Prevent and Resolve Duplicate Vendor Records

To prevent duplicates, configure the business rule for vendor records in Settings, Payables.

On the Settings page, under Business rules, select Vendors. Set up duplicate criteria and select Automatically check for the duplicate vendors. Then, choose whether to warn the user about the potential duplicates or not allow duplicates at all.

Resolving duplicates

When a duplicate vendor is found, manually review and determine the record to keep and the one to delete or mark inactive. If the record to remove has invoices or payments, we recommend the following.

• If the transactions aren't posted to General Ledger, delete the invoice or void the payment and add them for the correct vendor.

• If the items were posted to General Ledger, mark the duplicate vendor as inactive, add the transactions to the correct vendor, and set them to "do not post" to avoid reconciliation issues. This helps make sure Payables reports are accurate for the active vendor.  Setting the items to "do no post" eliminates duplicate postings and account distributions.

  Optionally – Instead of the above, you can void and delete the posted payment and add the payment for the correct vendor.

Merge vendors

You can merge vendors from the Vendors list page. If you don't see the ability to merge vendors, have your admin verify your permissions.

1. From the Vendors list page, select Merge vendors.

2. Select the duplicate and primary vendor records.

3. Select Merge now.