This guide explains how to merge supplier information in Netvisor when purchase invoices are electronically imported into the system, which may lead to the creation of a new supplier. Supplier information can be merged using the available function.
CONTENTS
Merging supplier information
(Purchases > Suppliers > Supplier 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 supplier in certain situations (Purchase invoice allocation to supplier). Supplier information in Netvisor can be merged using a function created for this purpose.
Supplier information can be merged by first selecting the supplier's name from the supplier listing and then using the Merge supplier information function.
After merging suppliers, all invoices can be found under the same supplier. The way the function is used depends on whether you want to update the name and address information for old invoices or not. If it's sufficient to have all invoices and bank accounts under the same supplier, you don't need to check the box "Copy name and address information".
If you want to check the box "Copy name and address information" during merging, start the merging from the supplier you want to keep in the system. If you don't want to check this option, start the merging from the supplier you want to remove from the system.
Option A: do not use the "Copy name and address information" function
In this option, the merging of supplier information is initiated from the supplier's details that you want to remove.
Option B: update old invoice information using the "Copy name and address information" function
In this option, the merging of supplier information is initiated from the supplier's details that you want to keep in the system. Option B is described in more detail below.
Example:
1. In a hypothetical situation, there are two suppliers with the same name in the supplier register, both having different bank accounts and slightly different name and address information. However, they are the same supplier.
2. The upper supplier information is correct, so it should remain valid after merging. Start merging supplier information by opening the supplier card with the correct information, the one you want to keep.
Next, select the Merge supplier information link.
3. It's advisable to read the highlighted text carefully at this stage, as it reiterates what you are about to do. The merging supplier information will essentially overwrite the target information. In this case, Oy Mattila has been selected as the target, and you want to replace the address information with Mattila Oy's correct details. Press the button with the settings as shown in the image:
4. The desired outcome should be the retention of Mattila Oy's address information and the removal of Oy Mattila's address information. The register now looks like this when searched with the name Mattila:
5. Finally, check Mattila Oy's supplier card details for bank accounts, payment terms, VAT rate, and accounting accounts. Remove unnecessary ones, correct any errors, and save.
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