How to Merge Vendors in QuickBooks Desktop?

To combine two vendors in QuickBooks Desktop, modify the duplicate vendor record. Rename the vendor to match the one you prefer to retain, then verify the integration. QuickBooks Desktop Enterprise and Accountant also offer specific Merge Vendor tools.

Since a vendor merger is irreversible, create a QuickBooks Desktop company file before initiating the merger. This guide outlines the steps and different methods for a successful QuickBooks Desktop Vendor Merger.

QuickBooks Desktop Vendor Merge Methods

The existing merger methods rely on the QuickBooks Desktop edition.

QuickBooks Desktop Edition	Merge Method
Pro or Premier	Change the duplicate vendor name to align with the primary vendor
Accountant	Accountant > Client Data Review > Merge Vendors
Enterprise	Company > Accounting Tools > Merge Vendors
Mac	Rename method or Edit > Merge

What Happens When You Merge Vendors?

When you merge duplicate vendors in QuickBooks Desktop, the repeated vendor is consolidated into the primary vendor. Once the merger is done, the duplicate record cannot be used individually.

The merger is a permanent process; hence, back up the company file before commencing. Furthermore, before the merger, check the crucial key fields of a vendor along with:

• Contact details
• Tax
• Payment conditions
• Name

Before You Merge Vendors: Requirements and Restrictions

Before integrating vendors, perform the following checks:

1. Backup the QuickBooks Desktop company file.
2. Change to Single-User mode.
3. Resolve the outstanding accountant changes.
4. Confirm that the vendor records align with the merge necessities.
5. Verify the vendor that must be retained.
6. Check payments, purchase orders, and credits.
7. Always ensure that you never turn on the Multi-currency feature.
8. Copy any tax detail, contact information, or user-defined field values that need to be retained.

Vendor Records That May Not Be Eligible

Certain vendor records may include specific merge limitations, like:

Vendor type or restriction	Merge Eligibility
Tax authorities	May not be eligible
Vendors paid via online banking	May not be eligible
Tax-exempt vendors	May not be eligible
Direct-deposit vendors	May not be eligible

Merge-related Limitation: Vendors with different currencies are not allowed to merge. Validate the currency set for both vendor profiles before commencing the merge. 

Note: The merge is for long-term purposes; hence, validate both records properly before the operation begins.

How to Choose the Primary Vendor?

Select the vendor profile with the most relevant and precise details. Review the following before choosing it as the principal vendor:

• Updated address
• Accurate legal or display name
• Correct 1099 status
• Current payment rules
• Correct Tax ID
• Complete transaction detail
• Needed custom fields
• Authenticate contact detail
• Active third-party integration mapping

Check both records and copy any detail that is not automatically preserved.

How to Merge Vendors in QuickBooks Desktop Pro or Premier

Follow these steps to integrate vendors in QuickBooks Premier or Pro:

1. Run the QuickBooks Desktop program.
2. Navigate to the “Vendors” option.
3. Click the “Vendor Center” tab.
4. Access the vendor record required to preserve.
5. Copy the “Vendor Name” as displayed.
6. Exit the record and do not make any changes.
7. Access the repeated vendor profile.
8. Update the “Vendor Name” using the copied name.
9. Choose the “Save and Close” and the “OK” button.
10. When QuickBooks Desktop requests whether you wish to merge the record, click the “Yes” button.

Note: The vendor names must align correctly, like punctuation, spelling, capitalization, and spacing.

How to Merge Vendors in QuickBooks Desktop Accountant?

Follow these steps to integrate vendors in QuickBooks Accountant:

1. Run the QuickBooks Desktop program.
2. Choose the “Client Data Review” option.
3. Choose the “Merge Vendors” option.
4. Choose the vendors required to consolidate.
5. Choose the “Next” option.
6. Select the “Primary Vendor” required to preserve.
7. Choose the “Merge” option.
8. Choose the “Yes” button and then click the “OK” button to finish the integration.

How to Merge Vendors in QuickBooks Desktop Enterprise?

Follow these steps to consolidate vendors in QuickBooks Desktop Enterprise:

1. Navigate to the “Company” option.
2. Choose the “Accounting Tools” option.
3. Choose the “Merge Vendors” option.
4. Choose the vendor records required to merge.
5. Choose the “Next” button and select the “Primary Vendor” required to preserve.
6. Choose the “Merge” tab.
7. Validate the operation to finish the integration.

How to Merge Vendors in QuickBooks Desktop for Mac?

QuickBooks Desktop for Mac offers a Rename process and a Merge command for consolidating duplicate records. Follow these steps to merge vendors in QuickBooks Desktop for Mac:

1. Rename Method

1. Navigate to the “Lists” option.
2. Now, choose the list with the entries required to merge.
3. Copy the entry you wish to retain.
4. Choose the entry to delete a vendor.
5. Choose the “Pencil” icon to change it.
6. Paste the copied name and then choose the “OK” button.
7. Choose the “Yes” button to consolidate the entries.

