When you find duplicate records in your NetSuite account, you can merge them, resulting in one complete record
Four types of records support duplicate matching:
- Customer
- Vendor
- Partner
- Contact
The Administrator role is required to set up which types of records you detect duplicates for and how you determine that two records are duplicates. An administrator selects fields on records to check for matching information. When matches are found, the system identifies the records as possible duplicates. For example, the administrator may choose to identify duplicates based on matching email addresses. If the selected fields are blank, they do not match.
You must have full access to the entity types you are merging. For example:
- You must have Full access to Vendors to merge two vendors.
- You must have Full access to both Contacts and Customers to merge Individual Customers, which are composed of both.
- You must have Full access to both Customers and Vendors to merge into a Customer/Vendor polymorphic entity.
When you merge records, the records’ transaction histories are also merged. The original data, such as entity name, is retained to preserve a transaction’s history. Your administrator may have restricted the ability to perform merges to specific roles.
You can merge duplicate entity records that have login access but have different email addresses only if an administrator has set the Resolve Duplicates with Conflicting Login Access preference to By deleting the duplicates’ access. This setting deletes the login access of records you define as duplicates. When this preference is set to the default value of Manually, you must first manually remove the login access of one record before you merge. The person whose access is removed must use the login access defined on the primary record. Be sure to notify this person of the change because the deleted login will no longer work.
Submitting Merge Operations
To search for possible duplicates:
1. Click the notice in the duplicate record.
2. Expand the Filters area at the top of the list to display the filters.
3. In the Entities filter, select a type of record to view possible duplicates for that type.Four types of records support duplicate matching:
a. Customer
b.Vendor
c. Partner
d. Contact
For example, select Contacts to view all contacts you have access to that have some of the same information as other contact records.
4. In the Merge Type field, select how you want to merge the selected record
| Option | Description |
|---|---|
| Mark all selected as not duplicates | This leaves all records without any changes. |
| Make duplicates subcustomers of master | This option is available only for customer records. It makes the duplicate record a subcustomer of the primary customer record. For more information, see Creating a Subcustomer Record. |
| Merge duplicates into master record | This merges all information from the duplicate records into empty fields in the primary record. If information is entered in the field on both the primary and the duplicate, the information on the primary record remains the same. |
| Merge duplicates into record created the earliest | This saves the record with the earliest date in the Created column and places information from selected duplicated records into any empty fields on the saved record. |
| Merge duplicates into record with most populated fields | This saves the record with the highest number in the Fields column and places information from selected duplicate records into any empty fields on the saved record. |
| Merge duplicates into record with most recent activity | This saves the record with the most recent date in the Last Activity column and places information from selected duplicate records into empty fields on the saved record. |
| Delete duplicates, keep master record | This saves only the record you selected as the primary and deletes all records you selected as duplicates. |
| Delete duplicates, keep record created the earliest | This saves the record with the earliest date in the Created column and deletes all other selected records in this group. |
| Delete duplicates, keep record with most populated fields | This saves the records with the highest number in the Fields column and deletes all other selected records in that group. |
| Delete duplicates, keep record with most recent activity | This saves the record with the most recent date in the Last Activity column and deletes all other selected records in the group. |
| Make duplicates subrecords of master | This saves the record you designate as the original, primary record and converts those you mark as duplicates into its subrecords. |
5. For each group of records, check the box in the Master column next to the record you want to designate as the main record. Information from duplicate records is merged into empty fields on the primary recor
6. Check the box in the Duplicate column next to any record that is for the same person as the primary record. Information from these records is merged into the primary record.You can also click Mark All As Dup. to check all boxes in the Duplicate column.
7. Check the box in the Not A Duplicate column next to any record that is not for the same person as the primary record. These records remain unchanged.You can also click Mark All as Not Dup. to check all boxes in the Not a Dup column.
8. Click Submit Selected to complete the action you selected in the Merge Type field.