Focus Advanced Publishing Software Tutorial

Merge Customer Records

Every now and then, a customer inadvertently gets assigned two master record codes. Both codes may have been used for transactions, however while one is active the other is redundant. Here are the steps to merge the redundant code onto the active code.

  1. Set the active code as a head office Sponsor
  2. Move all purchase transactions from the redundant code to the active code
  3. Move all sales transactions from the redundant code to the active code
  4. Move a sales orders from the redundant code to the active code
  5. Delete the redundant record

Set the active code as a head office Sponsor

  1. Go to Accounts > Sales Ledger > Customer
  2. Search for the active code in the Account Code box
  3. Select the Account Holder page
  4. Tick the Is a Sponsor box
  5. Click Save button to finish

How to move all purchase transactions from the redundant code to the active code

  1. Go to Maintenance > Data Utilities
  2. Tick and expand the number 5 box beside Move Purchase Transactions from Account to Account.
  3. Then enter the redundant code in the From box, and the active code in the To box
  4. Click OK.

How to move all sales transactions from the redundant code to the active code

  1. Go to Maintenance > Data Utilities
  2. Tick and expand the number 4 box beside Move Sales Transactions from branch Office to head office.
  3. Then enter the redundant code in the Branch Account Code box, and the active code in the Head Office Account Code box
  4. Click OK.

How to move sales orders from the redundant code to the active code

  1. Go to Accounts > Sales Order Processing > Orders 
  2. Click the drop-down arrow underneath Orders to select Transfer Orders
  3. Enter the redundant code in the From Old Account Code box, and the active code in the To New Account Code
  4. Click OK.

How to delete a customer record

  1. Go to Accounts > Sales Ledger > Customer
  2. Search for customer in the Account Code box
  3. Click the Delete button

NOTE: Deleting a customer code that has been used for transactions will affect the integrity of your data and the consistency of reports. Hence, Focus Advanced Publishing software will not delete a customer record with outstanding orders or transactions. If you must delete a customer record, you must first move the associated orders and transactions.