ORACLE R12

SUPPLIER AND CUSTOMER MERGE

©Proactive Solutioning LLC

Supplier and Supplier Site Merge Overview

Use Supplier Merge to combine two or more suppliers that you identify as duplicates. You can update purchase
orders and invoices for the old supplier to refer to the new supplier. The Supplier Merge window also allows
you to merge supplier sites so that any sites assigned to an old supplier can be reassigned to the new supplier.
When you merge suppliers you transfer invoices, purchase orders, or both from one supplier and site to another
supplier and site. You can transfer to a new supplier and site unpaid invoices only, or all invoices (including
paid and partially paid invoices). Payables will not transfer invoices if the merge would create a duplicate
invoice for a supplier.

For best auditing results, transfer both paid and unpaid invoices to a new supplier and site so you can identify
duplicate payments easily. Also, transfer both purchase orders and invoices to a new supplier and site, so all
invoice and purchase order information refers to the same supplier.

After you have merged suppliers, Payables automatically prints the Purchase Order Header Updates Report and
the Vendor Merge Report as an audit trail of your supplier merge activity. The Vendor Merge Report also lists
duplicate invoices that it did not merge, if you had any. You can then update the invoice number if the invoice
has not been paid or posted.

Pre-requisites

l Identify duplicate suppliers. Check to see if addresses and tax ID numbers are the same.
l You may have duplicate suppliers. You may have duplicate supplier sites. You may also have duplicate
sites under different suppliers. You may have inactive suppliers. You may have inactive supplier sites.
l Clean the supplier headers on both suppliers (good and bad) by making naming and punctuation
corrections.
l Delete inactive dates on both suppliers and supplier sites.
l Clean the supplier sites by correcting the naming conventions and punctuation.
l Make sure Purchasing and Pay Site check boxes are correct.
l If you transfer invoices, the New Supplier Site must be a pay site.
l If you transfer purchase orders, the New Supplier Site must be a purchasing site.
               

Page 2 of 14
Steps for Supplier/Supplier Site Merge

Navigation: Payables -> Supplier -> Supplier Merge

Purchasing -> Supply Base -> Supplier Merge

1. In the Supplier Merge window, select which invoices to transfer from the Old Supplier to the New Supplier:
All, Unpaid, or None. The best choice is “All” to move all invoice documents and history.

2. If you want to transfer all purchase orders from the Old Supplier to the New Supplier, select PO.

3. Enter the Old Supplier Name and Site and the New Supplier Name. Payables will transfer information from
the Old Supplier to the New Supplier.

If you want to reassign the Old Supplier Site to the new Supplier, select Copy Site and do not enter a New
Supplier Site. During the Merge, Payables enters the merge date as the inactive date for the Old Supplier Site
and creates a new site for the New Supplier with the information you selected to transfer.

If you want to merge the Old Supplier Site information with the New Supplier Site information, do not select
Copy Site, and enter one of the New Supplier's existing sites in the Site field. During the merge, Payables enters
the merge date as the inactive date for the Old Supplier site and combines all of the information you selected
with the New Supplier Site information.

Note:

 If the supplier you want to transfer from has multiple sites that you want to merge, you must enter a row
for each supplier and site combination.

 If you are merging supplier sites for the same supplier, then enter the same supplier for both the From
and To Supplier Names.

 If you want the merge to automatically create an existing site belonging to the old supplier for the new
supplier, along with merging information in that site, select Copy Site. When you do this you will not be
able to enter a site in the To Supplier Site field.
Page 3 of 14
4. Click on the Merge button. Payables submits a concurrent request to run the Supplier Merge Program, which
transfers the information from the Old Supplier to the New Supplier, and also runs the Purchase Order Header
Updates Report and the Vendor Merge Report.

5. Review the log file and reports after the request completes.

6. Query the old supplier and make sure it has the supplier merge inactive date.

7. Check the supplier sites under the correct supplier to see if any further merging is required.

Supplier Merge Program

The Supplier Merge Program is a utility you can use to maintain your supplier records. You can use it to merge
duplicate suppliers into a single, consolidated supplier. You can use it to merge transactions within the same
supplier from one supplier site to a different suppler site. You can choose to merge all transactions for a suppler
into a new supplier, or you can just choose to merge unpaid invoices. This option is useful in the case of an
acquisition. In that case you may want to leave all of the transaction history with the original supplier and only
merge unpaid invoices to the new supplier who now wants to receive the payments.

The report lists the new (correct) suppliers and the old (duplicate) suppliers. The report also lists invoice
information for invoices updated for each set of new and old suppliers. Payables prints the total number and
total amount of invoices that have been updated for each set of merged suppliers. Payables also prints the total
number of duplicate invoices. You can use this report to identify any duplicate invoices, update the invoice
number on one of the invoices, and then resubmit Supplier Merge. Payables automatically submits this report
when you initiate Supplier Merge.

Resolving Merge Issues

Problem Description

You have merged a supplier in error. The supplier history for the supplier you merged to now contains invoices
for 2 different suppliers and the original supplier has no invoice history.

