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Merging Clients

You use the Merge Clients option in the 3-6 Receivable Clients window to merge two client records.

Before merging client records

The merge process does not create a new merged client record, and it does not update fields (such as the address, contact information, and so on) in the "to" record. It simply transfers the records and references (such as invoices and work orders) associated with one client record to another client record.

Therefore, before merging client records, examine both records carefully, and decide which of the two records you want to keep.

Important! You must be logged in with Administrator rights and exclusive access to merge records.

To merge two client records:

Open the 3-6 Receivable Clients window.
(Optional) Display the client record you plan to transfer information from.
Click Options > Merge Clients.

In the Merge Clients window that appears:
1. In the Transfer all records and references from client box, enter the client record from which you are transferring information, if it is not already displayed.
2. In the To client box, enter the client record to which you are transferring information.
3. Click [Next].
  
  If the clients have matching location numbers, with potentially conflicting information, Sage 100 Contractor displays the Locations Manager page, where you can choose whether and how to merge locations to the "to" record.
  
  Likewise, if the clients have matching equipment numbers, Sage 100 Contractor displays the Equipment Manager page, where you can choose whether and how to merge the equipment in the "to" record.
4. On the Locations Manager page, if it appears, indicate whether and how to copy locations in the "from" client that conflict with existing locations in the "to" client.
  
  Note: The left-hand pane of the Locations Manager page lists all locations for the "from" client. Check marks identify locations that will be copied automatically to the "to" client.
  
  If a location conflicts with an existing location number in the "to" client, that location appears in the list with a blank checkbox, indicating that it will not be copied automatically.
  
  The right-hand pane lists all the locations for the "to" client, shown in a normal font. In addition, it shows unique location numbers from the "from" client that will be copied over to the "to" client. The latter locations are shown in a bold, italic font.
  - Leave the checkbox blank if the geographical location is the same as the one with the matching location number in the "to" client.
  - Select the checkbox if the geographical location is different from the location with the matching location number in the "to" client.
    
    Important! If you select a checkbox, you must enter in the Location# column the new, unique location number to assign in the "to" client.
  Click [Next] when you are satisfied with your location assignments.
5. On the Equipment Manager page, if it appears, indicate whether and how to copy equipment in the "from" client that conflict with existing equipment in the "to" client.
  
  Note: The left-hand pane of the Equipment Manager page lists all equipment for the "from" client. Check marks identify equipment that will be copied automatically to the "to" client.
  
  If a location conflicts with an existing equipment number in the "to" client, that equipment appears in the list with a blank checkbox, indicating that it will not be copied automatically.
  
  The right-hand pane lists all the equipment for the "to" client, shown in a normal font. In addition, it shows unique equipment numbers from the "from" client that will be copied over to the "to" client. The latter locations are shown in a bold, italic font.
  - Leave the checkbox blank if the physical equipment is the same as the one with the matching equipment number in the "to" client.
  - Select the checkbox if the physical equipment is different from the one with the matching equipment number in the "to" client.
    
    Important! If you select a checkbox, you must enter in the Equipment# column the new, unique equipment number to assign in the "to" client.
6. Click [Finish].
7. Click [Yes] at the message asking whether you want to continue the merge process.

Then Sage 100 Contractor:

Copies locations and equipment records to the "to" client, as specified in steps 4(d) and 4(e).
Deletes all locations and equipment from the "from" client.
Adds the "from" client's beginning and current balances to the "to" client's balances, and clears the balances from the "from" client.
Sets the "from" client record inactive.