Vendor merge and duplicate vendor cleanup
Vendors
Over time a vendor list picks up duplicates: the same supplier added twice under different numbers, an old name kept after a rebrand, or a vendor created in each facility with a different spelling. This article explains what Fleet360 can and cannot do about them and the safest order to clean them up.
Is there a vendor merge?
No. Fleet360 has a merge for part files (Merge Parts) but there is no equivalent for vendors. There is no action in the vendor file or the Vendor master list that combines two vendor records or moves purchase orders, receipts, invoices or part cross references from one vendor number to another.
Purchase orders, receipts and invoices keep the vendor number they were created with. That is why a duplicate cannot simply be deleted to tidy up: the history stays on the old number and no longer has a vendor record behind it.
Safe cleanup, in order
Goal | Do this |
|---|---|
The name, address, phone, terms or other details are wrong on the vendor you keep | Fix them on the vendor file. Fields save as you edit them and the vendor number does not change, so all history stays attached. Refer to Edit Vendor Files. |
Stop people picking the duplicate on new purchase orders | Rename the duplicate so it is obvious, for example prefix the name with ZZ DO NOT USE and add a note on the vendor pointing to the correct number. It still appears in lookups, but it sorts to the bottom by name and is clearly marked. Fleet360 does not have an inactive or disabled flag on a vendor. |
Parts still list the duplicate as a supplier | On each affected part, open the Vendor tab, add the correct vendor with its vendor part number and price, make it the primary vendor if needed, then remove the duplicate. Refer to Parts File Vendor Tab. Do this before deleting the duplicate vendor, because deleting the vendor removes it from every part at once with no chance to review pricing. |
Stock Needed rows point at the duplicate | Stock Needed follows the part’s primary vendor, so fixing the part Vendor tab fixes this. When creating the PO you can also pick a secondary vendor that is on the part file. Refer to Stock Needed. |
An open purchase order is on the duplicate | Open the PO and change Vendor Name in the header. This is possible only while nothing on the PO has been received; once a line is received the vendor is locked, so receive or close that PO as it is. |
Remove the duplicate record | Only after the steps above, and only if you do not need to open the duplicate’s history from the vendor file again. Delete is on the vendor file primary panel and requires the Delete Vendors permission. See the warning below. |
Deleting a vendor cannot be undone and does not move history. It removes the vendor record and its links on part files. Purchase orders, receipts and invoices already on that vendor number stay on file with the number only. Reports that group by vendor will still show the old number, without a name, for that history.
Duplicates that already have purchasing history
Fleet360 does not combine vendor history. If the duplicate already has purchase orders or receipts, keep the record on file, renamed as above so nobody uses it for new orders. That keeps the vendor name on the existing history and in reports. Deleting it removes the vendor name from that history permanently and cannot be undone.
Frequently asked
Can I reuse the deleted vendor’s number for the correct vendor? Fleet360 stops you adding a vendor number or abbreviation that already exists in the facility, so the number is only free once the duplicate is deleted. Reusing it makes the old history appear to belong to the new record, so use a new number unless Support has reviewed the history.
Will the vendor import fix duplicates? Imports add or update vendors by vendor number; they do not merge two numbers into one.
Why can I edit but not delete? Editing needs Edit Vendors; the Delete button needs Delete Vendors for that facility. Refer to User Permission Definitions Chart.