Customer Import De-Dupe Tab

WARNING: You should always take a backup prior to performing this operation. Ideally, all users should be logged out of the system. This procedure requires you to have either Admin or HQ permission.

Overview

The De-Dupe screen allows users to remove duplicated information for example duplicate company records. For more information see How To: De-Dupe Records. De-Duping is associated with importing mailing lists, see Customer Import Detail Tab and How To: Import Mailing List.

Notes:

1. Once customer information has been deleted it CANNOT be retrieved, even by Khaos Control Solutions Ltd, as the records are permanently deleted.
2. Duplicates will only be detected within Invoice Addresses, this is to avoid suggesting risking merging candidates if unrelated accounts have had goods delivered to the same address, this is not typically good reason to merge the accounts.

The De-Dupe Screen

To open the De-Dupe screen:

1. Open a Customer screen (show me how).
2. Display the drop-down 'Other Actions' menu either by pressing F9 or clicking the down arrow immediately to the right of the green circle with a white cross icon at the top of the button bar.
3. Select Import Data From Mailing List.
4. Move to the [Import Mailing List / Company / Contacts | De-Dupe] screen.

The De-Dupe screen consists of three areas:

1. Top filters and a GO button.
2. Action buttons.
3. The grid.

De-Dupe Top Filter Area

• GO button: the GO button must be pressed to populate the grid.
• De-Dupe Fields: when the checkboxes adjacent to the following options are ticked, the records with the same information, for example forename or town, will be returned in the grid.
  1. Company Code: the company's URN.
  2. Company Name: the name of the company.
  3. Address1: the first line of the company's address.
  4. Town (default=ticked): the town associated with the customer's address.
  5. PostCode (default=ticked): the postcode associated with the customer's address.
  6. Forename (default=ticked): the first name of a contact associated with a company.
  7. Surname (default=ticked): the last name of a contact associated with a company.
  8. User Name: the web name of the customer as listed in the Web Site field in their [ Customer | Detail | General ] screen.
     Notes:
     
     1. At least one checkbox must be ticked before the GO button is pressed.
        
     2. The GO button will need to be used each time changes are made to any of the filters.
• Classification ( / traffic light filter): filters on the customer's company class.
• Sales Source ( / traffic light filter): filters on sales source of the customer.
• Source Keycode ( / traffic light filter): filters on the source keycode of the customer.
• Type ( / traffic light filter): filters by the type of customer.
• Exclude Anonymised Customer: if ticked, customers who have been anonymised in the All Addresses Details dialog will be excluded from the results
• Include Inactive Addresses: if ticked, addresses that have been marked as Inactive in the All Addresses Details dialog will be included in the results.
• Include Inactive Contacts: if ticked, contacts that have been marked as Inactive in the All Addresses Details dialog will be included in the results.

Action Buttons

• : this button ticks the DEL checkbox adjacent to any record that the system has identified as being a potential duplicate.
• : deletes the company records that have been marked for deletion using the DEL checkboxes.
• : deletes the the company record of the company focused on in the grid.
  Note: this may result in multiple rows being removed from the grid as the system will also remove all contacts associated with the focused on company.

De-Dupe Grid

When the grid is populated, records which the system has identified as being potential duplicates will be highlighted in yellow.

• ID: the system ID for the company.
• URN: the company's URN.
• Company Name: the company's name.
• User Name: the web name of the customer as listed in the Web Site field in their [ Customer | Detail | General ] screen.
• Address1: line 1 of the company address
• Address2: line 2 of the company address.
• Locality: the locality associated with the customer's address.
• Town: the town associated with the customer's address.
• County: the county associated with the customer's address.
• Postcode: the postcode associated with the customer's address.
• Forename: the first name of the contact associated with a company.
• Surname: the last name of the contact associated with a company.
• DEL checkbox: indicates whether the record has been marked for deletion using the or manually by the user.
• SO Count: the number of sales orders that have been placed against the company.
• Company Class: the company class of the company.
• Keycode Code: the customer's source keycode code.
• Keycode Desc: the customer's source keycode description.
• Company Type: the company type.
• Sale Source: the sales source used on a sales order.

De-Dupe Grid Context Menu

• Goto Company: opens the [ Customer | Detail | General ] screen for the focused on customer.
• Merge Companies: merges the green-selected company records by loading the Company Merge dialog which is also available from the [ Customer | Other Actions Menu ] menu, see How To: Merge Company Records - Running Merge Records from the Customer screen.
• Make Inactive: opens the All Addresses Details dialog where the user can make addresses and/or contacts inactive. Addresses and contacts can also be reactivated from this dialog.
  Note: once you deactivated / activated records as required, the grid on the de-dupe screen will be reloaded to reflect the changes.
• Apply Value Range: allows the user to specify a value that is to be applied to all of the currently selected rows/items for the current column.
• Clear Selection: deselects the currently selected line(s).