Merge sales contacts/debtors

You can merge two sales contacts that are actually one and the same sales contact.

Conversion errors or user errors can result in sales contacts/debtors appearing multiple times in Profit. Using a merge, underlying data of the source that are not present in the target, are transferred to the target. The source is then dropped.

When merging the debtors, all underlying data is copied. These are for example dossier items and financial entries. The master data of a debtor is not copied. If you want to include this, then you can copy it manually

The organisation or the person the debtor was linked to before the merge, still exists.

You can also use the merge function to link debtor data that was linked to the wrong person, to the right person.

Merge two sales contacts/debtors

Merge debtor data to be able to retrieve all data from one location.

Example:

Suppose you added debtor 'A-correct' some time ago. Your colleague has inadvertently added the same debtor 'A error' with a new contact person. However, the data on debtor A should be registered in one location, as otherwise your administration is no longer reliable. When merging, you add debtor 'A-error' to debtor 'A-good'. The data from 'A-error' is deleted after merging, so debtor 'A-error' has disappeared, but you will find the new contact person under 'A-good'.

To merge two debtors:

1. Go to:
   • Order Management / Sales / Sales contact
   • Financial / Debtor / Debtor.
2. Select the sales contactA-incorrect. This debtor will disappear.
3. Click on the action: Merge debtors.
4. In Add to debtor select the sales contact you want to add the to-be-merged sales contact to.
5. Click on: Finish.

Profit adds the current sales contact to the selected sales contact.

Note:

After the merge of two sales contacts the organisation of the removed sales contact still exists. If this is not what you want, you can also merge the organisations.

Transfer debtor data from one person to another person

Correct debtor data that is linked to an existing wrong person by creating a new debtor, linked to the correct person and then merge the debtor data.

Example:

After the conversion to the new version of Profit it appears that debtor A has been linked to the wrong person X. An 'IB' customer X is also linked to this person. And a project A1 is also linked to debtor A.

It is not possible to transfer only the link to a debtor from one existing person to another. This is why you add a new debtor, link this debtor to the correct person, and then merge the wrong debtor with the correct debtor. The existing 'wrong' person continues to exist, with the 'IB' data, but without the debtor data.

Note:

It is advisable to do this first in a test environment. First make a backup of your production environment and restore it as a test environment. This will prevent any fatal errors caused by an incorrect merge.

To transfer debtor data:

1. Add a new debtor and link the debtor to the correct person.
2. Now merge the two debtors:
3. Go to:
   • Order Management / Sales / Sales contact
   • Financial / Debtor / Debtor.
4. Select the sales contactA-incorrect. This debtor will disappear.
5. Click on the action: Merge debtors.
6. In the Add to debtor field, select the number of the new debtor.
7. Click on: Finish.

After completion the debtors are merged, and you will see that the undesirable link to a debtor has disappeared for the person.

Note:

After merging two sales contacts, the organisation of the source contact still exists. If this is not what you want, you can also merge the organisations.