Merge Vendors in Docyt

Step-by-Step Process

Step 1: Merge Vendors in Docyt

1. Navigate to the Vendor list in Docyt.

2. Select the duplicate vendor (Vendor A).

3. Choose Merge Vendor.

4. Select the primary vendor (Vendor B).

5. Confirm the merge.

System Action

• Docyt maps Vendor A → Vendor B internally.

• The merge action is recorded for audit purposes.

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Step 2: Automatic Update in QuickBooks Online

After the merge:

• Docyt sends an API request to QuickBooks Online.

• Vendor A is updated to: Active = False

• Vendor B remains active.

This prevents future postings to the duplicate vendor.

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Step 3: Transaction Re-Mapping in Docyt

Within Docyt:

• All bills, payments, checks, and expenses previously linked to Vendor A are re-linked to Vendor B.

• Any new sync or posting to QuickBooks uses Vendor B’s QBO ID automatically.

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Step 4: User Interface Behavior

After the merge:

• Vendor A no longer appears in active vendor lists.

• Vendor B remains visible.

• Vendor B’s profile displays a note such as:

“Merged with Vendor A on [Date] by [User Name].”

This maintains transparency and audit traceability.

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Example Scenario

Step	Action	Docyt Behavior	QuickBooks Behavior
1	Merge ABC Supplies → ABC Supplies LLC	Marks ABC Supplies as merged	Marks ABC Supplies as inactive
2	Update transactions	All transactions point to ABC Supplies LLC	No new transactions post to inactive vendor
3	Display to users	ABC Supplies LLC visible, ABC Supplies hidden	ABC Supplies remains but inactive

When vendors are merged in Docyt:

• The duplicate vendor is automatically set to inactive in QuickBooks.

• The primary vendor remains active.

• All future activity flows through the primary vendor.