Delete Duplicate Customer addresses and update SO Lines with primary AddressLocationID

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Posted on by MYGz

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Hi,

While importing Sales Order Lines through DMF, there were multiple duplicate Customer Postal Addresses were created for each customer.

Now I want to just keep the primary addresss on each customer and delete the duplicate addresss. And then update the address on the Sales Order header and line.

I manually deleted some of the duplicate addresses, due to which some of the sales orders have the confirm button disabled. Also when I manually update the line address, the status becomes cancelled. How to avoid this? I want to update the existing line with the line status being "Open Order" and not becoming "Cancelled".

Appreciate any tips.

Thanks.

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Dynamics 365 Finance

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CU19011229-0 2 on at

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Hi, You should avoid manually deleting addresses; instead, mark duplicates as inactive and update sales orders via a proper data management process VerveCard

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David Ali on at

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Hi,

This is standard D365FO behavior.

When Sales Orders are imported via DMF, postal addresses are referenced on the Sales Order header and lines. Per Microsoft Learn (“Global address book overview”, “Address framework overview”), postal addresses that are used on transactions must not be deleted. Deleting them breaks the address reference and results in actions like the Confirm button being disabled.

Changing the delivery address on an Open Order sales line is treated as a commercially significant change. As described in “Sales order processing overview” and “Sales order statuses”, this causes the system to cancel the existing line rather than update it in place.

Recommended approach:

Do not delete used postal addresses; expire duplicates instead (remove Primary flag, set Valid to date).

There is no supported way to change the delivery address on open sales lines and keep the status Open Order once the original address is deleted.

The safe solution is to cancel and recreate unconfirmed sales orders with the correct customer primary address.

Thanks

David Ali

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Encore Business Sol... 101 on at

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Hi,
You are on the right track in wanting to eliminate duplicate records. However, deleting always has the potential to abandon records.

You’ll need to look to the Global address book for your solution. In the Global address book, you will find Party IDs for each address. The Global address book has a feature to Merge records. By merging the records you should not abandon the SO Lines (which is what is triggering the Cancelled status).

The Global address book also has a feature you might try, called Check for duplicates.

Of course you want to prove that these features will work for you in TEST, and create a backup of PROD, before undertaking in PROD.

If your list of duplicates is extensive, a developer can create a routine for the Merge records feature to automate the process.

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André Arnaud de Cal... 303,139 Super User 2026 Season 1 on at

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Hi MYGz,

I tried to reproduce your scenario, but when I change the address on the header and lines, the lines and the order are not cancelled. They remain in the status of open order. This is also the expected behavior.
Initially, after deleting the address, the order is correctly stating that the used address is not effective anymore.

Can you tell if the orders are in the open order status? What exact data entity did you use? Are there any other specific settings changed, like disabling of business logic when importing the data? Can you check if the sales order lines do have a corresponding inventory transaction before changing the address?

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André Arnaud de Cal... 303,139 Super User 2026 Season 1 on at

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@David Ali,

Can you tell us if you validated the reply you shared?

The “Global address book overview” does not talk about deletion of addresses. There is no Microsoft learn article with the topic "Address framework overview".

You mentioned that something is described in “Sales order processing overview" and “Sales order statuses”. Please share the links as I have not seen the information before you are referring to.

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MYGz 2,334 on at

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Hi @André Arnaud de Calavon

Attaching the data entities along with the sample records exported. I have highlighted the error records with yellow and obfuscated some data. Let know if you can identify something.

Sales order headers V3

https://docs.google.com/spreadsheets/d/1DEMFZga2xrmyU2VmSQBAd4CrINxAliI9/edit?usp=drive_link&ouid=114982502746957761574&rtpof=true&sd=true

Sales order lines V2

https://docs.google.com/spreadsheets/d/1AyQrSMTJgefaPURTrRiEEPPOx5J3tsDB/edit?usp=drive_link&ouid=114982502746957761574&rtpof=true&sd=true

I have good records created manually and the bad records created with DMF.

For now, I went with the below approach, is it correct?

1. Set Expiration = Effective date in customer postal address for records with Primary = No. And run Delete Inactive addresses to remove duplicates.

2. Delete and Reimport Bad Sales order header and Lines (where confirm button is disabled) with Correct PrimaryAddressLocationID.

3. Update the good sales order and lines with PrimaryAddressLocationID since some of the secondary addresses are setup on these orders (When updating on good records, the status doesn't changes to cancelled)

@Encore Business Solutions

Thanks for the solution, but I went with a different approach above.

@CU19011229-0

Yes thats how I deleted them.

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André Arnaud de Cal... 303,139 Super User 2026 Season 1 on at

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Hi MYGz,

When you delete an address directly, it will also set an expiry date. It doesn't actually remove the record from the application. For step 1, this is an option, but deleting is possible as well.

For the second step, have you first checked if for all sales order lines the related inventory transaction does exist? If not, you might have the issue you are facing that the status will be changed. Anyway, delete and re-import is an option.

What is the difference between a good and bad sales order? Are there orders where the change of the address did not set the line to canceled?

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MYGz 2,334 on at

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Hi @André Arnaud de Calavon

There is no Packing Slip on any of the Sales Order yet, at Max few Sales Orders are in confirmed state, nothing beyond that. So do you think my approach is fine?

Yeah, the ones created manually are the good orders with no issues in changing addresss, i.e status remains "Open order" after changing address on lines.

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André Arnaud de Cal... 303,139 Super User 2026 Season 1 on at

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Your workaround will work. However, as mention check in the "bad" sales orders if the inventory transactions are created for the order lines. You haven't told me if you checked this already or not.

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MYGz 2,334 on at

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Hi @André Arnaud de Calavon

I checked the inventory transactions from "Inventory & Management" > "Inquiries and Reports" > "Inventory Transactions"

And I found there are transactions available for the sales orders that I deleted. The created date is earlier when I uploaded it first. And modified date is a later time.

Will these transactions be Orphaned since the Sales Order was deleted?
Or reimporting the sales order will relink these transactions to the new sales order based on sales order number which remained the same.

Thanks.

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