GP 2013 R2 Vendor Combiner and Modifier

By Tracey BrinkmanAccounts Payable, Microsoft Dynamics GP, System, Uncategorized, , , , With 1 comment

GP 2013 R2 Vendor Combiner and Modifier

Here is another new feature they added with GP 2013 R2 Vendor combiner and modifier. Combining IDs used to require PSTL, not anymore!

To view our previous Blog Posts follow or copy this link into your browser:

http://www.isolutionspartners.com/resources/dynamics-gp-blog/

This new feature allows you to combine existing vendor IDs (source Vendor ID) with another existing vendor ID (destination Vendor ID). It also allows you to change an existing Vendor ID to a new vendor ID. Vendor IDs will update for all existing records.

Purchasing >> Utilities >> Vendor Combiner and Modifier

Purchasing Utilities

If you want to combine or modify vendor IDs, you can import data without having to manually enter the information. For example, if you want to change a large number of current vendor IDs to new vendor IDs one at a time, you can save time by importing a two-column spreadsheet.

Vendor Combiner and Modifier

Fields:

  • Vendor Combiner – The source Vendor ID is removed from the system after the combine process is finished. (All work, open and history records are combined to the destination vendor ID.)
  • Vendor Modifier – The source Vendor ID is replaced with the Destination vendor ID. The Destination vendor ID should not exist in GP. (All work, open, and history records are updated with the new vendor ID. You do not need to manually enter a new vendor ID and reenter open invoices.)
  • Import File – Displays the name and the location of the .csv file you want to import.
  • Validate button –

Verifies the data in your source file for the following information if you are combining vendor IDs.

  • Each source vendor ID exists in GP Vendor Maintenance.
  • Each destination vendor ID exists in GP Vendor Maintenance.
  • The same vendor ID is not used as the source and destination vendor ID.
  • The same currency ID is assigned to the source and destination vendor IDs.

Verifies the data in your source file for the following information if you are modifying vendor IDs.

  • Each source vendor ID exists in GP Vendor Maintenance.
  • Each destination vendor ID is not an existing vendor ID in GP Vendor Maintenance.

This button is available after selecting a spreadsheet to import.

  • Source Vendor ID – Enter or select the vendor ID that you either want to combine into the destination vendor ID, or change.
  • Source Vendor Name – Displays the vendor name for the existing source vendor ID.
  • Destination Vendor ID –
    • If you are combining vendor IDs, enter or select the existing vendor ID that you want to combine the source vendor ID into.
    • If you are modifying the vendor ID, enter the new vendor ID you want the source to change to. (This vendor ID should not be an existing GP vendor ID)

Vendor Combiner

VENDOR COMBINER:

 To manually combine vendor IDs:

  1. Make a backup of your company database.

2. Open the Vendor Combiner and Modifier window. (Purchasing   >>     Utilities >> Vendor Combiner and Modifier)

3.  Select Vendor Combiner.

4. Enter the existing vendor ID that you want to combine and remove  in the Source Vendor ID field.

5. Enter the vendor ID to which you want to combine in the Destination Vendor ID field.

6. Choose the Process button.

7. You will be prompted to make a backup of your company database. Once you have a backup of the database or have already made a backup, choose Continue.

You must backup

8. After the vendor IDs are combined, a Report Destination window will appear. Select the report destination to view the Vendor Combiner and Modifier Report to see the changed data.

Vendor Combiner Report

To combine vendor IDs by importing data:

  1. Make a backup of your company database.

2.  Open the Vendor Combiner and Modifier window. (Purchasing >> Utilities >> Vendor Combiner and Modifier)

3.  Select Vendor Combiner.

4.  Select the .csv file by using the File button and choose Open.

5.  Choose the Validate button. The validation process verifies the following information.

  • Each source vendor ID exists in GP Vendor Maintenance.
  • Each destination vendor ID exists in GP Vendor Maintenance.
  • The same vendor ID is not used as the source and destination vendor ID.
  • The same currency ID is assigned to the source and destination vendor IDs

6.  A Report Destination window will appear. Select the report destination to view the Vendor Combiner and Modifier Validation Report verifying that information is valid. If the report states that there are issues, fix the spreadsheet and go through the validation process again.

7.  If the validation is successful, the source and destination vendor IDs from the spreadsheet appear in the scrolling window.

8.  Choose the Process button.

9.  You will be prompted to make a backup of your company database. Once you have a backup of the database or have already made a backup, choose Continue.

10.  After the vendor IDs are combined, a Report Destination window will appear. Select the report destination to view the Vendor Combiner and Modifier Report to see the changed data.

Change Vendor IDs

 To manually change vendor IDs:

  1. Make a backup of your company database.

2.  Open the Vendor Combiner and Modifier window. (Purchasing >>  Utilities >> Vendor Combiner and Modifier)

3.  Select Vendor Modifier.

4.  Enter the existing vendor ID that you want to change.

5.  Enter the new vendor ID to which you want to change to in the  Destination Vendor ID field.

6.  Choose the Process button.

7.  You will be prompted to make a backup of your company database. Once you have a backup of the database or have already made a backup, choose Continue.

8.  After the vendor IDs are changed, a Report Destination window will appear. Select the report destination to view the Vendor Combiner and Modifier Report to see the changed data

To change vendor IDs by importing data:

  1. Make a backup of your company database.

2.  Open the Vendor Combiner and Modifier window. (Purchasing>>Utilities >> Vendor Combiner and Modifier)

3.  Select Vendor Modifier.

4.  Select the .csv file by using the File button and choose Open.

Vendor Combiner Import

5.  Choose the Validate button. The validation process verifies the following information.

  • Each source vendor ID exists in GP Vendor Maintenance.
  • Each destination vendor ID is not an existing vendor ID in GP Vendor Maintenance.

Validation successful

6.  A Report Destination window will appear. Select the report destination to view the Vendor Combiner and Modifier Validation Report verifying that information is valid. If the report states that there are issues, fix the spreadsheet and go through the validation process again.

7.  If the validation is successful, the source and destination vendor IDs from the spreadsheet appear in the scrolling window.

Vendor Modifier

8.  Choose the Process button.

9.  You will be prompted to make a backup of your company database. Once you have a backup of the database or have already made a backup, choose Continue.

10.  After the vendor IDs are changed, a Report Destination window will appear. Select the report destination to view the Vendor Combiner and Modifier Report to see the changed data.

Vendor Modifier Report

Preparing your spreadsheet:

  1. Enter the existing vendor IDs in the first column of data in the spreadsheet.

2.  The second column of data should contain the new ID as you would enter it in the Destination Vendor ID field of the Vendor Combiner and Modifier window.

3.  Save your spreadsheet as a .csv file

 Note: If one of the vendor IDs is linked to an employee ID using the Project Accounting, the vendor ID and the employee ID are synchronized throughout the system to prevent orphaned records.

** You must be logged in as user with SQL Server administrative privileges to combine or modify vendor IDs. Typically, this will be the “sa” user.

 I hope you find this new feature beneficial. The content is based on the Dynamics GP Help text on this subject with screen shots added.

Please contact us at support@iSolutionsPartners.com if you have any questions regarding this feature or any of the other new features included in GP 2013 R2.

If you are one of our customers, please let us know if you are interested in scheduling an upgrade to GP 2013 R2.