Using the Vendor Merge Feature

Using the Vendor Merge Feature Version

This topic discusses:	Links to related topics:
Overview Merging vendors Steps in merging vendors Merging two vendors completely Moving an AP/buy-from location to another vendor Merging some AP/buy-from locations (but not all) The effects of vendor merges	Working with vendor information - basics Working with vendor information - advanced Deleting buy-from locations Deleting vendors Reinstating vendors Using internal departments as vendors Creating vendor groups Set up and maintain users
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Overview

Over time, hospitals can accumulate multiple entries for the same vendor in their vendor databases. For example, a hospital may have records for a vendor called "AllMed, Inc." and another set of records for the same vendor listed as "AllMed Supply Co." Each may have multiple buy-from locations and/or AP locations, but, in the final analysis, the two vendors are really the same. In such a case, the hospital may wish to merge the vendor records and the associated AP and buy-from locations' records.

This topic describes the vendor merge feature.

To merge vendors, you must have the appropriate authorization. Your system administrator should set the Allow Vendor Merge field on the user profile Authorities panel (Figure 1).

Figure 1 - Setting Permission for Vendor Merge on a User Profile

Merging Vendors

Returning to the example in the Overview, suppose a vendor database has one set of records for the vendor AllMed, Inc. and another set for AllMed Supply Co. Each has buy-from locations and AP locations. As it happens, the two vendor names AllMed, Inc and AllMed Supply Co. refer to the exact same vendor.

Figure 2 is the list of buy-from locations and AP locations that belong to AllMed, Inc. Figure 3 is the list of buy-from locations and AP locations that belong to AllMed Supply Co.

Figure 2 - AllMed Inc. Buy-From and AP Locations

Figure 3 - AllMed Supply Co. Buy-From and AP Locations

To reduce confusion for hospital staff ordering supplies, the two vendors can be merged -- along with their buy-from and AP locations -- into a single vendor.

If you prefer not to merge vendors completely, you can move or merge some (but not all) of one vendor's AP and buy-from locations into another vendor's AP and buy-from locations. Moving or merging all buy-from and AP locations does merge the vendors completely.

Also, you cannot merge only default AP or buy-from locations. You must merge either all AP/buy-from locations or only the non-default ones.

Steps in Merging Vendors

Merging vendors has several steps.

Create a merge job.
Specify the vendors being merged.
The system gives the merge job an ID and tracks its status.
Set up the merge.
In this step, specify the AP and buy-from locations being merged.
Review the merge
Double check that the merge is set up correctly.
Execute the merge.
This step performs the merge. The system requires you to verify that you want to merge vendors before it executes the merge.

Important: The vendor merge process makes significant changes in your site's tables. Contact Customer Support before you undertake a vendor merge. Customer Support can make a backup of your databases.

It is recommended that you perform vendor merges during non-working hours for your site's Materials and AP staff.

To merge two vendors completely:

Create the Merge Job

From the Materials Management or Accounts Payable main Contents, select Vendors > Vendor Merge.
A list of previous vendor merge jobs appears, or No Data, if no vendor merges have been performed.

The Vendor Merge list contains information, including history, for each merge.

Click New.
The Vendor Merge General panel appears (Figure 4)

Figure 4 - Vendor Merge General Panel

Use the General panel to create the merge job and identify the vendors being merged.
Enter information in required fields on the General tab.

Table 1 - Fields for Vendor Merge General Tab

Merge From Vendor No.	The vendor whose records will be merged into another vendor's records. When you merge vendors completely, the Merge From vendor disappears from the vendor list, and is no longer available.
Merge To Vendor No	The vendor receiving the records that are being merged. When vendors are merged completely, the Merge To vendor remains available in the vendor list.
Description	A description of the merge job.

Click Save.
Figure 5 is an example of how the panel might look for a typical vendor merge.

Figure 5 - Vendor Merge General Panel Set Up for Vendor AllMed

Click Submit.
The Vendor Merge Selection panel appears (Figure 6).
The panel contains the buy-from locations and AP locations for the vendors being merged. Use this panel in the Set Up steps to specify which AP and buy-from locations should be merged (or moved).

Set Up the Merge

On the Vendor Merge Selection panel (Figure 6)...

Under From Location, find each buy-from or AP location that you wish to merge (or move).
Select the Merge Type and the To Location. The options are:

Merge Type	What the Option Does	To Location Needed?	Notes
Do Nothing	Specifies that no merge action should be performed on the AP or buy-from location in the From Location column.	No.	Select this option for any Move From vendor's AP or buy-from location that you do not want to include in the merge.
Merge	Merges an AP or buy-from location with the location specified in To Location.	Yes. Select the AP or buy-from location that the From Location is being merged with.	If you select Merge for all the Move From locations, the vendors are merged completely. The Move From vendor will no longer be available. You cannot select a Move From vendor's default AP/buy from location without merging the vendor completely. The following error message occurs: "Cannot merge SPECIFIED location because it is assigned as vendor VENDOR NO's default location. Merge all locations or reassign vendor's default."
Move	Move an AP or buy-from location to the Move To vendor.	No.	You may wish, in some situations, to only move one vendor's AP/buy-from locations to another vendor.

Figure 6 shows the Vendor Merge Selection panel filled in for a complete merge between vendors AllMed, Inc (569) and AllMed Supply Co. (570).
In the figure, the buy-from locations "Boulder" and "Fremont" for AllMed, Inc. will merge into the buy-from locations "Phoenix" and "Tucson," respectively, for AllMed Supply Co.
Similarly, the "Colorado Springs" and "San Diego" AP locations for AllMed, Inc. will merge into the AllMed Supply Co. "Tempe" and "Flagstaff" AP locations, respectively.

