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Merge Companies

Objective

To consolidate two (2) individual vendor/company records into a single vendor/company record by merging the records.

Background

Just like when creating new people, when a company is created in the Project level Directory the entries are automatically added to the Company level Directory. To prevent double entry between the two directories, Procore uses a search-ahead result picker that will automatically fill all preexisting information in the Project level Directory entry when a duplicate name is created and that existing entry is selected. However, because Procore does allow duplicate company information (unlike users, who are harder to duplicate because two users with the same email address cannot be added) sometimes duplicate companies are created that have a slightly different spelling ("Star Framing" and "Star Framing Co."). 

Having duplicate companies also decentralizes bid information, insurance information, and people associated with companies when they should be all be stored under a single company in the Directory. This can negatively affect bid processes, insurance tracking, and reporting.

To resolve these issues, you can merge any duplicate companies in the Company level Directory.

Things to Consider

  • Required User Permissions: 'Admin' level permissions on the company's Directory tool.

    Warning! Once you merge two company records, the action cannot be undone. All information that you do not specify to keep will be permanently removed and not recoverable, including all company entries of the duplicate companies.
     
  • Two or more companies may be selected to be merged at one time.
  • When merging companies, you will be asked to select a master company in which to merge the other company/companies into.
  • All items and contacts associated with the merged company/companies will be associated with the master company upon merging.
  • When a contact is moved to the master company, it will be tracked in the change history of the contact.
  • The following company data attributes will be merged into the master company upon merging:
    • cost codes
    • trades
    • bid comments and vendor star ratings
    • insurance
    • The remaining data attributes will be that of the masters upon merging (ex: email address, logo, change history). 
  • Companies cannot be merged if two or more of the companies desired to be merged have been invited to bid within the same bid package on a project.
  • When a merge occurs, names of the companies that were merged into the master company will be tracked in the change history of the master company and in the Merge History table below.
  • Additional Information for ERP-Integrated Systems:
    • Duplicate vendor/company must be consolidated (see Consolidate Duplicate Vendors in the Company Directory) or merged in Procore before your data is synced with an ERP-integrated system (e.g., Sage 300 CRE or QuickBooks). 
    • If your company has enabled the ERP Integrations tool for a third-party accounting system, the Company Merge subtab will prompt the you to choose a Sage ID if one or more of the vendors selected for merging are synced with Sage. Merged vendors which are not selected as the master vendor will be unlinked and archived in the ERP Vendors subtab. (Note: For example, if Vendor A and Vendor B are both linked with Sage when they are merged, and Vendor A is chosen as the master vendor, Vendor B will then be unlinked from Sage and archived in the ERP Vendors subtab.)
  • Please exercise caution. Merging companies is an action that cannot not be undone. The company records that are merged into the master company are permanently removed from Procore. They are also not recoverable.

Steps

Important! Review all of the information in the Things to Consider section above before continuing with these steps:

  1. Navigate to the company's Directory tool.
    This reveals the Company Directory. 
  2. Click the Configure Settings  icon.
    This opens the Company Directory Settings page. 
  3. Click Merge Companies in the right pane.
  4. Review all of the instructions on the "Merge Companies: Instructions" page.
  5. Click the Begin Merging button.
    This reveals the Merge Companies page. 
  6. In the Select Two or More Companies to Merge page, choose from these options:
    • To change the sort order of the table, click a column header. The default sort order is in ascending alphabetical order by Company Name. 
    • To search for similar or duplicate company names, type your search criteria in the Search for Companies box. Then click Search
    • To filter the list display show exact matches only, select one of the options in the Exact Match drop-down list in the Filter Companies area. You have these options: Company Name, Address, Phone, or Fax (Note: If two or more companies have been linked to the same bid sheet, you cannot merge the company records). 
  7. Mark the checkboxes for the companies that you want to merge. 

    step 1.png
     
  8. Click Next Step.
    This reveals the Select Master and Fields page. 
  9. Choose the option button that correspond to the company record that you want to specify as the "Master Company" (Note: The master company is the company record into which information from the other record(s) will be merged).
    Important! If a company record has been synced with third-party accounting system, a notation appears between the and Company Name columns to alert you that it is linked to your third-party ERP system. Be aware if vendors are linked to an ERP system, the link for the master vendor will be saved and the other vendor(s) will be unlinked from the ERP system and then archived in the Vendors subtab of the ERP Integrations tool. 

EXAMPLE

Vendor A and Vendor B are both linked with an ERP system and you want to merge the records. If you specify Vendor A as the master company, the information from Vendor B will be moved into Vendor A. Then the Vendor B record will be unlinked from ERP and archived in the Vendors subtab of the ERP Integrations tool The record for Vendor B will also be permanently removed from the Company Directory.

  1. In both records, choose the option buttons values to apply to the master company. When you choose the Master record, all of that record's data is selected by default. However, you can choose to use any of the other companies’ name, address, phone number, or fax.
    Important! Any values that are not selected will be permanently removed during the merge, so be sure to specify all of the values that you want to apply to the master company. All of the people associated with the non-master company (or companies) will be merged into the master company. 

    step 2.png

     
  2. Click Next Step.
  3. Edit or add any information on the master company. 
  4. Click Merge. 
    Note: A confirmation message appears to ensure that you want to proceed with the action. 
  5. Click Confirm to proceed with the merge.
    (Note: A progress indicator appears in the right pane to inform you about the status. During the merge, all of the company records involved in the merge are temporarily locked to prevent any subsequent merge requests. You can initiate other merge actions on company records while a job is in progress). 
    When the merge is complete, the following message appears:

    merge successful.png

    When the Company Directory page refreshes, the updated master company will be visible in the list. If you want to view the merge history, see Show Merge History

Show Merge History

  1. Navigate to the company's Directory tool.
  2. Click the Configure Directory Settings link in the right pane. 
  3. At the bottom of the Merge Companies: Instrutions page, click the Show Merge History link. 
    This reveals a history of the merge actions:

    merge history.png
    • Master Company. Shows the company name of the record used as the master company. This is the record into which information from other records was merged. 
    • Merged Companies. Shows the company name of the record that was merged into the master company. 
    • Merged By. Shows the name of the person who performed the merge. 
    • Date. Shows a date and time stamp the merge was completed. 

 

 

Viewing 1 of 1 comments: view all
Dean:
You can unarchive a vendor after it's been merged under the ERP tab, but it only makes it available in the ERP tab to be linked to another company. However, it does not bring the company back at the Company level Directory.
Posted 16:05, 28 Aug 2015
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Last modified
11:32, 23 Mar 2017

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