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Merging AP Vendors

Merging AP Vendors (Trimble: AP Vendor Merge) finds same or similar vendors, marks true duplicates, deactivates them, and links them to an Actual vendor. Linked duplicates appear on the Duplicate Vendors tab on AP Vendors.

Trimble AP Vendor Merge Form was read clean on the 2026-09-09 pass. A generic Field Definitions hub was skipped (captcha magnet), so this article documents the Identify → review → Process path that is confirmed, not a control-by-control field encyclopedia.

Before you start​

  • Vendors with open invoices cannot be marked duplicate. Process or void those invoices first (or finish them through the normal pay / void path).
  • Decide which vendor should survive as Actual (tax ID, remittance address, payment method, and open history you want to keep).
  • Merges are generally irreversible. Verify tax IDs, addresses, and open balances before you Process.

Steps​

Set match criteria​

  1. Open AP Vendor Merge.
  2. Set Confidence Level:
    • High: restrictive, faster, fewer candidates
    • Low: broader, slower, more candidates (still excludes significant differences)
  3. Set Identify By: name, purchasing address, payment address, phone/email, or combinations.
  4. Optionally set Limit To Vendor when you are hunting duplicates of one known vendor.

Identify and review Match ID groups​

  1. Identify Duplicates. The grid loads Match ID groups; similar values highlight for review.
  2. For each group you are ready to resolve:
    • Designate one vendor as Actual
    • Mark true duplicates as Duplicate
    • Mark clear non-matches as Unique, or leave blank when uncertain
  3. Hard rule: only one Actual vendor per session. When you need another Actual for a different Match ID group, Process this session, then open the form again.

Process​

  1. Process. Vista deactivates the Duplicate vendors and links them on the Actual vendor's Duplicate Vendors tab.

Notes​

  • Settings and the grid list persist from the prior session. Use Clear Grid and confirm Yes when you need a fresh start.
  • Limit To Vendor results sort toward the bottom; sort Match ID descending when hunting those rows.
  • A vendor skipped because of open invoices can be linked later after those invoices are cleared.
  • After Process, spot-check the Actual vendor (Duplicate Vendors tab, open invoices, remittance email, tax ID) before more AP entry against that number.
  • Related: Setting Up AP Vendors, AP Transaction Entry, Voiding AP Payments.