Figure 6 - Vendor Merge Selection Panel Set Up for a Merge

Click Save periodically as you are working.
If there are no errors, you can proceed.
Otherwise, resolve any problems, and Save again.

Click Finish Now when you are ready to proceed with the merge.
The list of vendor merge jobs appears.
Click Refresh to view your job.
The Status of the merge job is Pending Review.

Click Finish Later if you wish to complete the merge at a later time.

Review the Merge Selections

Select Vendors > Vendor Merge from the Materials Management or Accounts Payable main Contents.
The list of vendor merge jobs appears.
Locate your job on the list. You need to review the merge job before you can execute it.
Click Menu > Review Merge.
The Merge Review panel (Figure 7) is displayed.

Note that if you wish to edit the merge selections, instead of selecting Review Merge, click Edit Merge. (In this case, the Vendor Merge Selection panel is displayed for editing.)

Figure 7 - Review Vendor Merge Panel

- The merge identifier and the Vendor Numbers of the vendors being merged appear at the top of the panel.
- At the bottom of the panel, the Merge Activity tab shows the tables affected by the merge, the columns on the tables, and other information.

The first column, Sequence No, is the order in which the system changed table information. Normally, changes begin at the Vendor ID level, then continue to the buy-from locations, then AP locations, looping until all relevant tables are changed.

The Record Count column shows the number of records in each table potentially affected by the merge. This column, in particular, is worth some attention.
If you note that a very large number of records are subject to change, you may wish to reevaluate whether merging the vendors is a good idea.

- The Vendor Merge Selection tab contains the specified buy-from and AP location(s). The information on the Vendor Merge Selection tab can be edited.

Click Finish Now if you are satisfied with the merge setup.
(Finish Later holds the merge process at the review point. You can come back later to edit or review the merge.)
The list of vendor merge jobs is displayed.
Click Refresh.
Your merge job's Merge Status is Ready. You can execute the merge.

Execute the Merge Job

Select Vendors > Vendor Merge from the Materials Management or Accounts Payable main Contents.
The list of vendor merge jobs appears.

Locate the merge job that you wish to execute on the list.

Next to the merge job, click Menu > Execute Merge.
The Review Vendor Merge Panel appears so that you can recheck your selections, if you wish.
Click Submit.
The following warning panel appears (Figure 8):

Figure 8 - Vendor Merge Warning Panel

If you wish to proceed, click OK.
The system executes the merge and displays the list of vendor merge jobs.
Click Refresh.
The Merge Status of your job changes to Complete.
The vendors have been merged according to the selections you specified.

To move a buy-from or AP location to another vendor:

To move AP locations or buy-from locations, follow the same steps as Merging Vendors Completely, with the following differences:

For buy-from/AP locations that you wish to move, select a Merge Type of Move. (See Figure 9).
The To Location field stays blank.
For buy-from/AP locations that are not being moved, select the Merge Type: Do Nothing.

Figure 9 - Moving a Buy-From Location and an AP Location

Complete the Review and Execute steps as described in To merge two vendors completely.

To merge some of a vendor's AP/buy-from locations

As long as an AP or buy-from location is not the "From" vendor's default, it can be merged with an AP or buy-from location for the "To" vendor. Follow the steps for Merging Two Vendors Completely, with this exception:

At the Setup Step, when you reach the Vendor Merge Selection panel...

Select a Merge Type of Merge for the "From" vendor's AP/buy-from locations.
Select the To Location for the "To" vendor for each AP/buy-from location.

Follow the rest of the instructions for reviewing and executing the merge.

Effects of Merging Vendors

When you merge vendor AP locations and / or buy-from locations, you will see the change on requisitions. purchase orders, and invoices for the vendor. History and statistics for the vendor also reflect the change.

If you are merging buy-from locations, items in the "From" vendor's buy-from location(s) are merged with items in the "To" vendor's buy-from location(s).

For the merge example with AllMed, Inc. and AllMed Supply Co.,

Figure 10 contains items from Vendor 569's "Boulder" buy-from location before the merge.
Figure 11 has items from Vendor 570's "Tucson" buy-from location before the merge.
Figure 12 shows items at Vendor 570's "Tucson" buy-from location after the merge.

Figure 10 - Items Available from AllMed, Inc. (Vendor No. 569) "Boulder" Location Before Merge

Figure 11 - Items Available from AllMed Supply Co. (Vendor No. 570) "Tucson" Location Before Merge

Figure 12 - Items Available from AllMed Supply Co. (Vendor 570) "Tucson" Location After Merge

Viewing Vendor Merge Data

The system keeps a record of vendor merge data that you can view at any time.

A menu option on the Vendors list that displays vendor merge activity for a specific vendor. Merge information is available for both "from" and "to" vendors on a merge.

A tab on the Vendor Inquiry panel that also displays vendor merge activity for the vendor.

To view vendor merge activity from the Vendors list,

From the Materials Management or Accounts Payable main Contents, select Vendors > Vendors.
Use the Quick Click panel fields to locate the vendor of interest on the list, or click Show All to view the entire list.
Next to the vendor of interest, click Menu > Vendor Merge History (Figure 13).

Figure 13 - Accessing Vendor Merge History

The Vendor Merge list panel appears (Figure 14 ). The Vendor No and Vendor Name are in bold for each merge on the list.

Figure 14 - Vendor Merge List

Click Menu > View Merge History to view details about any merge (Figure 15 ).

Figure 15- Vendor Merge Information Panel

For details on data elements that were changed as a result of the merge, click the Merge Activity tab. The Merge Activity Details panel appears (Figure 16).

Figure 16 - Data Elements Changed in a Vendor Merge

The panel containing data elements changed in a vendor merge is also available from the Vendor Inquiry.

On the Vendor Inquiry panel, click the Merge History tab.