Exact Synergy Enterprise

Determining Target and Source of Accounts to be Merged

Introduction

In the Deduplication process, accounts are merged when two or more accounts are found to have similar information. One of the reasons for this can be due to typography or spelling errors such as when typing out a company name. Another reason is when the information for a company is recorded by two different people causing two different codes to be created for the same company. These accounts will then have to be merged so that communication with the account can be more efficient. This also ensures that all correct information is available from a single source.

The following sections will describe how you can determine whether an account is designated as a target or source when it is merged. The source account will be merged to target account.

Menu path

Customers/Reports/Quality analysis/Deduplication

Roles & rights

Only authorized users will be able to define the criteria and conditions to remove and merge similar data. To remove or merge identical data, function right 608 - Allows to perform accounts/contact deduplication tasks is required. Users with the Administrator role on a Corporate level have this function right.

For more details on what you can do with function rights or levels, go to System/Setup/Security/Function rights, select the required module, and then click on the relevant ID. To find out the functions you can perform with a particular role, go to System/Setup/Security/Roles, type in the description, click Refresh, and then click the required link under the Role column.

Button

There are no applicable buttons.

Description

Applicable merging conditions

The following table determines the account types that can be merged.

	Not validated	Associate	Suspect	Lead	Prospect	Customer	Reseller	Division	Supplier	Bank	Employee
Not validated	Yes	Yes	Yes	Yes	Yes	Yes	Yes	No	Yes	No	No
Suspect	No	Yes	Yes	Yes	Yes	Yes	Yes	No	Yes	No	No
Lead	No	Yes	No	Yes	Yes	Yes	Yes	No	Yes	No	No
Prospect	No	Yes	No	No	Yes	Yes	Yes	No	Yes	No	No
Customer	No	No	No	No	No	Yes	Yes	No	No	No	No
Reseller	No	No	No	No	No	No	Yes	No	No	No	No
Associate	No	Yes	Yes	Yes	Yes	Yes	Yes	No	Yes	No	No
Division	No	No	No	No	No	No	No	No	No	No	No
Supplier	No	No	No	No	No	No	No	No	Yes	No	No
Bank	No	No	No	No	No	No	No	No	No	No	No
Employee	No	No	No	No	No	No	No	No	No	No	No

Other conditions

Apart from the above, other conditions that will not allow the merging of accounts include the following:

One account has a debtor number while the other does not, thus the system is unable to determine which should be the target.
One account has a creditor number while the other does not, thus the system is unable to determine which should be the target.
The source account has a debtor number and the target account is either a supplier or employee.
The source account and the target account both have debtor numbers in the same division.
The source account and the target account both have creditor numbers in the same division.
The source account and the target account both have the same items that are linked in the account item field.
The source is of account type associate and the target is of account type suspect, lead, or prospect; however, merging can be done via the single merging function at Customers/Reports/Quality analysis/Doubles – Accounts.
Account types of division, bank, and employee; however, the duplicates of these accounts will be listed in the deduplication report.

Determination of source and target

Determining the source and target accounts to be merged is done when two accounts are compared. The following criteria are used when determining which account overrides the other when data is merged:

Account type – The following is the ranking of account types where the higher ranking account type will be set as the target:

Reseller
Customer
Prospect
Lead
Suspect
Associate
Not validated

Time of change in account type – In the event where two accounts are of the same type, the time of change in the account type will be taken into account. The account that has most recently changed its account type will be set as the target.