Preventing Duplicate Entity Type Occurrences

To avoid a potential usage of incorrect entity type due to duplicate names, pick an entity from the Name field when creating journals. You can then filter the correct entity using the drop-down list (for example, customer, employee, other name, or vendor).

When you save the journal, you can click the entity name. It opens in a new tab and you can manually check if the entity was selected correctly.

In case of a CSV import, you can see the entity in the Entity column of the CSV file. However, the Entity column doesn’t show the type and it can lead to a potential duplicate. To check the entity type:

Go to Transactions > Financial > Make Journal Entries > Import.
Click Select and chose your CSV file.
Click Open.
Map Journal Entry Line : Name to Entity.
Click Next.
Click Run.
View Import Job Status.
Click Refresh.
Go to Transactions > Financial > Make Journal Entries > List.
View the journal and manually check the entity ID number in your web browser.

Tip:
Go to Set Preferences – Defaults, check the Show internal IDs box, and Save to display the ID column in the UI.

When you know the correct ID of your entity type, add it to the Entity column of the CSV file. Save the updated CSV file and submit it to the Import Assistant. In Field Mapping -> Entity : Name, change the reference type to Internal ID. And click OK. Click Save&Run to save mapping and start import.

Tip:

To prevent potential duplicates, such as using the same name for your vendor and customer, rename one of the same occurrences. You can also add an additional text to its ID field, for example My Company (vendor) instead of My Company.

If you are an advanced user, you can also merge different types of records. For more information, see Merging Different Types of Records

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