Accounting - Merging Vendors

Navigation: Property Management > Vendors List
Purpose: The Vendor Merge Tool is used to combine duplicate vendors in your Vendor List.  

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The Vendor List can become challenging to manage for several reasons.

A common issue that Property Management Companies often face is having the same Vendor listed under different name variations, such as "Rogers" and "Rogers Inc."

To resolve this, you can use the merge tool, located next to the Delete button when viewing your Vendor List.

When reviewing your Vendor List, you need to choose the Vendor you wish to keep, and which is considered the Duplicate.

In this example, we've filtered our Vendor List to show anything that starts with "Rogers".

After reviewing both Vendors, we want to keep the one with the most information - in this case, "Rogers Inc".

Now click the Merge button, shown above, and a blank form will open for you, shown below. 

Under the Original Vendor - select the vendor you wish to keep which is "Rogers Inc."
Under the Duplicate Vendor - select the vendor you wish to merge into "Rogers Inc.", which is "Rogers".

Original Vendor info will be found in the Data 1 column.
Duplicate Vendor info will be found in the Data 2 column.

Using the Arrow buttons (>> or <<) select which information from the two Data columns you wish to use and keep.

This data is transferred to the middle Merge column.

The rows highlighted in Red indicate that there is mismatched information found within the system that requires your input to decide on what data to keep. 

The rows highlighted in Green indicate matching (or non-existent) data that can be merged safely without conflict.

The Original Vendor will remain Active, and the Duplicate Vendor will become Inactive.

At this point, you can verify that this Inactive Vendor has no further Ledger entries and if so, it is safe to Delete this vendor altogether.  

At this point, the data has been merged into one Vendor record, including all the associated Accounting entries such as the Bills, Cheques, Invoices, etc. 

Once your selections are completed, click Save.