If invoices and checks for the same vendor were entered with two different vendor IDs there is no way to easily combine the data. Correct this situation by voiding all the checks and invoices for one vendor ID and reentering them to the correct vendor ID as follows:

Note: If there has been a great deal of activity against these two vendor IDs and manual voiding and reissuing of checks and invoices is impractical, contact Customer Support for pricing and other information regarding a key change to merge the data. See Can two Accounts Payable Vendors be merged into one account?

Before beginning, open the appropriate periods in General Ledger by going to Tasks, Open/Close Posting Period.

Void the checks and delete the invoices for the duplicate vendor:

1. Determine which vendor ID that you want to delete, and then identify all invoices and checks for this vendor ID.
2. Unreconcile the checks in Cash Management, and then void each of the checks, using the original check date. Then reconcile and move the checks to history to allow you to reuse the check numbers. Refer to How do I void and reuse an Accounts Payable check number for error correction?
3. Use Change Invoices to delete each invoice and use the Original accounting date as the reversal for each deleted invoice. Make a note of the invoice information so that you can reenter it to the correct vendor ID.
   • Note: Instead of deleting the invoice you may be able to use the Change Vendor button in Change Invoices. Refer to How do I change the vendor on an Accounts Payable invoice?
4. Re-enter the invoices and checks using the correct vendor ID.
   • If you deleted the invoices in step 3, use Enter Invoices to re-enter each of the invoices using the original invoice and accounting dates.
   • If you used Change Vendor on the invoices, re-enter the checks using the original check dates and check numbers. Use Record Manual Checks, or use Print Checks and print to a file.

Delete the extra vendor ID as follows:

1. From the Setup menu, select Vendors.
2. Click List, select the extra vendor ID, and then click OK.
3. Verify the vendor totals are now .00 (since you voided all the checks and deleted all the invoices).
4. Click Delete to delete this vendor ID.
   • Note: You can also mark the vendor Inactive in Setup, Vendors instead of deleting the vendor. Refer to What does the Inactive setting on the Vendor do in Accounts Payable? and How can I make a vendor inactive so it cannot be used in tasks in Accounts Payable?

Correct settings in General Ledger and Cash Management:

1. Post your changes in General Ledger and Job Cost (Tasks, Post Entries).
2. In Cash Management, re-reconcile any checks that were unreconciled in step 2.2 using the original cleared date. Refer to How do I change the reconciliation status of a transaction in Cash Management?
3. Close the appropriate accounting periods in General Ledger (Tasks, Open/Close Posting Period).