About Merging Accounts

Warning: Merging accounts is a three-step process. It is important that you complete the three steps in sequence, as not doing so could affect the validity of your accounting data. See Merging Accounts for more details.

Duplicate accounts that have been used on a FinancialForce transaction can be merged, but you must read this topic first to understand what is involved. We also recommend that you read the corresponding topic "Merging Duplicate Accounts" in the Salesforce Help, as this uses a feature of the underlying Salesforce.com platform.

You can merge up to three accounts at a time, one master and up to two "merged" accounts. See Merging Accounts for more details.

Before you start

You must ensure that the new master account record (the one that you want to retain) has been configured correctly.

See About Customer Accounts, About Vendor Accounts and About Intercompany Accounts for more details.

Validation rules

The accounts involved in a merge must comply with the following validation rules before the merge is allowed to go ahead:

• All accounts must have the same account trading currency
• All related documents Used to enter financial information into the application. Examples include invoices, credit notes (memos), cash entries, and journals. must be "Complete"
• All related payment proposals must be "Complete"
• The account does not belong to a company (it is not an intercompany account).

Warning:

If the merge fails because the account currencies involved are different, do not try to change an account's currency. This could affect the validity of your accounting data.

Field updates and auditing

On the related documents, the only field that is updated during a merge is the Account field. All other original document details, such as credit terms Set of terms used to determine due dates and discounts for the goods and services bought or sold. Terms can be set at account level for vendors and/or company level for customers. and tax details are retained.

On the related transaction line items, both the original account (Original Account field) and the current account (Account field) are recorded. The current account is the master account involved in the most-recent merge. The original account is the account in force at the time of the original posting. Once defined, the original account never changes. The original account is only recorded at transaction line item level.

Balance Update

Your live balances are not updated automatically during an account merge. You must update these balances manually immediately after the account merge. See step 3 in Merging Accounts for more details.

The live balance records for the merged accounts are moved to the recycle bin A page that lets you view and restore deleted information. Access the Recycle Bin via the link in the sidebar..