How To Merge Vendors In QuickBooks? [Step-By-Step Guide]

Combine Vendors in QuickBooks

All these years, QuickBooks has come up with new and advanced tools to ease your regular accounting work. Merge vendors in QuickBooks is one such feature. If you’re somebody who manages online banking from within the QuickBooks Desktop application, then you have to merge vendors in QB to avoid duplicate transactions. Why so? Well, duplicate entries in the vendors or customers list make it a bit difficult to search for a specific transaction for a customer or a vendor. When you merge vendors, transactions in both the accounts come together, eliminating duplicate transactions. You can easily merge up to four vendors at a time with the latest feature of QuickBooks for accountant 2019 that makes the merging process effortless for the users. Before you proceed to merge vendors, there are certain factors that you must be aware of to avoid any hindrance. 

Stuck while merging vendors in the QuickBooks application? Don’t worry! We’re here to help you out. Feel free to reach our experts by giving us a call on our Toll-Free Number +1(855)-955-1942.

Important Factors Before You Merge Multiple Vendors In QuickBooks

Before you begin to combine vendors in QuickBooks, please know that once you’ve merged your vendor profiles, this will be permanent and thus, you won’t be able to undo it later on. There are certainly other considerations as well that you must follow before you go on to merge multiple vendors in QuickBooks. Below we have mentioned all the following key points:

  • Make sure to create a backup of your company file before you merge vendors in QuickBooks.
  • To avoid any hindrance, enable single User Mode when you start the process. If another user adds an entry to one of the accounts while merging, it can mess up the whole process. Thus, single-user mode eliminates this possibility.

    Switch QB to Single user mode before Merging Vendors
  • Before you proceed further, make all the necessary accountant changes.
  • You shouldn’t use the Accountant’s Copy File to merge vendors.
  • Make sure to turn off the Multi-Currency feature to ensure consistency.
  • Never merge tax exempted vendors or authorities, direct deposit vendors, or those paid through online banking.

After getting aware of all the important aspects related to the merge vendor feature of QuickBooks, let’s proceed to the detailed steps by following which you will be able to merge vendors in QuickBooks.

The process of merging vendors in QuickBooks varies from version to version of QuickBooks. Here, we have enumerated the steps for merging vendors in two parts:

  1. QuickBooks Desktop 2018 & earlier versions
  2. QuickBooks Desktop 2019 & later versions

A: Merge Vendors In QuickBooks 2018 & Earlier Versions

The below-given steps will help you merge vendors in QuickBooks 2018 and the earlier version as it has a separate Vendors menu:

  • Go to the Vendors menu and from there, choose Vendor Center.
  • Right-click on the vendor that you want to keep and select the Edit Vendor option.
  • Then, copy your vendor’s name and click on Cancel.
  • Select the vendor that you want to merge and right-click on it. Then, choose the Edit Vendor option.

    Select the vendors to merge
  • After that, you need to change the name of the new vendor by pasting the name you copied earlier.
  • Click on Yes when the confirmation prompt appears on your screen.

Whenever you name two vendors with the same name, they will merge together. The same transactions will appear once in both the vendors while the unique transactions remain unaltered. This method worked well in the previous versions of the QuickBooks application. However, the 2019 and later versions provide users with a specific merge option. The next section entails the steps for the same.

B: Combine Vendors In QuickBooks 2019 & Later Editions

If you are using QuickBooks 2019 or later, then you must follow the below-mentioned steps to merge vendors in QuickBooks:

  • To begin with, the user must access the merge vendor window.
  • There can be two alternatives:
    1. QuickBooks Desktop Accountant Edition: In this, go to the Accountant menu. There, select the Client Data Review followed by visiting the Merge Vendors option.
    2. QuickBooks Desktop Enterprise: Go to the company menu and then select the Accounting tools followed by the merge vendor option.
Choose Merge Vendor under Accounting Tools Option
Choose Merge Vendor under Accounting Tools Option
  • Further, in the merge vendor window, select the vendors that you want to merge, and then click on Next.
  • Now, select the Master Vendor option and then click on Merge.
  • Click on Yes when the confirmation prompt appears on the screen.
  • Lastly, click OK on the Merge Complete Window.

The steps to merge vendors in QuickBooks Online are a little different than the Desktop. But, don’t panic about it, we’ve covered each step to do this below. 

  • Firstly, go to the Expenses menu and click on the Vendors tab.
  • Find and open the vendor profile that you want to keep. Then, click on Edit.
  • Make sure to note down the Company and Display name.
  • Now, go back to the Vendors tab.
  • There, find and open the vendor that you don’t want to keep. And, then select Edit.
  • Further, you need to change the Company and Display name so they match the vendor profile you’re keeping exactly. 
  • Click on Save then Yes to confirm.

Once the merge is completed, QuickBooks will automatically move past transactions from the duplicate to the vendor you want to keep.

By following the above-mentioned steps, you would surely be able to merge vendors in QuickBooks, If you come across any issue while performing the above steps or need professional assistance, then, we would suggest you to get in touch with our experts by dialling QuickBooks Data Service Solutions Helpline Number +1(855)-955-1942.

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