The following details what is involved in the Account Merge Process from a system administrator/technical standpoint
1. The User Access Privileges are retrieved.
- Allow Merging of Accounts with Accounts Receivable Information
- Allow Merging of Accounts with Accounts Payable Information
2. The following validations are performed before Merging Accounts
- That the organization code + account code of the merge from and merge to accounts are different.
- Check if both account records exist in the EV870_ACCT_MASTER table.
- Make sure that a Master Synch account is not merged into a Subordinate Synch account.
3. Check that the merge from account is not being used as a resource.
- The user’s “Allow Merging of Accounts with Accounts Receivable Information” privilege is checked. If that is absent, the process aborts if the accounts have records in the AR020_TRANSACTIONS or ER200_PAYMENT_PLAN tables.
- The user’s “Allow Merging of Accounts with Accounts Payable Information” privilege is checked. If that is absent, the process aborts if the accounts have records in the AP100_VOUCHER table.
Processing of Data Tables
- The account code of the merge from account will be overwritten with the account code of the merge into account. In most of the tables, the change in the account code field is the only thing needed. In a few other tables, other fields are also changed. See Data Table Updates (attached) for the list of columns modified.
Merging Accounts:
1. Fields updated in the EV870_ACCT_MASTER account record are included on the attached document.
2. Multi-Organization and Synchronization Data Updates
- If the Merge from account is set to be a Master and the Merge Into account is a Stand Alone. The merge into account will become the master synchronization account. The merge from account's synchronization data will be cleared out.
- If the Merge from account is set to be a Master and the Merge Into account is also a Master. The merge into account will become the master synchronization account for all of the merge from account's subordinate accounts. The merge from account's synchronization data will be cleared out.
- If the Merge from account is set to be a Subordinate and the Merge Into account is a Stand Alone. The merge into account will become a subordinate synchronization account and all of its related multi-organization data will be updated. The merge from account's synchronization data and related multi-organization will be cleared out.
- If the merge from account is set to be a Subordinate and the Merge Into account is a Subordinate or a Master.
- All of the Merge Into account's related multi-organization data will be updated. The Merge From account's synchronization and related multi-organization data will be cleared out. Check to see if the merge from account's master is still a master account to another subordinate account. If not, blank out its synchronization and related multi-organization data.
- If the Merge from account is set to be a Stand Alone and the merge into account is a Subordinate or a Master.
3. Set the merge into account's related multi-organization data.
- If the Merge from account is set to be a Stand Alone and the merge into account is a Stand Alone.
4. Set the merge into account's related multi-organization data.
- If the Merge From account is a property and the Merge Into account is not, the property related data are moved over into the merge to account and the data is cleared from the merge from record.
- The Merge From account record will be placed in an “archived” state – all designation status fields (like EV870_EVT_SALES_DESIG, EV870_TOUR_DESIG and others) will be set to inactive.
- Membership billing information are contained in EV885_MEMBER_INFO and are all moved over to the Merge To account. The billing and paid dates and amounts are also moved.
- The MM405_USER_MASTER_EXT record related to the EV870_ACCT_MASTER Merge From account record is retired.
Merging Contacts:
The contacts are represented by links between accounts and these are stored in the EV875_ACCT_LINKS table
- These are checked individually to prevent the creation of duplicate records. Those links that will not create duplicates will be moved over to the destination account. The EV870_PRIMARY_ACCT field of the contact record will be changed to its new “master” account
A link maybe a “downward” link, from master to subordinate or an “upward” link, from subordinate to master. These are processed differently:
"Downward” Links
- If the link is not unique and is not mandatory, the link is deleted from the merge from account and is added to the merge to account.
- If the link is not unique and is mandatory, the merge from account’s link is kept and a copy is added to the merge to account.
- If the link is unique and is not mandatory, check to see if the merge into account already has this type of link. If so, make merge from account link inactive. If not, update.
- If the link is unique and is mandatory, check to see if the merge into account already has this type of link. If so, make the merge from account link inactive. If not, insert a downward unique link.
“Upward” Links
- If the link is for a Parent (link class = P), leave it alone.
