How do I detect duplicate accounts? How do I get rid of them?

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Defining what makes an account a “duplicate” can be tricky, since a debtor may take out multiple loans with the same client/creditor—possibly on the same date or for the same amount—making it look like a duplicate without actually being one. Because every agency we work with may define what a “duplicate” is differently, our software is not programed to detect them.

However we do offer some safeguards. For instance, if you are importing a spreadsheet of data with a column for the original “Account Number” and you wish to attach this to our field Account Number, Simplicity will only allow each number to be used once. For instance, if it sees a John Doe with Account Number 1234 imported and there’s another Account Number 1234 on the spreadsheet, it will skip this second one and mark it with an error message on the “Results” file of the Account Importer screen.

Also, if you were manually entering debtors into Simplicity and had a John Doe with SSN 123-45-6789, then tried to add another debtor with this same SSN or name, Simplicity will provide a message alerting you that this debtor is a duplicate.

For removing duplicates, we recommend checking your spreadsheet long before importing it into Simplicity. This can be done easily in Microsoft Excel 2007 or later by selecting a column you wish to see duplicates for, then going to Home > Styles > Conditional Formatting > Highlight Cell Rules > Duplicate Values. It will mark all duplicates in that column in a red color so you can compare the accounts more closely.

Once accounts are in the system, you can search for similar accounts by debtor name by going to Tools > Debtor Manager. For an individual account, users with the appropriate user group rights can delete them directly from the Claim Details page.


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