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When you merge suppliers you transfer invoices, purchase orders, or both from one supplier and site to another supplier and site. You can transfer to a new supplier and site unpaid invoices only, or all invoices (including paid and partially paid invoices). Payables will not transfer invoices if the merge would create a duplicate invoice for a supplier.

For best auditing results, transfer both paid and unpaid invoices to a new supplier and site so you can identify duplicate payments easily. Also, transfer both purchase orders and invoices to a new supplier and site, so all invoice and purchase order information refers to the same supplier.

After you have merged suppliers, Payables automatically prints the Purchase Order Header Updates Report and the Supplier Merge Report as an audit trail of your supplier merge activity. The Supplier Merge Report also lists duplicate invoices that it did not merge, if you had any. You can then update the invoice number if the invoice has not been paid or posted.

Prerequisites

   Identify duplicate suppliers. See: Identifying Duplicate Suppliers.

   If you transfer invoices, the New Supplier Site must be a pay site. See: Site Uses and Telephone Region of the Supplier Sites window.

   If you transfer purchase orders, the New Supplier Site must be a purchasing site. See: Site Uses and Telephone Region of the Supplier Sites window.

   To merge suppliers using Supplier Merge:

1. In the Supplier Merge window, select which invoices to transfer from the Old Supplier to the New Supplier: All, Unpaid, or None.

2. If you want to transfer all purchase orders from the Old Supplier to the New Supplier, select PO.

3. Enter the Old Supplier Name and Site and the New Supplier Name. Payables will transfer information from the Old Supplier to the New Supplier.

• If you want to reassign the Old Supplier Site to the new Supplier, select Copy Site and do not enter a New Supplier Site. During the Merge, Payables enters the merge date as the inactive date for the Old Supplier Site and creates a new site for the New Supplier with the information you selected to transfer.

• If you want to merge the Old Supplier Site information with the New Supplier Site information, do not select Copy Site, and enter one of the New Supplier's existing sites in the Site field. During the merge, Payables enters the merge date as the inactive date for the Old Supplier site and combines all of the information you selected with the New Supplier Site information.

4. Choose Merge. Payables submits a concurrent request to run the Supplier Merge Program, which transfers the information from the Old Supplier to the New Supplier, and also runs the Purchase Order Header Updates Report and the Supplier Merge Report.

5. Review the log file and reports after the request completes.

See Also

Supplier Merge Report