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Consolidate Duplicate Vendors in the Company Directory

Objective

To consolidate any duplicate vendor/company records that might exist in the Company Directory.

Background

When you've configured the ERP Integrations tool to work with an integrated ERP system,  you must link the 'Vendor' records in your ERP system (e.g., Dexter + Chaney Spectrum, QuickBooks, or Sage 300 CRE), with its corresponding 'Company' record in Procore's Company level Directory tool. However, before you create that link between the systems, it is strongly recommended that you use the steps below to remove any 'duplicate' vendor/company records that might exist in the Company level Directory. See What happens if I have duplicate company records in Procore's Company Directory?

Things to Consider

  • Required User Permission:
    • 'Admin' level permission on the company's Directory tool. 
  • Recommendations:
    • If you only have a few duplicate vendor/company records in the Company Directory, use the steps below.
      OR
    • If you have numerous duplicate records, always use the steps in Merge Companies instead.

Steps

Move the Company's Users

  1. Navigate to the company's Directory tool.
    This reveals the Company Directory page. 
  2. Locate the duplicate company records in the list.
    Note: To learn how duplicates occur, see What happens if I have duplicate company records in the Company Directory? 


     
  3. Do the following:
    • Identify the company record that want to keep. You will move the people from the record that you want to deprecate into the record that you want to keep. 
      AND
    • Identify the company record that you want to deprecate. You will remove all of the people from this record. 
  4. Next to the company that you want to deprecate, click Edit
  5. In the record for the company to deprecate, click the General subtab. Then rename it as follows:
    • In the Name field, add an 'X-' in front of the company name (e.g., X-ABC Electric).
      (Note: The 'X-' will used as a placeholder, to temporarily identify to your end users that it should NOT be selected in any Procore tool that includes the Company drop-down list). 


       
  6. Click Save
    A banner appears at the top of the page to indicate that the record has been updated. 
  7. In the record for the company to deprecated, click the People subtab.
    This reveals the 'People Within <Company Name> Who are on <Your Company Account Name>'. 


     
  8. Do the following for EVERY person on the list:
    • Click Edit
      This reveals the Edit Contact Information page. 
    • Under 'Company Information' click Clear Company.


       
    • In the Company Name field, start typing the name of the company to keep. Then select it from the drop-down list (e.g., Select 'ABC Plumbing' and do NOT select 'X-ABC Plumbing'). 


       
    • Click Save.
      (Note: Repeat these steps for every person in the list. You must move all of the existing persons from the company that you want to deprecate.)
  9. Continue with Deactivate the Company.

Deactivate the Company

  1. Navigate to the company's Directory tool.
    This reveals the Company Directory page. 
  2. Locate the company that you want to deprecate (e.g., X-ABC Plumbing). 
  3. Click Edit.
  4. Click Deactivate Company.
    (Notes:
    • If this button is grayed-out and unavailable, click the People subtab and ensure that the list is employ.
    • If the company is tied to a commitment, you cannot deactivate it. Instead, see Merge Companies).

A banner appears at the top of the page to confirm that the system has deactivated the company record. 

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Last modified
15:51, 3 Feb 2017

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