Exact Synergy Enterprise

Merging person accounts

Menu path

Modules ? Customers ? Reports ? Accounts ? Search

Introduction

This page allows you to merge person accounts. You can define the details of a selected person account to be copied to an existing person account before you merge the person accounts. The details which can be copied over, are sourced from the General section, Marketing section, and Free fields section of the account card. Once the merging process has completed, the person account from which the details were copied from, will be deleted from the system. By default, the person accounts with the same name as the selected person account displayed in the validation results can be merged. To be able to merge person accounts, the Natural persons check box in the Persons section must be selected (go to Modules ? Customers ? Setup ? Other ? Settings, click Edit).

Roles and rights

To merge person accounts, function right 273 — Allows to validate customers is required. By default, users with the Customer manager role have this function right.

Note:

• For more details on function rights, go to Modules ? System ? Setup ? Security ? Function rights.
• For more details on roles, go to Modules ? System ? Setup ? Security ? Roles.

What version are you using?

The information in this document is applicable to product update 260 and higher. If you have versions lower than this, certain features explained here will not be applicable.

How do I merge duplicated person accounts?

1. In the General section, select the Person check box at Type.
2. Define the required search criteria and click Show.
3. Click the required person account hyperlink. This is the account that you want the information to be copied to another existing account. Once the merging process is completed, the account selected here will be deleted.
4. Click Actions, and then click the Merge: Account hyperlink. The Persons: Actions page will be displayed.
5. Click Advanced >>. The Advanced section will be available.
6. Define the name, city, phone, code, postcode, and/or VAT number of the account.
7. Click Search. The accounts that match the defined criteria will be displayed.
8. Select the required account to be merged. Once the merging process is completed, the account selected here will be retained.
9. Click Merge. Another page will be displayed.
10. Under the General tab, select the required general details in the Copy section by clicking the check boxes next to the data to be copied to the existing account. The current general details are displayed in the Account: Existing section.
11. Under the Marketing tab, select the required marketing details in the Copy section by clicking the check boxes next to the data to be copied to the existing account. The current marketing details are displayed in the Account: Existing section.
12. Under the Free fields tab, select the required free fields details in the Copy section by clicking the check boxes next to the data to be copied to the existing account. The current free fields details are displayed in the Account: Existing section.
13. Click Merge.
14. Click Close to exit.

Keep in mind:

• Validating or merging different types of accounts, such as company accounts with person accounts, are not allowed. You can validate or merge a company account with another company account or a person account with another person account.
• The message “Mandatory: Select – Merge - Account” will be displayed when there is no person account selected to merge with the existing account.
• Merging person accounts with debtor codes or creditor codes that are linked to the same division is not allowed. You will get the error message “Invalid: Customer 2x In Division” or “Invalid: Supplier 2x In Division”. In this case, when there are no financial transactions linked to the debtor code or creditor code of the person account, you can change the division of the debtor code or creditor code, and then execute the merge. Once completed, delete the obsolete debtor code or creditor code.

Related documents

• Creating and modifying person accounts
• Validating accounts