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        <a class="WebWorks_Breadcrumb_Link" href="app_importexport.25.1.htm#4515017">Importing and exporting data </a> &gt; Managing import and export records</div>
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      <blockquote>
        <div class="ho_OverviewHeading"><a name="5077336">Dealing with duplicate records when importing</a></div>
        <div class="b_Body"><a name="1195045">Depending upon the type of record you want to import, you can reject duplicate records, add them </a>to your company file or update existing records. Use the <span style="font-weight: bold;">Duplicate Records</span> field to indicate your choice.</div>
        <div class="hp_ProcedureHeading" onclick="WebWorks_ToggleDIV(WebWorksRootPath, &quot;wwdd4499752&quot;);">
          <span class="N_007eProcBullet"></span><a name="4499752">Tax codes, a</a>ccounts, jobs, activities or item records<script type="text/javascript" language="JavaScript1.2">WebWorks_WriteArrow(WebWorksRootPath, "wwdd4499752", false);</script></div>
        <script type="text/javascript" language="JavaScript1.2">WebWorks_WriteDIVOpen("wwdd4499752", false);</script>
        <div class="b_Body"><a name="5090628">References to activities apply to you only if you are using Accounting Plus.</a></div>
        <div class="b_Body"><a name="5083465">When you import</a> tax codes, accounts, jobs, activities or item records, each of these records must have a unique number. If you attempt to import an account, tax code, activity or item with a duplicate number, the number will be either rejected or updated in your company file, depending upon your selection here.</div>
        <div class="b_Body"><a name="5083453">For example, if Item #100 already exists in your company file and you select Update Existing Record </a>here, the information about Item #100 in your company file will be changed to reflect the information that’s in the imported file if that file also contains an Item #100.</div>
        <div class="b_Body"><a name="4472311">If you choose to reject duplicate records, information about the duplicate record will be rejected and </a>placed in the Import Log report that is created at the time you import.</div>
        <script type="text/javascript" language="JavaScript1.2">WebWorks_WriteDIVClose();</script>
        <div class="hp_ProcedureHeading" onclick="WebWorks_ToggleDIV(WebWorksRootPath, &quot;wwdd5081171&quot;);">
          <span class="N_007eProcBullet"></span><a name="5081171">Contact</a> Logs<script type="text/javascript" language="JavaScript1.2">WebWorks_WriteArrow(WebWorksRootPath, "wwdd5081171", false);</script></div>
        <script type="text/javascript" language="JavaScript1.2">WebWorks_WriteDIVOpen("wwdd5081171", false);</script>
        <div class="b_Body"><a name="5081202">If you’re importing </a>contact logs, the choices you have for handling duplicate log records in the <span style="font-style: italic;">Duplicate </span><span style="font-style: italic;">Contact</span><span style="font-style: italic;"> Logs</span> field in the <span class="l_Link"><a href="940000c.htm#820703">Import File window</a></span> depend on the selection you make in the <span style="font-style: italic;">Identify </span><span style="font-style: italic;">Contact</span><span style="font-style: italic;"> Logs by</span> field:</div>
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                <div class="bb_Bulleted_inner"><a name="5081206">If you choose to identify Records by</a><span style="font-weight: bold;"> </span><span style="font-weight: bold;">Contact</span><span style="font-weight: bold;"> Logs Record ID</span>, you can reject the duplicate logs, add the duplicate logs to your company file, update existing logs with data from imported records that have the same record ID, or delete the duplicate logs from your company file.</div>
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                <div class="bb_Bulleted_inner"><a name="5059099">If you choose to identify Records by</a><span style="font-weight: bold;"> Card</span>, you have two choices -- you can either reject the duplicate logs or add the duplicate logs to your company file.</div>
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        <div class="b_Body"><a name="5059946">If you choose to reject duplicate records, the information that’s rejected will be placed in the Import </a>Log report, which is created at the time you import.</div>
        <script type="text/javascript" language="JavaScript1.2">WebWorks_WriteDIVClose();</script>
        <div class="hp_ProcedureHeading" onclick="WebWorks_ToggleDIV(WebWorksRootPath, &quot;wwdd4472357&quot;);">
          <span class="N_007eProcBullet"></span><a name="4472357">Spend Money or Receive Money transactions</a><script type="text/javascript" language="JavaScript1.2">WebWorks_WriteArrow(WebWorksRootPath, "wwdd4472357", false);</script></div>
        <script type="text/javascript" language="JavaScript1.2">WebWorks_WriteDIVOpen("wwdd4472357", false);</script>
        <div class="b_Body"><a name="4472668">If you’re importing Spend Money or Receive Money transactions, you have the choice to reject </a>duplicate transactions or add them to your company file.</div>
        <div class="b_Body"><a name="4472685">If you choose to reject duplicate records, the information that’s rejected will be placed in the Import </a>Log report, which is created at the time you import.</div>
