Merge Duplicate Vendor Records

  • Updated

In Contract Management, vendor records are created either via integration with Go To Market when transferring a finalised response, or manually by users during Contract setup or from the Vendors dashboard. This can lead to duplicate vendor records, generally caused by data discrepancies between systems, manual entry errors, or updating an incorrect record instead of deleting it.

Duplicate vendors cannot be merged in Contract Management. Instead, contracts associated with a duplicate record must be transferred to the actual vendor record via a Novation, after which the duplicate record can be safely deleted.

Audience: Buyer, Admin
Intent: Transfer contracts from a duplicate vendor record to the correct record and delete the duplicate.

Prerequisites

  • Module Settings: The Novation register must be enabled for the Contract Management module and specific Contract type(s).

    • Module-enabled registers are found under Contract Registers in module settings.

    • Enabled registers for a Contract type are found under the Management section on a Contract Type record.

  • Data Validation: Determine which vendor record is correct by comparing the BusinessNumber (ABN, NZBN, etc.) and Company Name against the vendor's details in Go To Market.

Step 1: Transfer the contract to the correct vendor

You must repeat this process for every contract linked to the duplicate vendor record.

  1. Raise a Novation: Open the Contract record linked to the duplicate supplier, navigate to the Novation register, and press Add novation.
    create_novation.gif

    • Note: Refer to your module settings to find which tab this is under.

  2. Select the correct vendor: Under Transfer to, select the correct vendor record from the dropdown menu.

  3. Apply the transfer: Press the Transfer contract button.

    • Result: The linked vendor will automatically be updated to the one selected on the novation.

    • Note: If the contract still displays the old vendor, refresh your browser window to see the correct details.

Step 2: Delete the duplicate vendor record

Only perform this step once all contracts have been successfully transferred.

  1. Open the duplicate record: From the Home page, navigate to the Vendors dashboard and open the duplicate vendor record from the list.
    access_vendor.gif

  2. Delete the record: Press the Tools button in the toolbar and select Delete.

  3. Confirm: In the confirmation popup, press Yes.

    • Result: The duplicate record is removed from the system.

Troubleshooting

  • Contract still shows old vendor: Refresh your browser window to update the display.

  • Cannot find Novation tab: Ensure the register is enabled in both the Module settings and the specific Contract Type record.

Limits & Notes

  • Irreversible Action: Deleting a record cannot be undone. Once deleted, a record cannot be restored or recovered.

  • System Integration: Vendor records are not synced between Go To Market and Contract Management. Changes in Go To Market may trigger new records upon transfer if data (like business numbers) does not match.

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