Merging or Deleting Duplicate Records in NetSuite

 

The integrity of your data is fundamental to users having the most current and correct information with which to work. Data can sometimes be entered that results in potential duplicate records in NetSuite. NetSuite provides the ability to detect and manage duplicate records.

Searches for duplicates of customers, contacts, partners or vendors offer an opportunity to merge duplicates into one record

Users can specify criteria for:

Users can choose how to handle duplicate search results:

Addressing False Duplicates:

False duplicates occur when multiple Contact records from one company use the same domain name in their email addresses. Duplicate detection matching excludes certain word or phrase instances in fields to help avoid false duplications:

For email records, potential duplicate results are handled differently for Customer and Contact records.

To find possible duplicate records, you can search your customer, contact, vendor and partner records for matching information. You can then merge the duplicate records according to the terms you set, resulting in one complete record for each person or business

To set preferences for which types of records you want to search and how they are classified as duplicates, go to Setup > Company > Duplicate Detection. After a duplicate search has occurred, on the Manage Duplicates page, you can specify:

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You can then choose to delete all duplicates for a record, or merge information from the duplicate records into the master record. If the master record and duplicate record have different information for the same field, the information from the master record is saved
To search for possible duplicates:

  1. Either click the notice in the duplicate record, or go to Lists > Mass Update > Mass Duplicate Record Merge
    Note: Your role must have full access to the Duplicate Record Management permission to merge duplicatesTip Image 2
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  2. In the Entities filter in the footer of the list, select a type of record to view suspected duplicates for that type. For example, select Contacts to view all contacts that have some of the same information as other contact records
  3. On the Manage Duplicates page, check the box in the Master column next to the record you want to designate as the main record. Information from duplicate records is merged into empty fields on the master record
  4. Check the box in the Duplicate column next to any record that is for the same person as the master record. Information from these records is merged into the master record
  5. Check the box in the Not A Duplicate column next to any record that is not for the same person as the master record. These records remain unchanged
  6. In the Merge Type field, select how you want to merge the selected records. Options include:
    Option Description
    Mark all selected as not duplicates This leaves all records without any changes.
    Merge duplicates into master record This merges all information from the duplicate records into empty fields in the master record. If information is entered in this field on both the master and the duplicate, the information on the master record remains the same.
    Merge duplicates into record created the earliest This saves the record with the earliest date in the Created column and places information from selected duplicated records into any empty fields on the saved record.
    Merge duplicates into record with most populated fields This saves the record with the highest number in the Fields column and places information from selected duplicate records into any empty fields on the saved record.
    Merge duplicates into record with most recent activity This saves the record with the most recent date in the Last Activity column and places information from selected duplicate records into empty fields on the saved record.
    Delete duplicates, keep master record This saves only the record you selected as the master and deletes all records you selected as duplicates.
    Delete duplicates, keep record created the earliest This saves the record with the earliest date in the Created column and deletes all other selected records in this group.
    Delete duplicates, keep record with most populated fields This saves the records with the highest number in the Fields column and deletes all other selected records in that group.
    Delete duplicates, keep record with most recent activity This saves the record with the most recent date in the Last Activity column and deletes all other selected records in the group.
    Make duplicates sub records of master This saves the record you designate as the original, master record and converts those you marked as duplicates into its sub-records.
  7. Click Submit Selected to complete the action you selected in the Merge Type field

In the merge type field, on the Merge Record Duplicates page:

Important:
Merging records also merges the records’ transaction histories. The original data, for example entity name, is retained to preserve a transaction’s history. You may want to restrict the capability to perform merges by permission levels to specific roles.  This may be particularly important in environments where audit requirements discourage merging transaction records

To limit a role’s ability to perform merges:

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