Customer and Vendor Consolidation
Customer Consolidation and Vendor Consolidation are two twin tools that move all the history of a customer or vendor (invoices, payments, activities, any document or reference pointing to it) to another customer or vendor, and then permanently delete the original record. They're used to merge duplicate records without losing history — for example, when the same customer or vendor ended up registered twice by mistake.
What is it and what is it for?
When a customer or a vendor ends up registered twice (for example, captured twice with a slightly different spelling of its name), you can't simply delete one of them — as long as it has invoices, payments or other associated documents, the system won't let you. This tool solves that: it reassigns every document and reference pointing to the Origin record so that, from then on, it points to the Destination record instead, and once it's done it deletes the Origin record, which is left empty and disappears from your Customers or Vendors catalog.
Typical use cases:
- Duplicate customer or vendor: the same record was accidentally created twice and you want to keep only one, preserving the full billing, collection or payment history.
- Merging related records: two customers or vendors actually represent the same entity (for example, after a company merger) and you want to consolidate their history into a single record.
- Catalog cleanup: you want to reduce the number of inactive customers or vendors by combining them with the record that's still in use.
How to use it
- Open the tool. Go to the Tools menu and select Customer Consolidation or Vendor Consolidation, as needed.
- Choose the Origin record (From Customer or From Vendor). This is the record you want to empty out and delete; all of its history will be moved to the destination record.
- Choose the Destination record (To Customer or To Vendor). This is the record that will "receive" and keep all the history from the origin record.
- Click the submit button. AdmCloud validates both records (see the validations section) and shows a confirmation message warning you that the origin record will be deleted. Only confirm if you're sure: this action cannot be undone.
- Wait for the process to finish. The transfer runs as a background process (it doesn't block your session); once you confirm, AdmCloud automatically takes you to the Processes screen, where you can watch its progress and confirm when it's done.
What gets transferred
The process reassigns every reference to the Origin record in any table in the system that points to a Customer or Vendor: invoices and their notes, receipts and payments, activities, addresses, contacts and any other linked document or transaction, regardless of which module it belongs to. No document or movement is lost — from then on, everything that used to show up under the Origin record simply shows up under the Destination record.
Validations and requirements
Both records must meet the following conditions for the transfer to run:
| Requirement | Reason |
|---|---|
| The Origin record and the Destination record must be different | Transferring a record into itself doesn't make sense. |
| Both records must exist and be of the correct type | In Customer Consolidation, both must be Customers; in Vendor Consolidation, both must be Vendors. |
| Both records must share the same Tax ID (Fiscal ID) | Prevents accidentally merging the history of two different legal entities; only records that already share a tax identity can be consolidated. |
If any of these conditions isn't met, AdmCloud rejects the operation before starting the process and tells you what the problem is (for example, that the Tax ID of both records doesn't match).
Availability and permissions
- This tool only appears in the menu if your company has the "Relationship Consolidation" feature turned on. If you don't see it, check Tools → Beta Feature Enablement or contact AdmCloud support to turn it on.
- Customer Consolidation only shows up if the Accounts Receivable module is active for your company; Vendor Consolidation only shows up if the Accounting module is active (on the Enterprise plan an administrator may have turned off either module).
- To use Customer Consolidation you need the "Customers" permission at Edit level. To use Vendor Consolidation you need the "Vendors" permission at Edit level.
Tips and common pitfalls
This action is irreversible. Once confirmed, the Origin record is permanently deleted and cannot be recovered. If you're unsure, first check what documents the customer or vendor has before transferring it.
You don't need to stay on the screen. The process runs in the background — you can keep working and check its progress later from the Processes screen.
"Tax ID must match" error. If the system rejects the transfer for this reason, check the Fiscal ID field on each Customer's or Vendor's record and fix it so both records share the same tax ID before trying to consolidate again.