Manage Record Duplicates Page

The Manage Duplicates page presents lists of records that NetSuite has identified as possible duplicates.

Four types of records support duplicate matching:

• Customer

• Vendor

• Partner

• Contact

You must have full access to the entity types you are merging. For example:

• You must have Full access to Vendors to merge two vendors.

• You must have Full access to both Contacts and Customers to merge Individual Customers, which are composed of both.

• You must have Full access to both Customers and Vendors to merge into a Customer/Vendor polymorphic entity.

You can access this page in two ways:

• The Manage Duplicates page opens when you click the link on a duplicate warning message. These warning messages appear when you open a record that has been identified as having potential duplicates or when you attempt to save a new record with information that matches an existing record.

• If you use the administrator role or have a role with the Mass Updates permission, you can access this page at Lists > Mass Update > Entity Duplicate Resolution. From here, you can search matching records and resolve many duplicates in a single operation. 

On the Manage Duplicates page, you may specify which records are duplicates and which are not. You can also specify a master record for each set of possible duplicates. If the master record and duplicate record have different information for the same field, the information from the master record takes precedence and is preserved. The information in the duplicate records for these fields is lost.

In the Merge Type field at the top of the page, you select how to process the records in the list. 

For duplicate searches of customer and contact records, some common words are excluded to prevent false matches. Also note that in OneWorld accounts, records associated with different subsidiaries are never considered duplicates even if the information in those records matches.

All potential duplicate records are grouped together on this page. These groups are assigned a number in the Group # column. For example, if you are searching for duplicates by phone number and have three records with the same phone number, all of these records have the same group number.

The Fields column shows how many fields on each record contain data. Often duplicate records have less information entered than master records do.

You can customize the columns displayed on the Manage Customer Duplicates page by clicking Customize View.

Creating a customized view can be helpful when the default view does not display columns for the fields you are most interested in. For example, if you are searching for duplicates based on the Email and Phone field, you may want to create a view called My Duplicates where the Email and Phone fields are displayed as a column.

Click Remove all button then add Email, Phone and Name fields. Add a Search Title before clicking Save button.

Sample Customized View:

You can use the following buttons to quickly select and resolve duplicate records:

• Click Mark All As Dup. to check all the boxes in the Duplicate column. When you click Submit Selected, these records are processed according to the option you select in the Merge Type filter. 

  • For example, I choose to Delete Duplicates, then Keep Master Record. I then marked all the Duplicate and marked the Master record. Once finalized, click Submit Selected button to begin the process.
  • Important: Please take note to review all the duplicate and master records with your team first before clicking Submit Selected to avoid unwanted deletion or incorrect merging of duplicates.
  • 

• Click Mark All As Not Dup. to check all the boxes in the Not A Dup. column. These records are not merged.

• Click Unmark All to clear all the boxes.