Purpose: To explain the technical impact of merging NetSuite vendors on the Procurify integration and provide a workflow for resolving sync errors caused by merged records.
The Problem: Why Merging Causes Errors
When the NetSuite integration is active, Procurify relies on a specific Internal ID to map vendors between the two systems.
When you use the NetSuite "Merge" feature:
NetSuite deletes one vendor record (the "duplicate") and moves its history to another (the "master").
The Internal ID of the deleted record ceases to exist.
Procurify’s integration continues to look for that deleted Internal ID to sync Purchase Orders or Bills.
Result: The integration breaks, resulting in "Record Not Found" errors in Procurify that cannot sync to NetSuite.
The "Golden Rule" of Vendor Management
Do not use the NetSuite Merge Tool for vendors synced with Procurify. Instead, inactivate the duplicate vendor in NetSuite. This preserves the data mapping and prevents integration "breaks."
Key Takeaways
Avoid Merging: Merging deletes the unique identifiers (Internal IDs) that the integration relies on.
Inactivate Instead: To clean up your vendor list, mark duplicates as Inactive in NetSuite.