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  • Dealing with duplicate records when importing


 

 

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Depending upon the type of record you are importing, you can deal with duplicate records in three ways:

  • reject them
  • add them to your company file
  • update your existing records.

You can select how you would like to deal with duplicate records in the If the data you are importing already exists in this company file dropdown in the Import and Export Assistant. All rejected records are listed in the Import Log report, which you can access from the Conclusion step of the assistant.

 

Tax/GST codes, accounts, jobs, activities or item records

Tax/GST codes, accounts, jobs, activities or item records

References to activities are only applicable to AccountRight Plus and Premier users

When you import tax/GST codes, accounts, jobs, activities or item records, each of these records should have a unique ID number. If some don't have a unique ID number, you need to choose how you'll deal with these duplicate records.

For example, if Item No.100 exists in your company file and you try to import an item record with the same number, and you've chosen to:

  • update existing records—the information about Item No.100 in your company file will be updated.
  • reject duplicate records—the information about Item #100 will be not be imported and will be listed in the Import Log report, which you can access from the Conclusion step of the assistant.
Contact Logs (Not Basics)

Contact Logs

When you import contact logs, the options for handling duplicate records depend on the selection you make in the Identify Contact Logs by field:

  • If you choose to identify Records by Contact Logs Record ID, you can reject the duplicate logs, add the duplicate logs to your company file, update existing logs with data from imported records that have the same record ID, or delete the duplicate logs from your company file.
  • If you choose to identify Records by Card, you can either reject the duplicate logs or add the duplicate logs to your company file.

If you choose to reject duplicate records, the information that’s rejected will be listed in the Import Log report, which you can access from the Conclusion step of the assistant.

Spend Money or Receive Money transactions

Spend Money or Receive Money transactions 

When you import Spend Money or Receive Money transactions, you can reject duplicate transactions or add them to your company file.

If you choose to reject duplicate records, the rejected records will be listed in the Import Log report, which you can access from the Conclusion step of the assistant.

Customers, suppliers, employees or personal contacts

Customers, suppliers, employees or personal contacts

You can have customers, suppliers, employees or personal contacts with the same name. However, each contact must have a unique ID number.

  • If you choose Identify Records by Card ID or Record ID, when you import cards, you can either update existing cards with data from imported records that have the same Card ID, or you can reject the duplicate cards.
  • If you choose Identify Records by Card Co./Last Name when you import cards, you can update the existing cards with data from the duplicate records, add the duplicate cards to your company file or reject the duplicate cards.

If you choose to reject duplicate records, the information that’s rejected will be placed in the Import Log report, which you can access from the Conclusion step of the assistant.

Sales

Sales

When you import Sales, you have the options to reject duplicate transactions or add them to your company file. The duplicate record options you selected in the Preferences window determine how your imported sales are checked for duplication. You can select these options in the Sales tab of the Preferences window.

  • Warn for Duplicate Invoice Numbers—imported sales will be checked for duplicated invoice numbers only.
  • Warn for Duplicate Customer PO Numbers—imported sales will be checked for duplicate customer PO numbers only.
  • Warn for Duplicate Invoice and Customer PO Numbers—imported sales will be checked for duplicate invoice numbers and duplicate customer PO numbers.

If you haven't selected a preference, imported sales will be checked for duplicate invoice numbers and duplicate customer PO numbers.

If no Invoice or Customer PO is supplied, the record is not considered a duplicate.

If you choose to reject duplicate records, the information that’s rejected will be listed in the Import Log report, which you can access from the Conclusion step of the assistant.

Purchases (Not Basics)

Purchases

If you’re importing Purchases, you have the option to reject duplicate transactions or add them to your company file. The duplicate record options you selected in the Preferences window determine how your imported sales are checked for duplication. You can select these options in the Purchases tab of the Preferences window.

  • Warn for Duplicate Purchase Order Numbers—imported purchases will be checked for duplicated purchase order numbers only.
  • Warn for Duplicate Supplier Invoice Numbers—imported purchases will be checked for duplicate supplier invoice numbers only.
  • Warn for Duplicate PO and Supplier Invoice Numbers—imported purchases will be checked for duplicate PO numbers and duplicate supplier invoice numbers.

If you haven't selected a preference, imported purchases will be checked for duplicate PO numbers and duplicate supplier invoice numbers.

If no Purchase Order or Supplier Invoice number is supplied, the record is not considered a duplicate.

If you choose to reject duplicate records, the information that’s rejected will be listed in the Import Log report, which you can access from the Conclusion step of the assistant.