.

      • ✅ You want to catch mismatches between imported invoice GL Codes and what's in Galley.

      • ✅ You want finance teams to review and correct GL Codes directly from the invoice workflow.

      💬 Questions?

      If you need help configuring this rule or want to understand how it interacts with your invoice integrations, feel free to reach out to our support team.