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How do I fix the "name supplied already exists" error in QuickBooks Online?

Forum|Forum|2 years ago
February 6, 2024
4 replies
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Currently have no employees listed, either active or inactive, so unclear why getting this message

QuickBooks Online

Best answer by Emma_P

This error means the name you're entering for a customer, vendor, or employee already exists somewhere in your QuickBooks Online account, even if it doesn't show up on the list you're looking at. It usually happens after importing data from QuickBooks Desktop, or after turning on payroll once employees were already added.

Here's how to track down the duplicate and clear the error.

Step 1: Search for the duplicate name

The customer, vendor, and employee lists don't always surface every match, especially inactive ones. A more reliable way to search across all three at once is through the check screen:

Select + New, then select Check.
In the Payee dropdown, type the name you're trying to add.
Any matches will show up here, along with whether they're set up as a vendor, employee, or customer.

This method checks active and inactive records together, so it can catch a duplicate even after you've already confirmed the name isn't on your active employee, vendor, or customer list.

Step 2: Update the existing record

Once you find the duplicate, you have two options:

Edit the name, for example by adding a middle initial or a number, so both records can stay active.
Make the older record inactive if it's no longer in use.

To find and edit the record:

Employees: go to All apps, then Payroll, then Employees.
Vendors: go to All apps, then Expenses & Bills, then Vendors.
Customers: go to All apps, then Customer Hub, then Customers & leads.

Step 3: Add the name again

Try adding your customer, vendor, or employee again. If you've checked for duplicates using the method above and the error still won't clear, reach out to QuickBooks support so they can look into your account directly.

For more info, see Fix "the Name Supplied Already Exists" error message in QuickBooks.

Have another QuickBooks question? Drop it below.

E

Erika_K

QuickBooks Team

Hi there, ward. I'm here to share some details about the error you encountered.

The error Another employee, vendor, or customer is already using this name. Please enter a different name, which means you have used an identical set of names. Since you've already mentioned you've checked your employee lists, I also recommend verifying if you have entered a similar identification for your customers and vendors, including the active and inactive ones.

If this is the case, please note that QuickBooks doesn't allow identical sets of names. As a workaround, we can add special characters or a second name.

However, if not, I suggest we perform basic troubleshooting steps to determine if this is a browser issue. We can open your account in incognito.

Refer to the following keyboard shortcuts based on your browser type:

Google Chrome: Ctrl + Shift + N
Mozilla Firefox: Ctrl + Shift + P
Microsoft Edge: Ctrl + Shift + P
Safari: Command + Shift + N

If the private browsing session works, clear the browser's cache to reboot the system. This task is also possible in other supported, up-to-date browsers. Clearing the cache will reset the system, enabling you to work with a clean slate and potentially resolve any issues.

Additionally, you can visit this article to learn how to set up and schedule your payroll to run automatically in QBO: Set up and manage your Auto Payroll in QuickBooks Online Payroll.

Hit the Reply button if you have employee-related questions. Keep safe!

B

bryanonthebeach

This has happened for various names that are not in my system as a customer, vendor or employee. I tried it in incognito mode (Chrome) and got the same result. Any ideas?

M

MAnneJ

Thanks for joining this thread, Bryan. I appreciate what you've done so far on your end. Allow me to share some information about possible duplications of your customers, vendors, or employees and assist you in performing the appropriate steps.

Let's start with checking first if you have an identical set of names on the list. This way, we can verify that there are no duplicates. After that, let's check if you've entered similar identifications for them, including the active and inactive ones.

Also, we can try using other supported browsers to narrow down the cause. However, if the issue persists, you can contact our Support Team.

Here's how:

Sign in to your QuickBooks Online company.
Select Help (?).
Select Contact Us and choose a way to connect with us:

Start a chat with a support expert.
Get a callback from the next available expert.

By doing this, they can further investigate your concerns and provide you with the appropriate help.

Additionally, I've added this helpful article for you to check the importance of staying organized and keeping track of your customers in QuickBooks Online (QBO): Add and manage customers in QuickBooks Online.

Please don't hesitate to reply to this thread with any additional assistance needed in managing customers, vendors, and employees in QBO. Stay safe!

Emma_P

Answer

Community Manager

This error means the name you're entering for a customer, vendor, or employee already exists somewhere in your QuickBooks Online account, even if it doesn't show up on the list you're looking at. It usually happens after importing data from QuickBooks Desktop, or after turning on payroll once employees were already added.

Here's how to track down the duplicate and clear the error.