This article will show you how to use PantrySoft's Duplication Reports to audit your client records for accuracy.
Definition
Duplication Reports are tools to audit client records for unnecessary redundant entries. These reports can help locate duplicate entries to reconcile record-keeping discrepancies. This screen has two main functions: locating duplicate household members and locating duplicate addresses.
From the menu, go to Reporting->Duplication Reports to access Duplication Reports.
Where are these duplicates coming from? Duplicate entries (Household Member names or Client addresses) can occur for a variety of reasons. A few of the most common are Intake employees forgetting to search for a client when they walk in, redundant Client data imported after the pantry is already in operation, Clients failing to identify themselves by an old address, household, or phone number. Duplicate Reports can help admins regularly discover these discrepancies to ensure accurate record keeping.
I've found Duplicates - Now what? As of this writing, admins must track down individual duplicate records and deal with them manually after clicking on a row in the reports and loading the offending client record into the dashboard. Manually correcting duplicate records can involve deleting older date, moving Household Members to new households, etc. PantrySoft has developed an internal procedure for mass-merging the Visits of two redundant households, but for this you'll need to contact PantrySoft staff. More sophisticated merge tools and duplicate detection tools are planned, but for now pantries must rely upon their own internal processes to catch duplicate records before or just after they're created.
Duplicate Members Search
Clicking the Duplicate Members button at the top of the screen displays groupings of household members with identical names. Click directly on any row in the table to open that client's page in a new tab. Investigate and make any necessary changes.
Duplicate Address Search
Clicking the Duplicate Addresses button at the top of the screen displays all client records with identical addresses. The table lists all the primary household members registered to that address. Click directly on any row in the table to open that client's page in a new tab to investigate and make any necessary edits. See Household Members (create, edit, move, deactivate) for more information on how to edit client records.
