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Master Data is adorabl’s org-wide hub for keeping shared reference records consistent. Use it to rename field labels across the ERP platform, review likely duplicates, and merge or split records that were entered more than once. Day-to-day work — creating suppliers, customers, or items — still happens on each area’s own screens. Master Data is for governance: cleaning up data that feeds bills, invoices, inventory, dimensions, and reports.

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Prerequisites

Before you change master data, confirm:
  • The correct organization is selected in the sidebar switcher.
  • You have access to Data & Admin screens (typically an admin or data steward role).
  • You understand which records are safe to merge — merging is difficult to undo.
Master data changes can affect open bills, invoices, journal entries, and dimension validation. Coordinate with Finance before merging suppliers, customers, or GL-related entities.

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Open Master Data

1

Go to the Master Data screen

  1. In the sidebar, open Data & Admin.
  2. Click Master Data.
You can also press ⌘K (Mac) or Ctrl+K (Windows) and search for Master Data.
2

Review the page layout

The screen has three regions:
Governance policies — naming conventions, merge approval rules, duplicate sensitivity — are tracked on the Data & Admin setup checklist. See Organization settings.

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Master data vs domain screens

adorabl stores master records in one place and uses them across modules. Where you edit depends on what you are doing:
Create records on the domain screen first. Return to Master Data when you need cross-module cleanup or consistent naming.

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Global field rename

Use Global field rename when your team uses different terminology than adorabl’s defaults — for example, updating a field label across the ERP platform.
1

Edit a field label

  1. Find the field in the Global field rename panel (for example, Customer name, GL account, Cost center).
  2. Click the label and type the new name.
  3. Review the usage line below the field — it shows how many screens, reports, and dashboards reference that label.
2

Apply the change

Click Apply globally on that row.adorabl updates the label everywhere it appears. Existing data values (the actual supplier or customer names) do not change — only the field caption.

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Example: Trail Ridge Outfitters

Trail Ridge changes Account owner to Relationship owner and applies it globally. Customer lists and reports show the new label; underlying records are unchanged.

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Review duplicates and anomalies

The Anomaly and duplicate detection panel surfaces records that may need attention: Review this panel regularly during onboarding or after bulk imports.
The Duplicate detection thresholds item on Data & Admin setup is not yet configurable for all organizations. Until it is marked complete on the checklist, adorabl uses default sensitivity for duplicate suggestions.

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Search, merge, split, and rename records

The bottom section of Master Data is a type-ahead search across master records (suppliers are shown by default in search results).
1

Find records

  1. Click the search box (Type-ahead search suppliers…).
  2. Type part of a name. adorabl narrows the list as you type.
  3. Click a result to select it. Selected records highlight; the counter shows how many you have selected.
2

Merge duplicates

  1. Select two or more records that represent the same real-world supplier or customer.
  2. Click Merge.
  3. Confirm the surviving record and which fields to keep.
After a merge, historical bills and payments point at the single surviving record.
3

Split a conflated record

  1. Select exactly one record that incorrectly combines two entities.
  2. Click Split into multiple.
  3. Define the new records and reassign related transactions as prompted.
4

Rename a record

  1. Select exactly one record.
  2. Click Rename.
  3. Enter the corrected legal or trade name and save.
Use rename for spelling fixes or standard naming — use Merge when two records should become one.
Merge requires at least two selected records. Split and Rename require exactly one. Buttons stay disabled until your selection matches the action.

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Example: cleaning up after import

Trail Ridge’s ops team imports a supplier list and creates both Acme Logistics and Acme Logistics LLC. Master Data flags them as likely duplicates. The data steward selects both, merges them into Acme Logistics LLC, and AP bill history rolls up to the surviving record.

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Import hub (migration and bulk load)

For organization cutover or large bulk loads, open Import from Data & Admin (/import). The hub shows a dependency map and list view of every import step — chart of accounts, customers, suppliers, items, opening trial balance, opening inventory, open AR/AP, historical journal entries, and more. Each step shows whether records exist in your organization and offers Upload CSV, Re-import CSV, or Pull from source when a connector is available. Opening inventory is on-hand quantity and cost by item and location. Its description is On-hand quantity and cost by item and location. Import items and the opening trial balance first. Opening inventory check shows Rows, Resulting inventory value, Opening TB control, Variance, and Exceptions before you commit. Committing updates live on-hand and does not post the general ledger. When imports finish, adorabl hands off to Migration Verification so you can confirm balances before go-live. QuickBooks can load the same opening picture when QuickBooks is enabled for your sign-in. Day-to-day CSV imports on individual list screens (Customers, Suppliers, Items, Chart of accounts) still work for incremental loads. Use the Import hub when you need the full migration sequence.

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Master entities and dimensions

Several org-wide entity lists can back Dimensions when you choose Master data as the value source: When a dimension is master-data-backed, add or rename values in Master Data (or on the entity’s primary screen, depending on entity type). Valid values flow into dimension pickers on journal entries, bills, and invoices automatically.
1

Set numbering first

Confirm Next numbers on the Data & Admin setup checklist so imported and new records follow the same ID scheme. See Organization settings.
2

Align field labels

Apply global renames before training new users — one change beats updating documentation on every screen.
3

Clean up duplicates early

Merge duplicate suppliers and customers before month-end close or 1099 preparation. See Form 1099 report.
4

Review anomalies before payouts

Resolve risk alerts (shared bank accounts, conflicting tax IDs) before scheduling Outgoing payments.

Organization settings

Settings hub, Data & Admin setup checklist, users and access.

Next numbers

Document numbering sequences (also on the governance checklist).

Dimensions

Bind dimensions to master data entities.

Suppliers

Create and maintain supplier master records.

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Troubleshooting

Expand Data & Admin. If the item is missing, your role may not include admin access — ask your organization admin to review permissions in Organization settings.
Select at least two records in search results. Merge only combines multiple selected rows into one surviving record.
Select exactly one record. Clear other selections by clicking them again.
Global field rename updates labels, not stored record names. To change a supplier or customer name, use Rename on the record or edit the record on Suppliers or Customers.
Confirm the dimension uses Master data as its source in Dimensions. Custom-list dimensions are maintained on the dimensions screen, not in Master Data.
Refresh the page or search again. If the alert references a risk other than duplicates (for example, shared bank details), resolve the underlying conflict on the supplier or employee record.