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Vendor name was changed from xxx xxx to xxx xxx1 in order to avoid duplicates in QuickBooks

When completing the data exchange with QuickBooks a caution sign is next to vendor export: "Errors encountered: view activity log for details." The activity log contains: Vendor name was changed from "xxx xxx" to "xxx xxx1" in order to avoid duplicates in QuickBooks." xxx xxx represents the vendor name.

Why this is happening

Point of Sale is attempting to create a vendor name in QuickBooks which already exists there. Point of Sale is appending the number 1 to the name to enable its creation.

How to fix it

To resolve this issue, edit the names in QuickBooks so that only one name remains, or so that the names are different if they must remain on separate lists. To determine which list contains the existing name:

  1. Backup your QuickBooks data as some of the procedures to be followed here are irreversible. For information on backing up the data file, please see the in-product help.
  2. In QuickBooks, choose Banking > Write Checks.
  3. Click into the Pay to the Order of field. Press and hold the Ctrl key and, while doing so, tap the letter L. Release the Ctrl key. This will display a comprehensive name listing.
  4. Click on the first column header titled Name. This will sort the list alphabetically.
  5. Locate both the name to which Point of Sale added a 1 and the original name which caused Point of Sale to add the 1. Some names in this list may show with the last name first and some with the first name first. Note the Name Type for both names as they may differ.

Depending on the Name Type, follow the appropriate steps below:

If both names are in the Vendor List:

  1. In QuickBooks, choose Lists > Vendor List.
  2. Locate the existing name (without the "1") and double-click it to open the Edit Vendor window.
  3. In the Vendor Name field, enter the new name exactly as Point of Sale created it (this should only be the addition of a 1 at the end of the name).
  4. Click OK, and then, when prompted to merge the names, click Yes. They may merge quickly or it may take several moments to complete.
  5. Once the names have merged, double-click the remaining name to open an Edit Vendor window.
  6. Remove the 1 from the Vendor Name field and click OK.

If the names are in separate lists (not including the Other Names List):

  1. From the QuickBooks Lists menu, choose the list containing the existing name. This may be the Customer List or the Employee List.
  2. Locate the existing name (without the 1) and double-click it to open an Edit window.
  3. Modify the name by at least one character. For example: Add or remove punctuation or abbreviate part of the name.
  4. Click OK to save the change.
  5. Choose Lists > Vendor List.
  6. Double-click the name Point of Sale created to open an Edit Vendor window. This will be the name ending in a 1.
  7. Remove the 1 from the Vendor Name field and click OK.

If the existing name is in the Other Names List:

  1. In QuickBooks, choose Lists > Other Names List.
  2. Locate the existing name (without the 1) and double-click it to open an Edit Name window.
  3. Click the Change Type button in the right side of the window.
  4. Select Vendor, and then click OK. On the Change Type confirmation window, click OK.
  5. Close the Other Names List.
  6. Choose Lists > Vendor List.
  7. Locate the existing that was just converted from the Other Name type and double-click it to open an Edit Vendor window.
  8. In the Vendor Name field, enter the new name exactly as Point of Sale created it (this should only be the addition of a 1 at the end of the name).
  9. Click OK, and then, when prompted to merge the names, click Yes. They may merge quickly or it may take several moments to complete.
  10. Once the names have merged, double-click the remaining name to open an Edit Vendor window.
  11. Remove the 1 from the Vendor Name field and click OK.

 

KB ID# SLN41746
12/5/2016 10:42:34 AM
PPRDQSSWS403 9138 Pro 2017 281d0d