2. Merge Command

1. Navigate to the “Lists” option.
2. Choose the list with the entries required to merge.
3. Choose the entry required to delete.
4. Navigate to the “Edit” option and choose the “Merge” tab.
5. Choose the entry required to preserve and click the “Merge” button.
6. Choose the “Yes” button to verify the merge.
7. Alternatively, right-click the entry and choose the “Merge” option.

What Data Should You Verify After the Merge?

A vendor consolidation merges the records. However, certain vendor-level details often require manual authentication thereafter. In the absence of these vendor details, users cannot merge vendors in QuickBooks Desktop.

Here is a table to learn what data needs verification after the merge:

Data	What to Check
Bills	Verify the available bills and their records exist with the preserved vendor.
Bill payments	Confirm previous payments and their transaction information.
Vendor credits	Verify credits and the final vendor balance.
Purchase orders	Confirm the vendor affiliation and status.
Past transactions	Verify transactions are accessible for reporting and monitoring.
Vendor contact information	Confirm the email addresses, phone numbers, contacts, and addresses.
Tax ID	Verify the accurate Tax ID is preserved.
1099 status	Confirm the vendor’s 1099 eligibility and status.
Payment rules	Verify the preserved vendor has the right terms.
Custom fields	Manually check crucial custom-field details.
Third-party integration IDs	Validate and update mappings if required by the integrated application.

How to Verify a Vendor Merge?

Once the integration is complete, follow these steps to verify a vendor merge:

1. Access the “Vendor Center” and look for the vendor records.
2. Verify that the repeated vendor is not displayed as a different vendor.
3. Check the preserved vendor’s transaction records.
4. Review payments, open bills, purchase orders, and credits.
5. Generate the “Vendor Balance Detail” report and check the balance against the pre-merge records.
6. Generate the “Accounts Payable Aging Detail” report and validate pending balances.
7. Verify the resulting vendor balance and check it against the related transactions.
8. Verify the Tax ID, address, 1099 status, and payment rules.
9. Check crucial custom fields and saved transactions.
10. Check integrated applications and verify that vendor mappings and synchronization are functioning properly.

Common Vendor Merge Errors and Solutions

Here is a table that describes the known vendor merge issues and their respective solutions:

Issue	Resolution
Merge Vendors option is not available	Review if the QuickBooks Desktop edition and vendor history is compatible with the Merge Vendors tool.
Vendor names fail to consolidate	Ensure the names align perfectly, like spacing, spelling, capitalization, and punctuation.
Verification notification fails to appear	Check the vendor names again and verify that the appropriate records are selected.
Company file is in shared-user mode	Change to Single-User Mode before the merge commences.
Vendors have other currencies	Only vendors with matching currencies can be matched. Confirm the currency set for every record.
Outstanding accountant adjustments restrict the merge	Remove pending accountant modifications before the merge commences.
Limited vendor type	Find out if the vendor is a limited type or not qualified for merging.
Incorrect vendors were merged	Recover the backup generated before the merge commences.
Vendor balance is not correct	Check transaction records, purchase orders, open bills, vendor reports, credits, and payments.
Integrated application fails to find the vendor	Confirm the preserved vendor’s mapping or integration code and check the related application.

Note: Vendor integrations are not reversible. In case the incorrect vendors are consolidated, recover the backup generated prior to the merger instead of regenerating the transactions history manually.

Does Merging Vendors Affect 1099 Reporting?

It can impact the vendor details accessed for 1099 reporting. Once the merger is complete, check the following:

• Vendor Tax ID
• Legal vendor name
• 1099 eligibility
• Tax-tracking configuration
• Payment history totals

Confirm the preserved vendor details and payment records before creating 1099 forms.

Does Merging Vendors Affect Connected Applications?

Yes. External applications may interrupt the original QuickBooks Desktop vendor record or the internal vendor ID.

• Once the merge is complete, check the vendor mappings in integrated systems like:
• Inventory platforms
• E-commerce integrations
• Bill payment systems
• Expense tracking systems
• QuickBooks Desktop custom integrations
• Procurement platforms
• Change the integration or mapping settings when required. Once done, check the synchronization.

How to Avoid Duplicate Vendors?

To avoid repeated records, ensure you use the following standard vendor-management procedures:

1. Use consistent vendor-naming practices.
2. Before generating a new vendor, look for “Vendor Center”.
3. Limit vendor-creating access to verified users.
4. Check vendor lists at regular intervals.
5. Verify uploaded vendor details before including it to QuickBooks Desktop.
6. Follow consistent acronyms and punctuation.
7. Ensure old vendors are dormant rather than generating them again.
8. Check external import mappings frequently.

---

Frequently Asked Questions (Faqs)