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Dynamics 365 Community / Forums / Microsoft Dynamics GP (Archived) / Vendor Masterfile Cleanup
Microsoft Dynamics GP (Archived)

Vendor Masterfile Cleanup

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Posted on by Tiffany Lou 615

We have over 8,000 vendors in our masterfile due to some bad practices for new vendor additions prior to my time at the company. Many of these we've only used once and it's been years ago. What I'd like to do is create a copy of our current database with all the Vendor information in it as it is today so that we can still do some inquiries, etc. if need be. Then in the live database remove the history, etc. so that I can delete the old vendors and start fresh. Does anyone know if this will work and the steps to go about creating the duplicate database? Do you foresee any other issues I'm not considering?

Also, is there a way in Vendor Setup to have GP assign the Vendor IDs automatically sequentially?

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  • Suggested answer
    Mahmoud Saadi Profile Picture
    Mahmoud Saadi 32,738 on at
    RE: Vendor Masterfile Cleanup

    Just to echo Mr. Frank's comment above, a new company ensures the quality of date regarding your payable management. The vendor combiner utility provided within PSTL would not meet your needs in case these vendors are not actually the same.

    One option is to inactivate the list of obsolete vendors so that you could exclude them from the reports, but you will still have the historical data in your Dynamics GP Company.

    Another important point to be consider when creating the new company, in case the new company is almost identical to the old one, use the copy company utility within PSTL tool to copy your old chart of accounts, customers, checkbooks ...etc.

    As for your question, Yes, the backup/restore is all done on the SQL Server Management Studio level.

  • Tiffany Lou Profile Picture
    Tiffany Lou 615 on at
    RE: Vendor Masterfile Cleanup

    Thanks, Frank. That was the process I thought, but wanted to confirm. One question - do I do the backup/restore in SQL Server Management Studio, or within the GP Utilities somehow?

  • Suggested answer
    Frank Hamelly | MVP, MCP, CSA Profile Picture
    Frank Hamelly | MVP... 46,527 Super User 2025 Season 1 on at
    RE: Vendor Masterfile Cleanup

    TL,

    The process is straightforward. You need to create a new GP database using GP Utilities, and then backup and restore your production database over the new database.  Make sure you identify the new company with something specific in the name like 'OLD PROD <HIST>' or something like that so users don't accidentally login and enter transactions erroneously.

    Another option you have is to use the Professional Services Tools Library (PSTL) to combine vendor ID's, which preserves history for the vendors combined.  With 8,000 vendors, it might be quite a cleanup project, but it is possible.

    GP out of the box does not auto-assign vendor IDs.  Check EthoTech, I think they have a bolt-on for GP that does this.

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