How to Merge Vendors in QuickBooks?

Merging vendors in QuickBooks helps you clean up your vendor list by combining duplicate or similar vendor records into one. This keeps your accounting organized, reduces errors, and makes reports clearer. Whether you use QuickBooks Desktop or QuickBooks Online, merging vendors is a simple process, but it needs careful steps to avoid mistakes. No need to worry! This guide explains how to merge vendors in QuickBooks with easy instructions. We use simple words to help you do it fast.

Why Merge Vendors in QuickBooks?

Merging vendors is useful when:

• You have duplicate vendor names due to data entry errors.
• Multiple vendors have similar details, like same address or contact.
• You want to simplify your vendor list for better tracking.
• You need accurate financial reports without repeated entries.

Before merging, note that this action cannot be undone, and transactions from the merged vendors will move to the kept vendor. Follow the steps below for QuickBooks Desktop or QuickBooks Online to merge vendors correctly.

Solution 1: Merge Vendors in QuickBooks Desktop

QuickBooks Desktop allows you to merge vendors by editing their profiles.

1. Open QuickBooks Desktop and go to Vendors > Vendor Center.
2. Find the two vendors you want to merge. Decide which vendor to keep and which to merge (delete).
3. Right-click the vendor you want to merge (not keep) and select Edit Vendor.
4. Change the vendor’s name to exactly match the name of the vendor you want to keep.
5. Click OK. QuickBooks will ask if you want to merge the vendors.
6. Click Yes to confirm. All transactions from the merged vendor will move to the kept vendor.
7. Check the vendor list to ensure the merge worked.

If you face issues, ensure both vendors have no sub-vendors. For help with vendor management, see our guide on Add a Customer, Employee, or Vendor in QuickBooks for Mac.

Solution 2: Merge Vendors in QuickBooks Online

QuickBooks Online has a merge feature in the vendor list.

1. Log in to QuickBooks Online and go to Expenses > Vendors.
2. Find the vendor you want to merge (not keep) and click their name.
3. Click Edit in the top-right corner.
4. Change the Display Name to exactly match the vendor you want to keep.
5. Click Save. QuickBooks will show a prompt asking if you want to merge.
6. Click Yes to confirm the merge.
7. Check the vendor list to see that the duplicate is gone.

If the merge fails, check for open transactions or sub-vendors. For more help, read our post on Import and Export QuickBooks Data with MS Excel Files to manage vendor data.

Solution 3: Prepare Vendors Before Merging

To avoid errors, prepare your vendor list before merging.

1. Back up your company file to protect your data. Learn how in Restore a Backup of Your QuickBooks Company File.
2. Review both vendors’ transactions in the Vendor Center (Desktop) or Vendors page (Online).
3. Ensure no open invoices or bills exist for the vendor you want to merge. Pay or delete them first.
4. Check that both vendors have similar details, like tax ID or contact info, to avoid confusion.
5. Write down the kept vendor’s name exactly to match it during the merge.

For help with managing transactions, see our guide on Delete a Deposit in QuickBooks.

Solution 4: Fix Merge Issues

If you can’t merge vendors or see errors, try these steps.

1. Check for Sub-Vendors: In QuickBooks Desktop, ensure neither vendor is a sub-vendor. Move sub-vendors to the main level first.
2. Clear Open Transactions: Pay or void any open bills or invoices for the vendor to be merged.
3. Run QuickBooks Tool Hub: Download the QuickBooks Tool Hub and use Program Problems to fix data issues.
4. Update QuickBooks: Ensure you have the latest version. Go to Help > Update QuickBooks Desktop. See Update QuickBooks to Latest Release.
5. Check Permissions: Log in as an admin to merge vendors. For user issues, read QuickBooks Desktop Users and Restrictions.

If errors persist, check our post on Fix Common QuickBooks Enterprise Errors for more solutions.

Solution 5: Verify Merged Vendor Transactions

After merging, confirm that all transactions moved correctly.

1. In QuickBooks Desktop, go to Vendors > Vendor Center and select the kept vendor.
2. In QuickBooks Online, go to Expenses > Vendors and click the kept vendor’s name.
3. Review the Transactions tab to see all bills, payments, and expenses from both vendors.
4. Run a Vendor Balance Detail report from Reports > Vendors & Payables (Desktop) or Reports > Standard (Online).
5. Compare the report with old records to ensure no data is missing.

For help with reports, see our guide on Export Reports as Excel Workbooks in QuickBooks.

Solution 6: Prevent Duplicate Vendors in the Future

To avoid needing to merge vendors again, follow these tips.

1. Use consistent naming rules, like “CompanyName” or “FirstName LastName,” when adding vendors.
2. Check for existing vendors before creating new ones in the Vendor Center or Vendors page.
3. Import vendor data carefully to avoid duplicates. Learn more in Import Invoices into QuickBooks Online Desktop.
4. Regularly review your vendor list to spot duplicates early.
5. Train your team to follow the same vendor entry process.

For more data management tips, check our post on Create and Manage Roles in QuickBooks Enterprise.

Additional Tips for Managing Vendors in QuickBooks

To keep your vendor list clean and efficient:

• Back up your data regularly to avoid losing vendor information. See QuickBooks Auto Data Recovery.
• Use QuickBooks reports to track vendor expenses and payments. Learn how in How to View Profit & Loss Report in QuickBooks.
• Update vendor contact details to ensure accuracy. For sync issues, read Sync Outlook Contacts with QuickBooks Desktop.
• If you use QuickBooks on multiple computers, sync data to avoid duplicates. See Sync QuickBooks Files Between Two Computers.

Conclusion

Merging vendors in QuickBooks helps you keep your vendor list organized and your accounting accurate. Whether using QuickBooks Desktop or Online, follow these steps to merge duplicates, verify transactions, and prevent future issues. If you face errors, use QuickBooks Tool Hub or check your permissions. Our guides at Transyncpro.com, like QuickBooks Tool Hub, Fix Common QuickBooks Enterprise Errors, and Restore a Backup of Your QuickBooks Company File, offer more help. If you need extra support, contact our team. Keep your QuickBooks vendor list clean with these simple steps!