Clean customer and supplier records, never auto-merged

How it works

Every new or edited record is checked for a matching tax ID, a very similar name, or matching phone and name. A nightly check looks for likely duplicates across all records. Kinnow also suggests improvements, such as a business category, and flags missing tax IDs, contacts or HSN codes for a person to accept or dismiss. A merge is never made automatically: it goes through the approval rule your company has set.

Step by step

Think of a distributor whose customer list has grown through six years of imports, and now has Sharma Traders, Sharma Traders Pvt Ltd and M/s Sharma Traders. This is how Kinnow keeps that in check.

1. On entry, a check runs. When someone saves a new customer or supplier, Kinnow looks for the same GSTIN, a very similar name (over 90% alike) and the same phone number with a similar name.
2. Same GSTIN stops the save. If the GSTIN already exists in your company's records, the save is refused and points you to the existing party. A similar name or phone only raises a warning and the save goes ahead.
3. A night-time sweep looks wider. Each night Kinnow looks across all parties for likely duplicates. A little later it also looks for gaps, such as a party with no tax ID or contact, or an item with no HSN code, and suggests what to fill in.
4. You decide on the Data quality screen. Possible pairs wait there. You can Confirm duplicate or mark Not a duplicate. This records your decision only, and the pair is not suggested again.
5. Merging is a separate, deliberate step. You pick which party survives and which is absorbed. The confirmation says which survives, because the wrong direction retires the record everything else points to.
6. The merge is checked against your approval rules. If your company has set a sign-off for merges, it applies here. Kinnow never merges anything by itself.

What you see on screen

The screen is called Data quality, in Masters.

• Possible duplicates: a list of party pairs with Confirm duplicate and Not a duplicate, and when empty, No possible duplicates waiting.
• Suggested improvements: a party, the suggested change and Accept or dismiss. Accepting applies only the fields shown.
• On the party form: a warning at save, naming the possible duplicate.
• Merge confirmation: a message stating which party survives and which is retired.

Who uses it