After you have evaluated, and updated as needed, the customer or vendor records to merge, you are ready to execute the merge. If you merge entities that have images or documents attached, the system keeps all the attachments with the merged entity record.
Note: If you use Job Management for Eclipse, you cannot merge vendors until all the associated orders have been closed. If you try to merge, the system alerts through e-mail that open orders exist and you need to change the vendor names in the listed orders and then restart the merge process.
To merge entities:
From the Maintenance > Merge/Purge menu, select Entity Merge Utility to display the Entity Merge Utility screen.
Note: If prompted, log on to the character-based system.
In the Key Entity field, enter the customer or vendor into which to merge other entities. The system retains this record.
The word Entity in the screen title and field name changes to Customer or Vendor, depending on the type of entity you specify. The system displays the entity name, address, internal record ID, and type.
In the Entity Merge/Purge List section of the screen, enter each entity whose history and open transactions to merge into the key entity before purging.
The system displays the name, address, internal record ID, and type for each entity you enter.
As you enter each merge entity, the system performs initial entity pre-checks to be sure that entity relationships are proper.
Use one of the following hot keys to run the merge:
Begin - Runs the merge now.
Opts and select Scheduling - Schedules the merge to run at another time.
For each entity in the Entity Merge/Purge List, the following prompt displays: Merge Entity, [Entity Name] has active branches. They will be deactivated. Continue? (Y/N).
In response to each prompt, enter Y to change the accessibility of all branches assigned to the designated entity on its Accessible Branches screen to N. The system can now merge and purge the entity.
After you respond Y to each prompt, the system does additional pre-checks in the ENTITY and PRODUCT files for cross-references to the entities in the Entity Merge/Purge List.
If the program completes successfully, the system generates the Entity Merge Report and sends it to your Hold file. The report reflects the end results of the merge and includes information about any changes the system made to related entities as a result of the merge.
If any of the merge entities are cross-referenced, the system stops the merge and generates an edit listing. Use the listing to change or remove the cross-references and then restart the Entity Merge Utility.
If you enter N in response to the prompt, the system halts the program and displays the following message: Phantom Report Not Run. The system then returns you to the Entity Merge Utility screen.
Once the Entity Merge Utility program has completed, run the Credit Statistics Calculations program to recalculate the credit information for the key entity.
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