Removing duplicate accounts

Close

Click this to exit.

Reset

Click this to clear the defined criteria.

Process

Click this to remove and merge similar data according to the defined criteria.

Upon clicking this, the deduplication process will be queued for execution. This will be managed by a scheduled background job. After the job is executed, whether actual or simulated, a report will be created as a Microsoft Excel file. This will be attached to a task and sent to the creator of the deduplication job. The report will provide information on the success of merging the accounts. If the process was run as a simulation, this report can be used to confirm whether the results of the merged accounts are as expected. Once this is confirmed, you can run the actual process. It is advised that a confirmation is done before running the actual process because the process cannot be undone if there is an error.

Note: This is available only if Advanced >> is clicked.

Customise

Click Customise at the title bar to customize the fields, or sections. You can add or remove existing criteria based on your preferences by selecting or clearing the relevant check boxes. Click Save to save the settings, Default to set back to default settings, or Close to exit.

Master settings section

Merge

Select the method for the deduplication process:

• Actual — Select this option to indicate that the deduplication process is ready to begin. This will perform the actual merging of accounts. A report will be created to show the actual results after the process is completed.
• Preview — Select this option run the deduplication process in preview mode. This will not perform the actual merging. However, it will simulate the deduplication process and will create a report to display the expected results.

Contacts

Select the method to merge the contacts of the accounts. Selecting Merge will show additional options in the Contact merge conditions section while selecting Add will show fewer options.

Batch size

Type the maximum number of accounts to be merged within the search criteria. The maximum number of accounts is 999,999,999. Should there be any other accounts that can be merged after the limit specified here, the system will not merge these accounts. For example, if you specify 1,500 here and the search criteria lists 2,000 accounts that can be merged, the remaining accounts after 1,500 will not be merged. The generated report will also list these accounts as not merged. One of the reasons to control this is to limit the amount of time the system will be involved in performing the deduplication process.

Comparison

Select the comparison method in merging the accounts. Select Entire database to compare the listed accounts with other accounts from the entire database and merge all duplicated accounts found. Select Within selected criteria to compare within the listed accounts and to merge any duplicated accounts found.

Merge selection criteria section

Type

Select the required check box to list the account types for deduplication purposes. You may select more than one.

Status

Select the required check box to list the accounts with the selected status for deduplication purposes. You may select more than one.

Division group

Select the division group to list accounts linked to that division group.

Sector

Type or select a sector to list accounts from that sector.

Continent

Select the continent to list accounts from that continent.

Division

Type or select the division ID to list accounts that are linked to that division.

Subsector

Type or select a subsector to list accounts from that subsector.

Country

Type or select a country to list accounts from that country.

Cost centre

Type or select the cost center to list accounts that are linked to that cost center.

Classification

Type or select a classification to list accounts with that classification.

Postcode (Stripped)

Type or select the post code to list accounts with that post code. This will look for post codes after all spaces and other characters, except a-z and 0-9, have been removed.

Project

Type or select a project code to list accounts linked to that project.

Account manager

Type or select the account manager to list accounts that are linked to that account manager.

City

Type the city to list accounts with that city.

Account merge conditions section

Type: Address

Select Delivery, Invoice, Postal, or Visit to define the type of address to be used for comparison.

Country

Select this check box to use the country of the accounts for comparison.

Name (Stripped)

Select this check box to remove all spaces and other characters, except a-z and 0-9, before comparing account names when merging accounts.

Chamber of commerce number

Select this check box to use the chamber of commerce number of the accounts for comparison.

City

Select this check box to use the city of the accounts for comparison.

Phone (Stripped)

Select this check box to remove all spaces and other characters, except a-z and 0-9, before comparing phone numbers when merging accounts.

D&B number

Select this check box to use the Dun & Bradstreet (D&B) number of the accounts for comparison.

Postal code

Select this check box to use the post code of the accounts for comparison.

Fax (Stripped)

Select this check box to remove all spaces and other characters, except a-z and 0-9, before comparing fax numbers when merging accounts.

Address

Select this check box to use the first line of the address of the accounts for comparison.

E-mail

Select this check box to use the e-mail of the accounts for comparison.

VAT number

Select this check box to use the value-added tax number of the accounts for comparison.

Contact merge conditions section

Note: This section is displayed only if Add is not selected at the Contacts field.

First - Middle - Last, Fisrt - Last, Last

Select the option to compare the name of the contact before merging accounts. Select First - Middle - Last to compare the first, middle and last name of the contact. Select First - Last to compare the first and last name of the contact. Select Last to compare the last name of the contact.

Country

Select this check box to use the country of the accounts’ contacts for comparison.

Initials (Stripped)

Select this check box to remove all spaces and other characters, except a-z and 0-9, before comparing the initials of the contact when merging accounts.

Job title

Select this check box to use the job title of the accounts’ contacts for comparison.

City

Select this check box to use the city of the accounts’ contacts for comparison.

Gender

Select this check box to use the gender of the accounts’ contacts for comparison.

Job description

Select this check box to use the job description of the accounts’ contacts for comparison.

Postal code

Select this check box to use the post code of the accounts’ contacts for comparison.

Phone (Stripped)

Select this check box to remove all spaces and other characters, except a-z and 0-9, before comparing the contact’s phone numbers when merging accounts.

Language

Select this check box to use the language of the accounts’ contacts for comparison.

Address

Select this check box to use the first line of the address of the accounts’ contacts for comparison.

E-mail

Select this check box to use the e-mail of the accounts’ contacts for comparison.