Merge, import, and who can add
Open Settings, then Counterparties. A member who is not an admin sees “You don’t have access to this page.” The same jobs are summarised on the settings page. Browsing as a member is Browse counterparties.
The heading is Counterparties. Search limits the list by legal name, trading name, or company number. Sort orders by name, contracts, created, or last modified. Each row shows the legal name, trading name when there is one, created, last modified, the contract count, a checkbox, and Edit {name}.
Who can add counterparties
Section titled “Who can add counterparties”The control is Who can add counterparties. It defaults to All members. Admins only stops a member from adding a counterparty and from editing counterparty details. The member can still link a counterparty that already exists. Saving shows “Who can add counterparties was saved.”
Possible duplicates lists groups that share a normalised legal name, trading name, or company number. A blank value does not form a group.
- Select two or more counterparties, or choose a row under Possible duplicates.
- Choose Merge selected.
- Choose the Surviving record. Where details disagree, choose one value. Address is one choice: line 1, line 2, city, region, postcode, and country stay together.
- Read how many contracts will move, how many already link more than one of the selected records, and how many field overrides stay.
- Choose Merge counterparties, then Confirm merge.
A merge cannot be undone. The confirmation says “Merging cannot be undone. Contracts move to the surviving record, and the other records are deleted.” Empty details on the surviving record are filled from the others unless you choose a different value. An address is never mixed from two records. A field override on a contract stays as it was. Success shows “Counterparties merged.”
CSV import
Section titled “CSV import”- Choose Import CSV.
- Choose Download template. The file is
counterparties.csv. - Upload a CSV, read the preview, choose what to do with matching rows, then Import counterparties.
The headers are Legal name, Trading name, Company number, Address line 1, Address line 2, City, Region, Postcode, Country, Website, and Email, plus one example row. Country may be an ISO code or an English name. The file must be UTF-8, at most 5 MB, and at most 5,000 data rows.
The preview says how many rows will be created, how many match an existing counterparty, and how many are invalid. A match is the company number when both sides have one, otherwise the exact normalised legal name. For matches, choose Update blanks only, Overwrite, or Skip. Update blanks only fills empty details and keeps an address that already has any part. Download errors saves invalid rows. Confirming the import applies the valid rows together.
“Use the template headers.” means the first row is not the template. “That file is larger than 5 MB.” and “That file has more than 5,000 rows.” mean the file is over the cap.