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Deleting and Merging Records

Distributor steps for deleting or merging duplicate records in Encompass, like customers or products, and choosing what happens to subtables. Merges are final. Needs delete permission and v23.01+.

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Written by Bailey Naas-Thornton

Minimum Version Required: 23.01

Steps

Deleting and Merging records should be done with caution. It is typically only recommended to delete or merge records when duplicates exist or a record was created by mistake. Use the Decision Trees below to help decide the best course of action when deleting records from these common tables:
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​Records Management Decision Trees (Load Sheets, Customers, Products)
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​How to Delete and Merge Records
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  1. Using Universal Search, enter the name of a table where you want to delete or merge a record
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    NOTE: Deleting and merging is FINAL, you cannot unmerge. You have an option to input a memo as to why you are deleting/merging the item. This can be helpful for auditing purposes.
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  2. Identify a record and click on the hamburger menu, then the Trash Can icon
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    NOTE: Delete and merge certain records is dependent on permissions. If you are unable to delete something, please check if you have the necessary permission
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  3. The tables and subtables are displayed on the Merge/Delete view
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    • Any related subtables are displayed. Review each suitable to determine whether the Subtable records should be deleted, merged into the new record, or set to Null.
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    • Some Subtables have to be merged, deleted or set to NULL by default. Click the 'More Info' hyperlinks to view which tables this applies to
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  4. Search for and select the record to merge into. (Skip this step for deleting records)
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  5. Enter a memo to document why this merge/delete occurred
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  6. Click the Delete and Merge button when selections are made

Best Practices

  • Only delete records that you no longer need any historical data for. Once a record is deleted, you can no longer report on it.
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  • Most records in Encompass will not allow you to delete when there are related sub tables. In this case, you must merge into a different record.
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  • Review every sub table to ensure that you are maintaining the historical information you need.
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  • Do not merge records unless they are truly the same information. If a record does not exist that you can merge to, a status change may be the more appropriate course of action (Inactive, Out of Business, etc.).

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