Merge Duplicate Vendor Records

  • Updated

In Contract Management, vendor records are created either via integration with Go To Market when transferring a finalised response, or manually by users during Contract setup or from the Vendors dashboard. This can lead to duplicate vendor records, generally caused by data discrepancies between systems, manual entry errors, or updating an incorrect record instead of deleting it.

Duplicate vendors cannot be merged in Contract Management. Instead, contracts associated with a duplicate record must be reassigned to the actual vendor record, after which the duplicate record can be safely deleted.

Prerequisites

  • Access: The Contracts admin area is only accessible to users with Admin permissions.
  • Data Validation: Determine which vendor record is correct by comparing the BusinessNumber (ABN, NZBN, etc.) and Company Name against the vendor's details in Go To Market.

Step 1: Reassign the contract to the correct vendor

You must repeat this process for every contract linked to the duplicate vendor record.

  1. Go to the admin area: Open Contracts and navigate to the admin area (accessible only to Admins).
  2. Select Reassign Vendor: Choose Reassign Vendor from the admin area.
  3. Select the correct vendor: Under Reassign to, select the correct vendor record from the dropdown menu.
  4. Apply the changes: Press Apply changes.
    • Result: The linked vendor will automatically be updated to the one selected.
    • Note: If the contract still displays the old vendor, refresh your browser window to see the correct details.

Step 2: Delete the duplicate vendor record

Only perform this step once all contracts have been successfully transferred.

  1. Open the duplicate record: From the Home page, navigate to the Vendors dashboard and open the duplicate vendor record from the list.
    access_vendor.gif

  2. Delete the record: Press the Tools button in the toolbar and select Delete.

    Note: Before deleting, view the vendor record to check all contracts, compliances, and other items associated with it, to confirm nothing important will be lost when the record is deleted.
     

  3. Confirm: In the confirmation popup, press Yes.

    • Result: The duplicate record is removed from the system.

Troubleshooting

  • Contract still shows old vendor: Refresh your browser window to update the display. 

  • Cannot find Reassign Vendor option: Confirm you have Admin access to the Contracts admin area.

Limits & Notes

  • Irreversible Action: Deleting a record cannot be undone. Once deleted, a record cannot be restored or recovered.

  • System Integration: Vendor records are not synced between Go To Market and Contract Management. Changes in Go To Market may trigger new records upon transfer if data (like business numbers) does not match.

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