Duplicate records create real work—and make information harder to trust.

Which customer record should your team use? Is the same item listed under multiple IDs? Does someone have to combine results manually to understand the full picture?

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Duplicate records can complicate searches, split reporting, and leave employees correcting the same problems repeatedly.

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MindHARBOR develops custom tools to help teams review, approve, schedule, and process customer or item merges in Prophet 21.

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Clean up the records. Reduce confusion. Make your data more useful.

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Example: A controlled batch merge workflow

In this custom project, an uploaded file identifies the source records and the destination records they should merge into.

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The application helps employees validate and review those mappings before processing.

 

Validate the records

Invalid record IDs are highlighted so employees can address problems before submitting the batch for approval.

 

 

 

 

 

 

 

 

 

 

 

Review and approve

Authorized users review the proposed merges, confirm the mappings, and adjust the scheduled processing date where needed.

 

 

 

 

 

 

 

 

 

 

 

 

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Schedule processing

Approved batches are picked up by a background job on the scheduled date, supporting a planned cleanup process.

 

 

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Review merge history

Processed merges remain available for review in the application’s history.

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Customer and item versions are separate implementations, with checks designed around the records and relationships involved.

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Similar records aren’t always duplicates

Two items with similar descriptions may have different units of measure, specifications, or business uses. Customer records may represent separate locations or accounts that need to remain distinct.

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We work with your team to establish which records should merge, which should remain separate, and how exceptions will be handled.

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Plan for the information connected to each record

Before processing, we assess the relationships and dependencies within the agreed scope.

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That may include transaction references, reporting, custom applications, and external systems that use the affected IDs.

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The available merge mechanisms and your P21 environment determine the technical approach. Testing, backups, and reconciliation are planned before production changes.

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Part of a larger data improvement project

Customer and item cleanup can support:

• Acquisition and company consolidation.

• ERP migration preparation.

• Item and customer standardization.

• More consistent reporting.

• Ongoing master-data maintenance.

 

We can also assess validation reports, custom scripts, and changes to connected applications that help prevent the same problems from returning.

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Explore System & Data Migration Services

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Built around your requirements

This is an example of custom development. We adapt the workflow, permissions, approval steps, and reporting to your operation.

You may need help with a defined cleanup batch or a broader process for managing data quality.

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Where are duplicate records costing your team time?

Tell us what needs cleanup, how you identify duplicates, and what information must remain available.

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We’d be happy to connect you with our development team for a free introductory discussion about a practical approach.

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