Clean customer and supplier data before migration
A contact list becomes valuable when sales, purchasing and finance can recognise the same organisation. Duplicate names, old addresses and mixed customer/supplier roles can make a technically successful import unusable. Map your records, reconcile opening balances and rehearse the first working day before moving to Datrylo. The migration scope depends on your source system and customisations.
Keep one contact identity and an auditable merge decision
Example cleaning worksheet. Retain original source exports and the decision owner; this table does not execute a merge.
| Record / decision | Filled example and next owner |
|---|---|
| Duplicate candidates | SRC-C01: Demo Trade; SRC-C02: DEMO TRADE. Same reviewed email, two different delivery addresses. |
| Mapping / owner | Data owner chooses customer C01 and retains both delivery addresses. Keep source IDs in the mapping; do not match by name alone. |
| Evidence / exception | Trial: 2 source rows → 1 customer + 2 addresses; reconcile linked sales and supplier roles before approving a merge. |
Use this worksheet to organise your requirements, assign owners and plan the next steps.
Identify an owner and a source
List each spreadsheet and system that stores contact details. Decide which source is authoritative for legal name, billing identity, delivery address, tax reference and active relationship. Keep the original export and record every transformation.
Resolve duplicates deliberately
Match on more than a display name. Review company identifiers, email domains, addresses and transaction history, then assign a person to approve merges. Preserve old IDs or a cross-reference for documents that refer to them. Do not discard inactive contacts without checking retention and open obligations.
Test in context
Import a small sample and follow one customer into CRM and Sales and one supplier into Purchase. Check user access, search and the printed document. Count accepted, rejected and changed rows. Review your contact migration.