Data Import Tool - Duplicates Handling (Entries with the same description but different codes)

Data Import Tool - Duplicates Handling (Entries with the same description but different codes)

Overview

When importing data into CustomBooks™, you may encounter duplicate entries—especially when records have the same description but different codes. The Data Import Tool includes features that help you identify, review, and manage these duplicates before finalizing your import, preventing unwanted or redundant records in your database.

Duplicate Handling Workflow

  1. Click the "Return to Staging to view or make changes" button to return to the Staging Data tab, where your import is prepared for final verification before committing the data.
  1. In the staging screen, locate the Show field and select Staging duplicates. Then, in the Messages section, click the Here link to open the Duplicate Manager.

  1. Click "Show all duplicates".

  1. Mark the records to exclude, or you can mark them all at once by clicking the "X" box icon and then click Close.

  1. Back on the Staging Data window, now select "All" on the Show field (1), mark them all by clicking the "All" checkbox icon (2), then proceed to "Verify Staging Data" (3) to complete the import.

Best Practices for Avoiding Duplicates

While the Duplicate Manager helps manage duplicates during import, proactively preparing your data can reduce the need for cleanup:

🧹 Prepare Your Source File
  1. Remove duplicate rows in Excel before importing.
  2. Standardize record descriptions and codes across files.

🔑 Use Unique Identifiers
Including a unique code or description in each record helps the import tool distinguish existing records from new ones.

🛠 Review Before Importing
Preview your staging data and check any system messages regarding duplicates before completing the import.