In Contract Management, vendor records are created in one of two ways: either via integration with Go To Market on transferring a finalised response; or manually by users during Contract setup or directly from the Vendors dashboard. This can lead to duplicate vendor records being created. This generally occurs because of one or more of the following:

• A data discrepancy between Go To Market and Contract Management. Vendor records are not synced between these systems, so if the vendor's name and/or business number changes in Go To Market, a new record will be created in Contract Management on transfer.
• A user has manually entered vendor details incorrectly during setup, instead of selecting from the list of vendors already in the system.
• After an incorrect record has been created, a second, correct one is added, then the original is updated instead of deleted.

Duplicate vendors cannot be merged in Contract Management; the contracts associated with duplicate vendor record can be transferred to the actual vendor record via a Novation. The duplicate record can then safely be deleted.

Prerequisites

• The Novation register must be enabled for the Contract Management module & Contract type(s).
  • Module-enabled registers can be found under Contract Registers on the module settings.
    
  • Enabled registers on a Contract type can be found under the Management section on a Contract Type record.
    
• It should be determined which of the vendor records has the correct information. The following information can be compared against the vendor's details in Go To Market:
  • BusinessNumber (ABN, NZBN, etc.)
  • Company Name

Instructions

1. Transfer the contract to the correct vendor

1. Raise a Novation against the Contract

On the Contract record linked to the duplicate supplier, navigate to the Novation register and press Add novation. Refer to your module settings to find which tab this is under.

2. Select the correct vendor record

Under Transfer to, select the correct vendor record from the dropdown.

3. Apply the novation

Press the Transfer contract button. The linked vendor will automatically be updated to the one selected on the novation.

Note: If the contract is still displaying the previously linked vendor record, refresh your browser window to see the correct vendor details.

Repeat the above process for any Contracts linked to the duplicate vendor record.

2. Delete the duplicate vendor record

1. Open the vendor record to be deleted

From the Home page, navigate to the Vendors dashboard. From the vendor list, open the duplicate vendor record.

2. Delete the vendor record

With the vendor record open, press the Tools button in the toolbar. Select the Delete option from the menu. In the confirmation popup, press the Yes button to delete the vendor record.

Note: Deleting a record is irreversible. Once deleted, a record cannot be restored or recovered. Please ensure that the correct record has been selected for deletion before confirming.