The deduplicate function allows you to search for duplicate Accounts and then apply that to the Account list.
Select Menu, Tools > Deduplicate.
Ticking the Account Name will give you extra options to match just the Account Name on:
Fields
The system uses the four most reliable fields for determining duplicates:
Field | Description |
Account name | Exact match - matches must be exactly the same. First word - looks for records where the first word in the Account name is exactly the same. First x characters - where x is between 1 and 20. Looks for records where the first x characters are exactly the same. |
Address 1 | Looks for records where the first line of address is exactly the same. |
Postcode | Looks for records where the postcode/zipcode is exactly the same. |
Telephone | Looks for records where the main telephone is exactly the same. |
Search in
There are three areas in which you can search for duplicates, these are: Owner, Customer Status, Project.
By selecting an Owner and/or Customer Status and/or Project the system reads those records and looks to see if it can find duplicate records outside of that Owner/Status/Project combination. Leave the Owner/Status/Project blank to make the system check the whole data set regardless of what Owner/Status/Project the Accounts have. When importing data we recommend setting the new data to a specific Owner/Status/Project with no other data in it, then you can use the Deduplicate function to check just that imported data to see if it is already in the database.
Display
Option | Description |
Unique accounts | If an Account has two other duplicates this option will only show the first of the three duplicates. |
Duplicate accounts | If an Account has two other duplicates this option will show the two other duplicates enabling you to update the duplicates' owner/status/project. |
All | Show all records that are duplicates. |
Show accounts with
Select from the options Owner/Status/Project to control which Accounts will be shown in the resulting list.
Duplicate Accounts
Click on Continue to show the duplicate Accounts:
Click the required Account, select the Owner and/or Status then click the Update button to update only that Account:
You can also apply the duplicate list to the Account List if you want to make large changes.
Select
which will filter the Account List to the duplicate list.
You can then use the Assign function to re-allocate, delete or move the data.