How to handle duplicate records when importing

Use the Duplicate Records field to indicate whether you want to reject duplicate records, add them to your company file or update existing records.

• If you're importing accounts, activities or item records, you can't have accounts, activities or items with identical numbers. If you attempt to import an account, activity or item with a duplicate number, AccountEdge will either reject the number or update the record's unique information in your company file, depending upon your selection here.

For example, if Item #100 already exists in your company file and you select Update Existing Record here, when you import information about a different Item #100, the information about Item #100 in your company file will be changed to reflect the information that's in the import file.

If you choose to reject duplicate records, the information that's rejected will be placed in the Import Log report, which is created at the time you import.

• If you're importing Spend Money or Receive Money transactions, you have the choice to reject duplicate transactions or add them to your company file.

If you choose to reject duplicate records, the information that's rejected will be placed in the Import Log report, which is created at the time you import.

• In AccountEdge, you can have customers, vendors, employees or personal contacts with the same name. If you attempt to import a duplicate number or name, AccountEdge will reject the name, update the record's unique information or add a new record to your company file, depending upon your selection here.

For example, if a record for Eileen Martin already exists in your company file and you select Update Existing Record, when you import information about another Eileen Martin, the information about Eileen Martin in your company file will be changed to reflect the information that's in the import file. If you select Add Them instead, a new Eileen Martin record will be included in your company file when you import.

If you choose to reject duplicate records, the information that's rejected will be placed in the Import Log report, which is created at the time you import.

• When you import cards, items, activities or accounts, you can use the Update Existing Record selection in the Duplicate Records field to update the status of your cards, items, activities and accounts.

You may want to use this feature, for example, if you have a group of cards that you've created for one-time sales or purchases and you want to change the cards' status to inactive after their one-time use. Instead of marking each card individually, you can change the status by using the importing feature of AccountEdge. The process consists of three parts. You'll first export your card information, then you'll edit the status information in a text editor such as Simple Text and lastly, you'll import the edited card information selecting Update Existing Record in the Duplicate Records field.