Changing IDs or Merging Vendors

Changing the Vendor identification code within EBMS takes a few quick steps.   The change ID process will maintain the history of the account.  The Vendor ID can be changed using one of the following processes:

• Change an ID for each vendor:  Right click on the Vendor ID and select Change ID from the context menu:   Review [Main] Features > Changing IDs for more details.

• Change IDs for a group of vendors:  Review the following Batch Change/Merge Ids documentation for instructions to batch a group of vendors.

Two vendor accounts can be merged into a single vendor account without losing history.   This process is ideal if the same vendor was accidentally added to EBMS multiple times.   Merging vendors is preferred rather than making one of the vendor accounts inactive since merging consolidates the history of both accounts.    The merge process can be completed using either of the following processes:

• Merge one vendor account into another:  Right click on the Vendor ID within the vendor record and select Merge Vendor Accounts from the context menu:   Review [Main] Features > Merging Accounts vs. Deleting Accounts for more details.

• Merge a group of vendors:   Review the following Batch Change/Merge Vendor Accounts documentation for further instructions.

 Batch Change/Merge Vendor Accounts

A entire list of vendor accounts can be changed using a batch process within EBMS.   This utility uses a spreadsheet list of the old IDs and the new IDs and changes them as a batch.  

Complete the following steps to batch change and/or merge vendor IDs:

1. Create a parallel lists of vendor IDs within a spreadsheet or CSV file:  Create one list with the current vendor id and a parallel list with the new IDs.  
   
   This spreadsheet or CSV file can be created manually or exported from EBMS.  Export data from EBMS if the new ID is compiled using names or other info that is helpful within the spreadsheet.  Review [Main] Features > Exporting to CSV Files for more exporting details and options.

2. Populate the New ID column with one of the following inventory IDs:   Create a new column if the column does not exist.

1. A new vendor ID which prompts a change ID process.  This process will replace the old id with the new id.   All history will be maintained with the new id code.

2. An existing vendor ID which prompts the merge process.  This process will merge the old id history with the new or existing id.   The old id information will be deleted but all history will be changed to the new id.   Warning:  This process can not be reversed.  

3. Make a copy of the EBMS data before continuing if information is being merged.

4. Map the ID columns using the File > Utilities > Text Import/Export Mappings utility as shown below:
       

1. Enter a Description to identify the change Id process.

2. Set the spreadsheet or CSV file as the Text File

3. Click on the From Text File button to generate mapping.   The system should map both the original Id and the new Id properly without additional configuration.  The other columns do not need to be mapped.  Review [Main] Utilities > Text Data Import and Export Utility > Overview for more details on this mapping utility.

4. Click OK to save the mapping.   Do not use the Update Data, Replace Data, or Create Data buttons.  

5. Select Expenses > Utilities > Change/Merge IDs from the main EBMS menu.
   

6. Select the Mapping description file created in the previous step.

7. Select the Old ID Field setting that identifies the original ID.

8. Select the New ID Field that identifies the column that contains the new Id or the merge Id.

9. Disable the Perform a merge if new ID already exists only if no vendor accounts should be merged.  Enabling this option will merge any vendor that already exists within the New ID Field column.  Warning:  A merge can not be reversed.  

10. Click OK to complete process