- If the link is not unique, update the link.
- If the link is unique and is not mandatory, the link is deleted from the merge from account and is added to the merge to account.
- If the link is unique and is mandatory, check to see if the merge into account already has this type of link. If so, make it inactive in the merge from account. Otherwise, add the link to the merge to account.
Events & Orders
- Events are moved over to the merge to account. See EV200_EVENT_MASTER on the attached document.
- Orders (ER100_ACCT_ORDER) and order details (ER101_ACCT_ORDER_DTL) are on the attached document. These are also moved over to the merge to account.<
Others
- An audit log entry is created.
- A note is added to the Merge Into account.
Comments
10 comments
0 upvotes
Lee, what I have been told so far is this: For EV870 (Hotel Flag, Hotel Capacity, Hotel Rating, Check in Time, Check out Time, Pay Location, Method of Money): If the merge account is a property and the merge into account is not, move over all the EV870 attribute data. Blank out all the merge account's attribute data.
For EV870_REP_CODE fields: A merge from account might have been set as the account representative of other accounts. The account rep fields of those represented accounts are changed to the merge into account code.
For ADDRESS fields: Address change to merge accounts: The address on subordinate accounts (for the 'merge account') will update to the address of the 'Merge into account' if the subordinate address matches the address for the merge account.
If the address of the subordinate is different from its master(the 'merge account') then no changes will happen.
For COMPANY: When merging account A into B, if the company name of the secondary accounts attached to account A is same as the company name of Account A then the company name of the secondary accounts attached to account A would be updated to the company name of account B.
--Carrie
0 upvotes
Is there any way to add custom fields to the Merge Process? In the event of custom integrations, additional tables of data for accounts may exist. It would be great to be able to specify somewhere your own Table and Column values that should also be processed with the Merge.
1 upvotes
Sean, please submit this as an enhancement request.
Thank you!
--Carrie
0 upvotes
A few questions I have related to this topic that hopefully can be answered either through this conversation or a phone call would work as well.
1) Do you lose any notes/activities/documents on the "Merge from" account after you merge master accounts?
2) Do any previously closed/invoiced orders move into the "Merge to" account from the "Merge from" account?
3) What if you have open A/R or A/P balances on the "Merge from" account? Will these be lost or do they need to be at a zero balance?
4) If you have contacts in a subordinate "Merge from" account, what happens to these if you merge them into the "Merge to" master account?
I may have other questions depending on the answers but any help someone can provide would be great.
Thank you
Trevor
1 upvotes
Hi Trevor!
To answer your questions in order:
1 – No notes, activities, or documents are lost. They are moved to the “merge to“ account.
2 – Closed invoices are moved to the “merge to” account.
3 – Open balances are moved to the “merge to” account.
4 – The contacts are moved to the “merge to” account.
Thank you!
--Carrie
0 upvotes
Hi, I am wondering about the Contacts during the merge. It looks to me that when there are contacts on a merge-from account, the address on the contact gets lost and takes on the address of the destination account. Has anyone figured out a way to keep the original address on the contact and just have it (the contact) move to the new account for association purposes but keep its original data (address) ? thanks very much, Eileen
0 upvotes
Hi Eileen,
I see you opened a ticket for this question, and a USI team member answered you. Just in case anyone else would be looking for this information, I wanted to repost his answer here:
I tested this in current code and the contact does indeed pick up on the address from account into which it was merged. I also edited the layout of the merge window and there is no setting to disable this behavior.
However, I remembered you could break this link. If you edit the contact before merging, and change their address info in some way the contact is no longer synced. Then when you merge the accounts, the contact still has their own/old address.
--Carrie
0 upvotes
We have multiple accounts that have been created using our online service ordering module with different contacts. We are open to merging the accounts to 1 and having multiple contacts. After the accounts are merged, how will this effect the online ordering process when a contact logins in to order services at a later show?
They currently enter their email address and password to pull up their account. With the merge does that information transfer to the newly merged account? Or, is that link broken when the old account is lost?
0 upvotes
The contact will be linked to the surviving account.
0 upvotes
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