Merge Individuals in the Global Name List
Before adding a new vendor, employee, or customer record, it's a good idea to verify if the record is already in ACS Financial Suite.
If many ACS users within your organization enter records, your Global Name List may have duplicate records. If a vendor, employee, or customer has two or more records in the Global Name List, you can merge the records.
Before merging records, evaluate the information in both record types to determine which record type to keep. The merged record is deleted from the Global Name List, and you cannot 'undo' the merge. If an individual has more than one record that you want to keep in ACS, you can select the record type you want to merge the duplicate with.
When merging two employee records, any missing years of health care coverage or missing covered individuals will be copied, and the duplicate records will be deleted.
We recommend backing up your financial data before performing a record merge.
An example of duplicate recordsDennis is an employee who also owns a business repairing and tuning musical equipment. He is already in ACS with an employee record type. He is also hired to take care of the musical equipment for the school's music program, when the accounting supervisor adds a vendor record for him in Accounts Payable. At this time, Dennis has one record in the Global Name List, and two record types: an employee record type and a vendor record type.
When Dennis submits his first invoice with the name of his company on it, We Make Music Happen, the accounts payable clerk adds a new vendor record for the name We Make Music Happen. Now, Dennis has two records in the Global Name List and three record types: an employee record type and two vendor record types.
Dennis has two record types that you want to keep, an employee record type and a vendor record type.
- Make a backup of your ACS Financial Data.
- Under Advanced Tools, select the Settings tab.
- In the drop-down list, select General Ledger and click Go
.
- Click on the Name Setup tab, then click Merge.
- Click Select to choose the record in the Merge Individuals window you want to keep. If the individual has more than one record type, select the correct record type in the drop-down list. To verify that you selected the correct record, click View Record.
- To choose the records you want to merge, click Select. You can select up to three records at one time. To verify that you selected the correct record, click View. If you select the wrong record, close the view window, then select the record in the Merge Individuals window, and click Remove.
- When you are ready to merge records, click OK.