Depending upon the type of record you want to import, you can reject duplicate records, add them to your company file or update existing records. Use the
Duplicate Records field to indicate your choice.
When you import accounts, jobs, activities or item records, each of these records must have a unique number. If you attempt to import an account, activity or item with a duplicate number, the number will be either rejected or updated 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, the information about Item #100 in your company file will be changed to reflect the information that’s in the imported file if that file also contains an Item #100.
If you’re importing contact logs, the choices you have for handling duplicate log records in the
Duplicate Contact Logs field in the
Import File window depend on the selection you make in the
Identify Contact Logs by field:
In your company file, you can have customers, vendors, employees or personal contacts with the same name. If you enter ID numbers for your contacts, though, each contact must have a unique ID number.
Using the Duplicate Records field of the Import File window, you can select how you want to handle duplicate records.
If you choose Identify Records by Card ID or Record ID, when you import cards, you can either update existing cards with data from imported records that have the same Card ID, or you can reject the duplicate cards. The action taken depends upon your selection in the Duplicate Records field of the Import File window.
If you choose Identify Records by Card Co./Last Name,when you import cards, you have three choices. You can:
If you’re importing Sales, you have the option to reject duplicate transactions or add them to your company file. Each sale is checked for duplicates according to the setting of the preference
Warn for Duplicate Invoice Numbers in the Preferences window.
In the Preferences window, you can choose to warn for duplicate invoice numbers only, customer PO numbers only or
either duplicate invoice numbers or duplicate customer PO numbers; you can also choose to leave the preference unmarked.
If you leave the preference unmarked, each sale will be checked for either a duplicate invoice number or a duplicate Customer PO number; that is, your imported sales will be checked as if you had selected
Warn for Duplicate Invoice and Customer PO Numbers on Recorded Sales in the Preferences window.
If you’re importing Purchases, you have the option to reject duplicate transactions or add them to your company file. When you import purchases, each purchase will be checked for duplicates according to your selection.
In this window you can choose to warn for duplicate purchase order numbers only, vendor invoice numbers only or warn for
either duplicate PO numbers or duplicate vendor invoice numbers. When you import purchases, each purchase will be checked for duplicates according to your selection.
If you haven’t marked the preference, each purchase will be checked for either a duplicate PO number or a duplicate vendor invoice number; that is, your imported purchases will be checked as if you had selected
Warn for Duplicate PO and Vendor Invoice Numbers on Recorded Purchases in the Preferences window.
