Archive, reactivate or merge suppliers

Archiving and merging don't delete a supplier. Both keep the full history, so past decisions and evidence packs still make sense later.

How do I archive a supplier?

1. Open the supplier

   On Suppliers, open the supplier you no longer work with.

2. Choose Archive supplier

   Choose More actions, then Archive supplier. The dialog Archive this supplier? explains what happens.

3. Confirm

   Choose Archive supplier. Vendarity confirms that the supplier is archived.

When a supplier is archived:

• Its documents, decisions and history stay available to read and export.
• Queued requests, reminders, request drafts and the links you shared are cancelled.
• Its open tasks pause until you reactivate it.
• It no longer counts toward your plan's supplier limit.
• The time set in Keep replaced documents for starts counting for its documents.

To archive several suppliers at once, select them on Suppliers, choose Bulk actions, then the action Archive suppliers. Preview the result and confirm.

How do I find and reactivate an archived supplier?

On Suppliers, open the Archived tab, which shows how many you have archived. Open the supplier and choose Reactivate supplier. The dialog says that its requirements are checked again and that reactivating doesn't approve it. Confirm with Reactivate supplier.

Reactivation needs a free place in your plan's supplier limit. If your rules for its category assign requirements it doesn't have, reactivating assigns them. Cancelled requests and links don't come back: send a new request or share a new link when you are ready.

How do I merge a duplicate supplier?

Start from the record you want to retire. It becomes an archived history record, and the other one stays active.

1. Open the duplicate

   Open the supplier record you want to retire, choose More actions, then Resolve duplicate.

2. Find the record to keep

   Under Find the supplier to keep, search by legal name or external ID and choose Search suppliers. Records with a matching legal name are marked as suggestions. Select the Surviving supplier.

3. Preview the merge

   Choose Preview merge. Check Requirements to review: a requirement the kept record already has stays separate, and any other starts as a new requirement that needs its own document. Check Contact changes: new contacts join the kept record as backups.

4. Give a reason and confirm

   Enter a Reason for merging of at least 8 characters, tick the box confirming you checked both identities, and choose Confirm merge.

After the merge, the kept supplier shows Merged supplier history with a link to the retained record. Original documents and decisions stay with the supplier record they were made for: acceptances and exceptions don't move across. Record the reason you can email a copied contact, and share a new link, before contacting them.

What stops a merge?

Vendarity shows the reason in the preview. Resolve open tasks and findings on the duplicate first, and wait for uploads, file checks and messages in progress to finish. Both records must be active.