Utilities: Merge Tool

Utilities: Merge Tool

Overview

The Merge Tool in CustomBooks™ helps you combine duplicate records into a single, consolidated record. This is useful for maintaining clean data—especially when multiple versions of the same vendor, customer, item, or account have been created over time.

Merging eliminates duplicates, reduces confusion, and ensures accurate reporting and transaction history.

What Does the Merge Tool Do?

When you merge records, the system:
  1. Moves all history and transactions from the duplicate (secondary) record into the primary (master) record.
  2. Combines linked data such as invoices, bills, payments, and open balances.
  3. Deletes the duplicate (secondary) record after merging.
  4. Ensures that the primary record retains all information needed for reporting and future use.

Supported Record Types

The following records/data may be merged in CustomBooks™:
  1. Chart of Accounts 
  2. 1099 category
  3. Addresses / Contacts
  4. Bank transaction categories
  5. Classes
  6. Companies
  7. Contact persons
  8. Countries
  9. Item Categories
  10. Items
  11. Locations
  12. Lots
  13. Payment methods
  14. Payment terms
  15. Price levels
  16. Product conditions
  17. Projects / Jobs
  18. Return reasons
  19. Sales People
  20. Serial numbers
  21. Shipping carriers
  22. States
  23. Unit of Measure Sets (UoM Sets)
  24. Units
  25. World Countries

How to Merge Data using the Merge Tool

1.) Navigate to Admin Panel → Utilities → Merge tool.
2.) Highlight the data type you'd like to merge and click Next.

3.) Check the checkbox next to the records to merge, then click the Next link.

4.) Click Set as original on the record that was the original or will be the original record, if necessary. Also displayed here is the code and the number of occurrences the merge tool found of each record. Click Next.


5.) For each field in the record, choose which value to keep in the new, merged record by clicking the radio button next to the value,
then click Merge.


The tool will merge the records and present you with a confirmation and a link to the log for the merge. Once a merge is complete, the secondary record is deleted, and all associated data is moved over to the primary record.

Important Considerations Before Merging

✔ Review Transactions First
Before merging, verify that both the primary and secondary records have valid, accurate data. Once merged, the secondary record is deleted and cannot be undone.

✔ Choose the Correct Primary Record
The primary record should be the one you want to retain permanently. The secondary record will be removed.

✔ Verify Active vs Inactive Status
If one record is active and the other is inactive, consider whether you want the final merged record to remain active.

✔ Backup Your Data
It’s a best practice to back up your CustomBooks™ data before performing any major merge activities.

What Happens to Linked Transactions

During a merge, the system:
  1. Transfers invoices, bills, journal entries, and open transactions from the secondary to the primary.
  2. Updates payment history and balance information.
  3. Ensures that reporting reflects only the primary record.
All historical activity appears under the primary record after the merge is complete.

How to Identify Duplicates

🔍 Manual Review
Use filtering and search tools in your customer, vendor, or item lists to look for records with similar names or codes.

📤 Import Tools
When using the Data Import Tool, handle duplicate entries during staging so the Merge Tool is not needed afterward.

📊 Reporting Tools
Run lists and reports sorted by name to identify potential duplicates manually.