Solution Description

Enter invoices in the first supplier with the invoice numbers from the second (not approving them) and then
merge from the second supplier to the first.

This will have the effect of only moving back the transactions that belong with the first supplier. You can then
delete the unapproved invoices and the supplier history will be correct.

Example:
Page 4 of 14
Before original merge
Supplier1 Supplier2
Inv 234 abc
237 abk
259

After incorrect merge

Supplier1 Supplier2
Inv abc
abk
234
237
259
Step 1.
Navigate Suppliers -> Entry
Query up Supplier1 and remove the inactive date from the Supplier and Site.

Step 2.
Enter invoices abc & abk to Supplier1. (not approving them) These are the invoice numbers that belong to
Supplier2.

Supplier1 Supplier2
Inv abc abc
abk abk
234
237
259

Step 3.
Navigate Suppliers -> SupplierMerge
Merge from Supplier2 to Supplier1.

Supplier1 Supplier2
Inv abc abc
abk abk
234
237
259

Step 4.
Navigate Suppliers -> Entry
Query up Supplier2 and remove the inactive date from the Supplier and Site

Step 5.
Delete invoices abc & abk from Supplier1
Supplier1 Supplier2
Inv 234 abc
237 abk
259
Note:

Page 5 of 14
You will need to be very careful to not approve the invoices so that you can delete them instead of cancel and/or
risk paying them. If you do this the result will be the correct supplier history for both suppliers.

To ensure you cannot accidently pay these invoices it is recommended that you only enter the invoice number
and no distribution line and enter them with an invoice value of 0.00.

Explanation

Invoices will only merge to the new supplier if the invoice number does not exist. When the invoice number
exists then the invoice remains with the supplier you are merging from. These invoices do not have to be
approved, they only need to exist.

Page 6 of 14
Customer Party and Account Merge Overview

In Oracle R12, the Party Merge and Account Merge functionalities are part of the Data Quality Management
(DQM) tools provided by Trading Community Architecture (TCA). Users can use party and account merge to
identify and resolve duplicates that exist in the Trading Community registry.

Businesses runs more efficiently with a database that is well-maintained and up-to-date. With the Merge
Customer Utility, users have the ability to easily clean up existing data and consolidate multiple customer
accounts as needed. Duplicate activity is eliminated by combining current duplicate accounts into one accurate
account.

Party and Account merge are two distinct processes. Merging an Account does not automatically merge the
parties and vice versa.

 If the user wants to merge some accounts, run Account Merge

 If the user wants to merge installed based records (CRM application), then can only merge account if
they are under the same party. User needs to run Party Merge first, then all the accounts will be under
the same party.

 If the user wants to move some accounts (belonging to a party) to another party then need to run only
Party Merge

Page 7 of 14
Steps for Customer Party Merge

1. From a Receivables responsibility that allows a user to access Customer Merge, select a Merge function
under Customers

Page 8 of 14
Account Merge

Users can either merge site uses for the same customer or all of the site uses for two different customers.
Predefined site uses include Bill-To, Ship-To, Statements, etc. Users can only merge a Bill-To site with a Bill-To
site, a Ship-To site with a Ship-To site and so on whether merging different customers or two sites for the same
customer. If a customer is closing one of their sites and there is activity assigned to this site, users can use
Customer Merge to transfer all activity from the old site to one of this customer’s existing sites.

2. Enter the Customers Merge form information for both the From and To sections. Users also have the option
to select "Delete after Merge"
3. Select Priority level from the drop down list
4. Click on Save. Note: Process Flag status is now Saved
5. Click on Merge.
6. Note submitted Request ID number

Page 9 of 14
7. Once Request is completed, click on View Output to review the ‘Customer Merge Execution Report’

Page 10 of 14
Party Merge

Page 11 of 14
Page 12 of 14
When you create a merge batch with parties to merge, you can also define the merge of entities from the merge-
from and merge-to parties, including:

 Party sites

 Party relationships

 Organization contacts

Before you create a Party Merge batch, user should decide if they want to delete all of the records of the merge-
from party.

8. Enter a Batch Name. Batch Name must be unique and should relate to the parties that are being merged.

9. Enter a Merge Reason from the drop down list. Note: Status is Pending

10. Optionally, select the Delete Merged Records box if you want to delete the merge-from party records after
the batch merge process completes

11. Under Party Details, select Party Type and enter the pairs of parties that you want to merge

12. If user wants to merge Organization Contacts, click on the Org Contacts tab

13. Enter From Org Contact and To Org Contact information.

14. Enter either Merge or Transfer for the Operation. You can merge only if a similar organization contact
exists for the Merge-to party.

15. Click on Save

16. Click on Preview Batch.

17. Note concurrent program Request ID number

18. Once Request is completed, click on View Output to review the ‘Party Merge Preview Report’
19. Click on Run Batch.
20. Note the concurrent program Request ID number

Page 13 of 14
21. Once Request is completed, click on View Output to review the ‘Party Merge Execution Report’
22. Merge Batch status should be Complete.

Page 14 of 14