Merging Entities in QuickBooks Online
QuickBooks Online allows you to merge two different entities of the same type together (i.e. 2 vendors, or 2 customers). These entities cannot be directly deleted, but merging is one of the few ways to permanently eliminate an entity. Merging these entities can have disruptive effects on the integration if a linked entity is merged away.
Names vs IDs
Entities like Vendors, Customers, and Accounts have both IDs and Names. It is important to understand the distinction when merging these entities.
RedTeam Flex is connected to a QuickBooks Online entity via the ID number. These are assigned when the entity is created in QuickBooks Online and can be found in the address bar. The ID isn’t otherwise interacted with.
Names in QuickBooks Online can be edited, but no two entries of the same type can have the same name. If a linked entity’s name is changed in QuickBooks Online (without merging it together with another entity), it will not disrupt the RedTeam Flex integration.
Duplicate names
If a vendor exists in both RedTeam Flex and QuickBooks Online, but is not linked, when the RedTeam Flex vendor is used for an invoice transaction a copy of that vendor will be sent to QuickBooks Online with the title “VENDORNAME (Linked To RedTeam)”
Merging Entities
Merging Entities within QuickBooks Online is simple, but it cannot be undone. When working with an entity that is linked to RedTeam Flex, you want that entity to be kept.
Example:
Unlinked vendor “A”
RT-linked vendor “A1”
1) Copy the name of the entity you want to keep, “A1”.
2) Go to the entity “A” you want to merge away and click edit.
3) Paste in the linked entity name “A1” into the Display Name field to replace the unlinked name “A” and click save.
Vendors/Customers
To merge company entries, the Display Name is what needs to be changed.
Chart of Accounts
When merging entities, be sure to keep the entity that is linked to RedTeam Flex. This is the only way to ensure the integration will remain intact.