Merge Duplicate Contacts & Accounts

Resolving Duplicate Records in MRSweb

Over time, duplicate company and contact entries inevitably occur through typo-prone manual entry, variations in manufacturer sales spreadsheets, or differing branch account names. In many cases, you cannot simply delete a duplicate record because it is already linked to active business records (past Orders, Invoices, Inventory, or Activity Journals).

MRSweb features built-in, intelligent Merge Duplicates tools that allow Administrators and Owners to consolidate records safely while preserving complete transaction histories.

Intelligent Collision Safeguards

The merge process automatically handles complex relational dependencies behind the scenes:

• Catalog Item Collision: If both companies have the same product (Item Number), the system points all order history to the target company's catalog item and merges any missing descriptions or pricing notes.
• Customer Account Collision: If conflicting customer account numbers exist across the source and target, the system safely appends -merged to the source account to guarantee zero data loss.
• Field Merging: If the target record you are keeping is missing attributes (such as phone numbers, emails, addresses, or tax IDs) that exist on the duplicate, the system automatically fills in those blanks.
• Transactional Reassignment: All historical Orders, Invoices, Journals, Opportunities, and Payment Line Items are cleanly updated to reference the target entity.
• Safe Archiving: The source entity is marked as deleted so it immediately drops out of active searches and dropdown lists while preserving audit logs.

Step-by-Step Merge Procedure

1. Navigate to Contacts → Companies (or Individuals / Customers).
2. Tap the Actions menu on the top action bar.
3. Select Merge Duplicates.
4. In the merge dialog:
   • Select the Source Company (the duplicate record you wish to remove).
   • Select the Target Company (the master record you wish to keep).
5. Review the confirmation dialog and click OK. All linked data is instantly consolidated.