This guide explains how to merge vendor details in Netvisor when purchase invoices are electronically imported into the system, which may lead to the creation of a new vendor. Vendor details can be merged using the available function.
CONTENTS
Merging vendor details
(Purchases > Vendors > Vendor listing)
When purchase invoices are electronically imported into the system either as e-invoices (Finvoice) or through a scanning service, the system may create a new vendor in certain situations (Purchase invoice allocating to vendor). Vendor details in Netvisor can be merged using a function created for this purpose.
You can open the function by selecting Purchases > Vendors > Vendor listing > select the vendor name > Merge vendor details.
After merging vendors, all invoices can be found under the same vendor. The way the function is used depends on whether you want to update the vendor name and address information for old invoices or not. If it is sufficient that you have all invoices and bank accounts under the same vendor, do not tick the box “Copy name and address information”.
If you want to tick the box “Copy name and address information” when merging, start the merging from the vendor you want to keep in the system. If you do not want to tick this option, start the merging from the vendor you want to delete from the system.
Option A: do not use the “Copy name and address information” function
In this option, merging vendor details is initiated from the vendor whose details you want to delete.
- Select Purchases > Vendors > Vendor listing.
- Select the vendor you want to delete.
- Select Merge vendor details.
- Leave the “Copy name and address information” selection empty.
- Select the vendor under which you want to merge the invoices and bank accounts.
- Confirm the merge.
Option B: update old invoice details using the “Copy name and address information” function
In this option, merging vendor details is initiated from the vendor whose details you want to keep in the system. Option B is described in more detail below.
- Select Purchases > Vendors > Vendor listing.
- Select the vendor you want to keep in the system.
- Select Merge vendor details.
- Read the highlighted text, which explains that the vendor details being merged will overwrite the target details.
- Tick the “Copy name and address information” option if you want to update the name and address information on old invoices.
- Select the vendor whose details you want to replace.
- Confirm the merge.
Example:
1. In a hypothetical situation, there are two vendors with the same name in the vendor register, both having different bank accounts and slightly different name and address information. However, they are the same vendor.
2. The upper vendor details are correct, so they should remain in force after merging. Start merging vendor details by opening the vendor card with the correct details, that is, the one you want to keep.
Next, select the Merge vendor details link.
3. Read the highlighted text carefully, as it reiterates what you are about to do. The vendor details being merged will overwrite the target details. In this case, Oy Mattila is the target, and you want to replace its address information with Mattila Oy’s correct details. Press the button when the settings are as shown in the image:
4. The desired outcome is that Mattila Oy’s address information remains in force and Oy Mattila’s address information is removed. The register looks like this when you search with the name Mattila:
5. Finally, check Mattila Oy’s vendor card details for bank accounts, payment term, vat rate and accounting accounts. Delete unnecessary ones, correct any errors and save.
Frequently asked questions
- What does merging vendor details do?
Merging vendor details collects invoices and bank accounts under the same vendor and, if needed, updates the name and address information to match the selected vendor. - When should I use the “Copy name and address information” option?
Use the “Copy name and address information” option when you want to update the name and address information on old invoices to match the vendor that remains in the system. - From which vendor do I start the merging?
Start from the vendor you want to delete if you do not use the “Copy name and address information” option. Start from the vendor you want to keep in the system if you use the “Copy name and address information” option. - What should I check after merging?
On the vendor card, check bank accounts, payment term, vat rate and accounting accounts, delete unnecessary information, correct any errors and save.
Keywords: merging vendor details, merge vendor details, Copy name and address information, purchase invoice allocating to vendor, vendor register, Netvisor
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