Document Line Matching
Date: 03.09.2025 • Reading time: ~8 minutes
If the Document Matching feature has been activated in Smart Processing, you must or can perform a matching of the captured data.
In this guide, you will learn step by step how to check the status of the matching, switch to the Matching Page, work there, and resolve typical issues. You will also receive helpful tips on how to make the matching process efficient.
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Starting in the Draft Window
When you perform the Process Document action in the Incoming List, the Draft Window opens. If matching is active, a Status Field will be displayed at the top. Here you can see the current matching status, which may already be pre-filled depending on your settings.
Status Messages and Their Meaning
| Status | Meaning | Next Steps |
|---|---|---|
| Fully matched | All relevant lines are correctly assigned. | Continue processing the document, e.g., start Complete Processing. |
| Partially matched | Some lines are assigned, others need to be checked. | Open the Matching Page and match the open lines. |
| Invalid match | There are erroneous or contradictory assignments. | Check assignments, correct errors, or revoke match. |
| Not matched | No assignments have been made yet. | Open the Matching Page and start matching. |
Note on Color Coding:
- Green = everything correct
- Yellow = partially matched, assignments are missing
- Red = errors or mandatory matching not fulfilled
If Matching Mandatory is activated in your template, Not matched is marked as critical (red) and the Complete Processing process is blocked. A message will inform you about this.
Switch to the Matching Page:
- Click directly on the Status Field in the Draft Window, or
- select the Match Document action.
Overview of the Matching Page
The Matching Page is divided into three main areas:
- Incoming Lines (top): All lines captured from the document.
- Matching Setups (middle): Your pre-configured rules per process or document type.
- Detail Panel (right): Additional information about the currently selected line, such as status, recognized values, or deviations.
Other Useful Areas:
- Matching To Do: Overview of all open assignments. Mandatory matches are marked with an asterisk.
- Matched Lines: Already matched lines in direct comparison. This allows you to immediately recognize deviations.
Working with the Matching Page
Global Actions
- Match automatically: Starts the automatic matching according to your stored rules.
- Reset matching: Revokes all assignments – helpful if rules have changed and you want to start anew.
- Edit Template: Opens the process template for adjusting filters, fields, or matching rules.
Manual Matching
- Filter to this document: If no unique document header is recognized, manually select the appropriate header.
Tip: Use unique filters such as document numbers or references to avoid manual selection.
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Match with Incoming Line: Manually links a marked incoming line with a target line.
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Revoke match: Revokes an existing assignment, e.g., in case of a mismatch or after rule changes.
Recommended Procedure
Open the Draft Window and check the current matching status. If the status is Fully matched, you can proceed directly with Complete Processing. In the case of Partially matched, Invalid match, or Not matched, switch to the Matching Page, start the automatic matching if necessary, and address open tasks. At the end, check the Matched Lines area to identify discrepancies, and continue the process in the Draft Window.
Common Issues and Solutions
Complete Processing Blocked
- Cause: Matching is mandatory but not completed.
- Solution: Complete all open assignments, revoke invalid matches, reset matching if necessary, and check rules.
No Unique Target Document
- Short-term: Manually select via Filter to this document.
- Long-term: Optimize filters in the setups, e.g., by document number or external reference.
Invalid or Implausible Assignments
- Revoke existing matches with Revoke match.
- Check rules for formatting, case sensitivity, or leading zeros.
- If necessary: Execute Reset matching and restart the automatic matching.
No or Too Few Matches
- Check if all mandatory fields in the document have been correctly captured.
- Adjust matching rules and filters.
- Use unique criteria such as document numbers.
- Use the Allow Null Value parameter only selectively.
Tips & Best Practices
- Use unique keys: Document numbers, external references, or partner IDs take priority.
- Automatic line matching: We recommend setting up automatic matching, as this will generate the match simultaneously with the draft creation and can be viewed.
- Pay attention to rule order: Always apply exact criteria before fuzzy rules.
- Iteratively optimize: Continuously adjust rules based on experiences from previous matches.