How to merge suppliers

Merging duplicate suppliers in HirePOS allows you to consolidate supplier records and avoid having multiple records for the same supplier. During the merge, one supplier is made inactive, while its associated records are transferred to the active supplier you choose.

Important: Merging suppliers cannot be reversed. Check that you have selected the correct suppliers before confirming the merge.

Navigate to Setup > Suppliers and locate the supplier that you want to merge.

Click the corresponding supplier to open its details. This is the supplier that will be made inactive as part of the merge.

From the Supplier details screen, click the Options button at the top-right of the screen and select Merge Supplier.

The Merge Supplier screen displays the details of the supplier that will be made inactive, including address and contact info.

Use the Merge With Supplier field to search for and select the correct active supplier that you want to retain.

After selecting a supplier, their details are displayed below the field so you can confirm that you have selected the correct record. The Merge Suppliers button will also become available.

Check the details of both suppliers carefully, then click Merge Suppliers.

A confirmation window will appear asking you to confirm the merge and warning that the action cannot be reversed. Click Yes to proceed, or No to return without merging the suppliers.

Once confirmed, the original supplier is marked as inactive and applicable records associated with that supplier are reassigned to the active supplier.

After the merge is completed, you will be returned to the Suppliers area with a Supplier Merged confirmation. The original supplier itself is then marked as inactive.

When suppliers are merged, HirePOS updates references from the inactive supplier to the selected active supplier for the following records:

• Accounts

• Items where the supplier is set as the Preferred Supplier

• Expenses

• Purchase Orders / Orders

• Cross Hires where the supplier is the Cross Hire Owner

• Maintenance Records

This allows you to consolidate duplicate supplier records while retaining the relevant records associated with the supplier you no longer wish to use.