Merge Vendor Records

Find a Vendor Record | Delete a Vendor Record | Make a Vendor Inactive

Basic

Occasionally, you may find that a vendor has been entered twice in your vendor list. Merging the vendor records combines the purchase history of the duplicate entries into a single record and then deletes the other.

If you are integrated with QuickBooks Desktop financial software, you will be prompted to delete the duplicate vendor in QuickBooks Desktop as well.

(Pro) This task is available at Headquarters only.

To merge vendor records:

1. In your Point of Sale vendor list, select one or both of the vendor records you wish to merge. How do I select multiple records in my list?

2. Select Merge Vendors from the I Want To menu.

The Merge Vendors window opens with the pre-selected vendor(s) listed.

3. Review the vendors and make changes as necessary:

- Ensure the vendor record you want to keep is displayed on the left side of the window. You can reverse positions of the records (which to keep and which to remove) by selecting the Swap button located between them.

- To add or change a vendor, use the drop-down lists to select or search for the vendor.

- If you are integrated with QuickBooks Desktop financial software, the vendor name(s) as shown in your QuickBooks Desktop vendor list is shown to help verify you have the correct vendors selected.

4. Select Merge Vendors.

If the vendor being removed has a purchase history, a listing of the number of receiving vouchers and purchase orders to be updated is displayed. The vendor on these documents will be replaced by the vendor you selected to keep. Tell me more

5. Select Merge Vendors.

6. If prompted, specify if you want to delete the duplicate from your QuickBooks Desktop financial software as well. See related notes below for more information.

Notes:

- If selected, the deletion in QuickBooks Desktop will occur with the next Financial Exchange. If the vendor to be deleted has a transaction history in QuickBooks Desktop, the vendor is made inactive instead of being deleted. If the vendor record is not deleted or made inactive in QuickBooks Desktop, it will be re-created in Point of Sale with the next Financial Exchange.

- Updated documents resulting from a merge in Point of Sale are not resent to QuickBooks Desktop and the vendor records in QuickBooks Desktop are not merged. However, all new transactions will be recorded in QuickBooks Desktop for the vendor you selected to keep.

Related Topics

How vendor records are exchanged with QuickBooks Desktop