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How Do I Merge or Rename a Vendor ID?

Accounts Payable Checklists

Accounts Payable FAQs

Merge/Rename Vendor ID

Access this form using Maintain>Accounts Payable>Vendors> Merge/Rename Vendor ID.

Use this form to rename a vendor or merge two vendor records into one. Keep in mind that once the merge or rename process starts (after clicking OK), it cannot be canceled.

Note: This form is only available when the Maintain>Accounts Payable>Vendors form is blank (no vendor ID is selected). Click the New button to open a blank Vendor form.

The Current Vendor ID and Merge Vendor ID must have the same currency type. The Merge Vendor ID drop-down list only displays vendors whose currency matches the current vendor's currency.

 

Merge/Rename From

  • Current Vendor ID: Select the vendor ID that you want to merge or rename.

Merge/Rename To

  • Action Merge, Rename: Click the appropriate option, depending on if you want to merge or rename the vendor ID.
  • Merge Vendor ID: Select the vendor ID that you want the Current Vendor ID merged into. (This is only available if the Merge option is selected.)
  • New Vendor ID: Enter the name of the new renamed vendor ID. (This is only available if the Rename option is selected.)
  • Comments: Enter any comments or reasons for changing the vendor ID. This will provide an audit trail, so you can quickly identify the merged/renamed vendor IDs.
  • To print the data entered on this form, use Reports>Accounts Payable>Vendor Information List.
  • The "UNASSIGNED" vendor ID cannot be merged or renamed.
  • Vendor IDs can be merged or renamed regardless of their status (Active, Inactive, and Discontinued). However, you may need to change the status (using the Vendors form) in order to use the new/merged vendor ID in transaction entry.
  • If you have already processed 1099s and then you merge a vendor ID, this could create differences when 1099 amounts are reported. When the system deletes the original vendor ID, it also deletes any 1099 adjustments associated with that vendor ID. If needed, create new 1099 adjustments for the merged vendor ID.
  • Since you are only merging the vendor ID into another vendor ID, any historical records in the system will still contain the original vendor name, address, and so on.