What you’ll learn
- Distinguish party identity from roles and addresses.
- Choose explicit quantity and dimension units.
- Review duplicates without losing history.
Useful terms
- Canonical identity
- The preferred stable record representing a real party or resource.
- Alias
- An alternate name or historical reference to the same identity.
Step-by-step operating routine
Define identity rules
Choose reliable identifiers for parties and vehicles, with a fallback review process when identifiers are missing. A display name alone is weak evidence of identity. Keep separate legal entities separate even when a brand is shared.
Record or confirm- Legal identifier
- Display name
- Aliases
- Review rule
Represent roles and addresses
Attach consignor, consignee, payer or carrier roles to the appropriate party. Record usable site addresses, contacts and receiving restrictions. One office address should not silently become every pickup and delivery address.
Record or confirm- Party roles
- Site address
- Contact
- Access restrictions
Standardise goods and units
Record goods categories, packing, package units, weight and dimensions. Document conversions and rounding. Do not replace an unknown weight with zero when that could affect capacity or pricing.
Record or confirm- Goods
- Packing
- Quantity unit
- Weight unit
- Dimension unit
Review likely duplicates
Compare identifiers, addresses and source history. Assign a reviewer for ambiguous matches. A legitimate branch or separate payer must not be merged solely because its name resembles another record.
Record or confirm- Candidate records
- Match evidence
- Decision
- Reviewer
Preserve references during corrections
Use supported merge or correction workflows and retain aliases. Verify bookings, invoices and imports still point to the intended entity. Restrict master edits that could change active work without review.
Record or confirm- Surviving record
- Historical references
- Affected documents
- Approval
One customer, two receiving sites
A customer sends freight to two plants. Staff keep one legal party with two receiving addresses and separate site contacts. A third record belongs to a different legal payer under the same brand and remains separate. Collections therefore use the correct payer while dispatch uses the correct gate and receiving hours.
- Do not merge legal parties on brand alone.
- Keep site details separate from the payer.
- Test historical links after a merge.
Exceptions and mistakes to avoid
- A blank value and zero can have different meanings.
- Changing a customer name must not erase an accepted quote or invoice identity snapshot.
- Do not use a driver’s phone number as the only permanent identity if it can change.
Master-data review sheet
Review a representative sample before bulk import. Keep source keys for later reconciliation.
| Source reference | Canonical identity | Role / address | Unit or identifier | Review decision |
|---|---|---|---|---|
| Legacy customer 17 | Customer A | Consignee / Plant 2 | Verified legal ID | Keep site under same party |
Includes the illustrative row and blank rows. This is a planning worksheet, not a HiVAM import format. Keep your completed copy private; do not add credentials.
Check your understanding
Try answering first, then open the explanation. Use the worksheet and source records to practise the task.
Should different site contacts create different legal customers?
Usually not by themselves. Model contacts and addresses under the correct party identity.
Why preserve aliases after a merge?
Historical documents and imports may still use the old reference; traceability should survive correction.
Put it to work with HiVAM
Use these connections to explore the relevant product workflows. Confirm access in your deployed release; API capabilities require an integration or an available interface.
One directory for every business relationship
Use shared parties with the correct commercial roles.
Documents, print packs and reviewed imports
Review imports and duplicate merges with retained identity history.
Keep your learning moving.
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Try the workflow with your team.
Bring a representative job and an exception to a HiVAM demonstration. Review saved records, permissions and handoffs alongside the interface.