        <script type="text/javascript" language="JavaScript1.2">WebWorks_WriteDIVClose();</script>
        <div class="hp_ProcedureHeading" onclick="WebWorks_ToggleDIV(WebWorksRootPath, &quot;wwdd4472401&quot;);">
          <span class="N_007eProcBullet"></span><a name="4472401">Customers, suppliers, employees or personal contacts</a><script type="text/javascript" language="JavaScript1.2">WebWorks_WriteArrow(WebWorksRootPath, "wwdd4472401", false);</script></div>
        <script type="text/javascript" language="JavaScript1.2">WebWorks_WriteDIVOpen("wwdd4472401", false);</script>
        <div class="b_Body"><a name="4472710">In your company file, you </a><span style="font-style: italic;">can</span> have customers, suppliers, employees or personal contacts with the same name. If you enter ID numbers for your contacts, though, each contact must have a unique ID number.</div>
        <div class="b_Body"><a name="4897795">Using the Duplicate Records field of the </a><span class="l_Link"><a href="940000c.htm#820703">Import File window</a></span>, you can select how you want to handle duplicate records.</div>
        <div class="b_Body"><a name="4472927">If you choose </a><span style="font-weight: bold;">Identify Records by Card ID</span><span style="font-weight: bold;"> or Record ID</span>, when you import cards, you can either update existing cards with data from imported records that have the same Card ID, or you can reject the duplicate cards. The action taken depends upon your selection in the Duplicate Records field of the Import File window.</div>
        <div class="b_Body"><a name="4472928">If you choose </a><span style="font-weight: bold;">Identify Records by Card Co./Last Name</span>,when you import cards, you have three choices. You can:</div>
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                <div class="bb_Bulleted_inner"><a name="4502934">update the existing cards with data from the duplicate records</a></div>
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                <div class="bb_Bulleted_inner"><a name="4503004">add the duplicate cards to your company file</a></div>
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                <div class="bb_Bulleted_inner"><a name="4503058">reject the duplicate card.</a></div>
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        <div class="b_Body"><a name="5078434">If you choose to reject duplicate records, the information that’s rejected will be placed in the Import </a>Log report, which is created at the time you import.</div>
        <script type="text/javascript" language="JavaScript1.2">WebWorks_WriteDIVClose();</script>
        <div class="hp_ProcedureHeading" onclick="WebWorks_ToggleDIV(WebWorksRootPath, &quot;wwdd4472489&quot;);">
          <span class="N_007eProcBullet"></span><a name="4472489">Sales</a><script type="text/javascript" language="JavaScript1.2">WebWorks_WriteArrow(WebWorksRootPath, "wwdd4472489", false);</script></div>
        <script type="text/javascript" language="JavaScript1.2">WebWorks_WriteDIVOpen("wwdd4472489", false);</script>
        <div class="b_Body"><a name="4491500">If you’re importing Sales, you have the option to reject duplicate transactions or add them to your </a>company file. Each sale is checked for duplicates according to the setting of the preference <span class="w_Widgets">Warn for </span><span class="w_Widgets">Duplicate Invoice Numbers</span><span style="font-style: italic;"> </span>in the Preferences window.</div>
        <div class="b_Body"><a name="4473115">In the Preferences window, you can choose to warn for duplicate invoice numbers only, customer PO </a>numbers only or <span style="font-style: italic;">either</span> duplicate invoice numbers or duplicate customer PO numbers; you can also choose to leave the preference unmarked.</div>
        <div class="b_Body"><a name="4503233">If you mark the preference, each sale will be checked for duplicates according to your selection when </a>you import sales:</div>
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                <div class="bb_Bulleted_inner"><a name="4473116">If you’ve marked the preference </a><span style="font-style: italic;">Warn for Duplicate Invoice Numbers</span>, imported sales will be checked for duplicated invoice numbers only. </div>
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                <div class="bb_Bulleted_inner"><a name="4895228">If you’ve marked the preference </a><span style="font-style: italic;">Warn for Duplicate Customer PO Numbers</span>, your imported sales will be checked for duplicate customer PO numbers only. </div>
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                <div class="bb_Bulleted_inner"><a name="4895229">If you’ve marked the preference </a><span style="font-style: italic;">Warn for Duplicate Invoice and Customer PO Numbers</span>, your imported sales will be checked for either a duplicate invoice number or a duplicate customer PO number.</div>
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        <div class="b_Body"><a name="4473117">If you leave the preference unmarked, each sale will be checked for either a duplicate invoice number </a>or a duplicate Customer PO number; that is, your imported sales will be checked as if you had selected <span style="font-style: italic;">Warn for Duplicate Invoice and Customer PO Numbers on Recorded Sales</span> in the Preferences window.</div>
