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Manage Matching Sets

This guide shows you how to review mapped document sets, monitor automatic matching, make manual adjustments, and finalize matching results in Scale Pay.

Open Matching Sets​

  1. In the nav-bar, click tab Matching sets
  2. You will see a list of matching sets generated from your uploaded documents.

Matching set list

Automap​

Automap follows the mapping rules configured in your Pipeline Setting.

When documents share the same mapping key, Scale Pay automatically groups them into one matching set. Each set displays:

  • Matching key: the auto-generated value used to group documents (for example, PO number, invoice number, or reference number).
  • File count: the number of documents inside the set.

Matching set list

Auto match​

Auto match also follows the matching rules configured in your Pipeline Setting.

After automap completes, Scale Pay starts comparing fields across documents in each set.

When the system is reconciling, the matching set status shows Matching.

Matching set details​

Click a matching key to open the matching set detail view. Here you can see:

  • All documents in the set.
  • Extracted values for each field.
  • Matching results summary
  • Matching results per field (matched or mismatched).

Matching set detail

Matching set detail

Manual map and rematch​

If a matching set is waiting for review, you can manually add or remove files.

To manually map a file into an existing matching set:

  1. Open the matching set detail view.
  2. Click Add file near the search bar.
  3. Select the document you want to add or upload from your device
  4. Confirm to include it in the current set.
  5. ScalePay will automatically categorize the document type and add to the matching set.
  6. Trigger rematch to see the latest matching result.

Rematch

Notice: You can only select documents (existing in the system) with READY status.

Manual mapping is useful when:

  • A file was not auto-mapped because the key was missing or incorrect.
  • You need to combine documents from different batches.
  • You want to adjust the set before matching runs.

Edit and rematch​

For matching sets with status Pending Approval or Mismatched, you can manually edit extracted data and trigger a rematch.

To edit:

  1. Open the matching set detail view.
  2. Find the document you want to correct.
  3. Click the pencil (edit) icon.
  4. Update the value.
  5. Save the changes.

Rematch button

After saving, click Rematch to run the matching engine again with the updated data.

Rematch

Notes:

  • You can only edit when the set status allows changes (pending_approval, mismatched).
  • If the status is locked, wait for the current process to finish or ask your admin for permission.

Approve or reject​

Users with Approve or Reject permission can finalize matching results.

To approve or reject a matching set:

  1. Open the matching set detail view.
  2. Review the matching results carefully.
  3. Click Approve or Reject.
  4. Enter a reason for your decision.

Approve reject Approve reject Notes:

  • Once approved, the matching result becomes final and may be exported or sent to outbound systems.
  • If the matching result is rejected, its status will be rejected and users cannot do any action on it.
  • The reason you enter is recorded in the activity log for audit purposes.

What to do next​

After matching sets are approved, you can export results or push them to connected systems through the outbound configuration set in Pipeline Setting.

If you need to review matching rules or update extraction settings, go back to Pipeline Setting.

Common issues and quick fixes​

Some files were not auto-mapped​

  • Check whether the mapping key exists in all documents.
  • Use manual mapping to group them into the correct set.

Matching result shows Mismatched but I think it should match​

  • Open the matching set detail view.
  • Edit the extracted values if they are incorrect.
  • Click Rematch to recalculate.

I do not see Approve or Reject buttons​

  • Your role may not have the required permission.
  • Ask your admin to grant Approve or Reject access in Roles & Permissions.

The set is stuck in Matching status​

  • Wait a moment if the system is still processing.
  • If it stays stuck, check whether all documents have status Ready.
  • You can also try rematching manually.