        <div class="b_Body"><a name="4473118">If the Invoice or Customer PO field is blank, the field is </a><span style="font-style: italic;">not</span> considered a duplicate.</div>
        <div class="b_Body"><a name="4473119">If you choose to reject duplicate records, the information that’s rejected will be placed in the Import </a>Log report, which is created at the time you import.</div>
        <script type="text/javascript" language="JavaScript1.2">WebWorks_WriteDIVClose();</script>
        <div class="hp_ProcedureHeading" onclick="WebWorks_ToggleDIV(WebWorksRootPath, &quot;wwdd4472533&quot;);">
          <span class="N_007eProcBullet"></span><a name="4472533">Purchases</a><script type="text/javascript" language="JavaScript1.2">WebWorks_WriteArrow(WebWorksRootPath, "wwdd4472533", false);</script></div>
        <script type="text/javascript" language="JavaScript1.2">WebWorks_WriteDIVOpen("wwdd4472533", false);</script>
        <div class="b_Body"><a name="4473278">If you’re importing Purchases, you have the option to reject duplicate transactions or add them to </a>your company file. When you import purchases, each purchase will be checked for duplicates according to your selection.</div>
        <div class="b_Body"><a name="4897050">In this window you can choose to warn for duplicate purchase order numbers only, supplier invoice </a>numbers only or warn for <span style="font-style: italic;">either</span> duplicate PO numbers or duplicate supplier invoice numbers. When you import purchases, each purchase will be checked for duplicates according to your selection.</div>
        <div class="b_Body"><a name="4897569">If you mark the preference, each purchase will be checked for duplicates according to your selection </a>when you import purchases:</div>
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                <div class="bb_Bulleted_inner"><a name="4473369">If you’ve marked the preference </a><span style="font-style: italic;">Warn for Duplicate Purchase Order Numbers</span>, imported purchases will be checked for duplicated purchase order numbers only. If you’ve marked the preference </div>
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                <div class="bb_Bulleted_inner"><span style="font-style: italic;"><a name="4897063">Warn for Duplicate Supplier Invoice Numbers</a></span>, your imported purchases will be checked for duplicate supplier invoice numbers only. </div>
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                <div class="bb_Bulleted_inner"><a name="4897567">If you’ve marked the preference </a><span style="font-style: italic;">Warn for Duplicate PO and Supplier Invoice Numbers</span>, your imported purchases will be checked for either a duplicate PO number or a duplicate supplier invoice number. </div>
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        <div class="b_Body"><a name="4473370">If you haven’t marked the preference, each purchase will be checked for either a duplicate PO number </a>or a duplicate supplier invoice number; that is, your imported purchases will be checked as if you had selected <span style="font-style: italic;">Warn for Duplicate PO and Supplier Invoice Numbers on Recorded Purchases</span> in the Preferences window.</div>
        <div class="b_Body"><a name="4473371">If the Purchase Order or Supplier Invoice field is blank, the field is not considered a duplicate.</a></div>
        <div class="b_Body"><a name="4473372">If you choose to reject duplicate records, the information that’s rejected will be placed in the Import </a>Log report, which is created at the time you import.</div>
        <script type="text/javascript" language="JavaScript1.2">WebWorks_WriteDIVClose();</script>
        <div class="href_ReferenceBlockHeading"><a name="5079886">Related Topics</a></div>
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                <div class="bbi_BulletedIndented_inner"><span class="l_Link"><a href="impexpfield.27.2.htm#5076378" name="5079913">Records that can be imported and exported</a></span></div>
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                <div class="bbi_BulletedIndented_inner"><span class="l_Link"><a href="impexpfield.27.3.htm#5079755" name="5079890">File formats for importing and exporting</a></span></div>
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                <div class="bbi_BulletedIndented_inner"><span class="l_Link"><a href="impexpfield.27.5.htm#5079881" name="5079898">Import and Export—general topics</a></span></div>
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                <div class="bbi_BulletedIndented_inner"><span class="l_Link"><a href="impexpfield.27.6.htm#5079926" name="5079902">Import log</a></span></div>
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                  <span style="color: Gray;">■</span>
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                <div class="bbi_BulletedIndented_inner"><span class="l_Link"><a href="impexpfield.27.7.htm#5077976" name="5079906">Export options</a></span></div>
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                <div class="bbi_BulletedIndented_inner"><span class="l_Link"><a href="impexpfield.27.8.htm#5077918" name="5079910">Importing and Exporting—procedures</a></span></div>
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