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Merging Customer or Invoice Records

Product Team
  • Updated

When and why would I merge records within Resolve?

 

If you are utilizing one of Resolve's multiple integrations options and connected with an external source accounting platform, you might find some records duplicated within Resolve. This can happen due to various reasons, such as customer direct applications or checkout invoices. 

 

When these records are manually created, you can solve duplications of records with the Merge Records functionality, which essentially converts the manual record into a synced record that links back with your accounting platform. 

 

An example:

  • You are integrated with QuickBooks Online
  • QuickBooks Online sync process pulls down Customer A from QuickBooks Online into Resolve
  • Customer A also starts a direct application via your direct application link
  • At this moment, you would see two records of Customer A:
    • Customer A
      • Source: QuickBooks Online sync (external source)
      • Status: Needs credit check
    • Customer A
      • Source: Direct application (manual)
      • Status: Reviewing credit (pending approval) or Enrolled (approved already)
  • To address the duplicate records, you should use the Merge records functionality to transfer the link between Resolve and QuickBooks Online to the manually created Customer A record, as it is already in the credit approval status.
  • This action will automatically archive the previously linked Customer A record. 

 

How do I merge records?

Merging customer records in the Resolve dashboard

  • Find the manually added customer record 
  • Click on "Merge customer records" under the right-hand kebab menu 
  • Please note: a warning icon will only appear if:
    • You are connected to an external accounting platform
    • The customer record is not synced from the accounting platform

merge customer.png

Merging invoice records in the Resolve dashboard

  • Find the manually added invoice record 
  • Click on "Merge invoice records" under the right hand kebab menu 
  • Please note: a warning icon will only appear if:
    • You are connected to an external accounting platform
    • You have auto-bookkeeping payout sync enabled
    • Invoice record is not synced from the accounting platform

merge invoices.png

 

What happens when records are merged?

For invoice and customer records' relationship to your accounting platform:

  • The previously synced record is unlinked from the accounting platform and archived
  • The link with the accounting platform gets transferred over to the target record
  • The target record is now linked to the accounting platform

For customer records from a data perspective:

  • Customer name remains the same 
  • Customer email:
    • If the target customer is not credit approved, then the email is transferred from the old record to the new record
    • If the target customer is credit approved, then the email is not updated due to security reasons 
  • Customer AP email:
    • If the target customer is not credit approved or if the AP email field is empty, then the email is transferred from the old record to the new record
    • If the target customer is credit approved, then the email is not updated due to security reasons
  • Address: transferred from old record to the new record 
  • Phone: transferred from the old record to the new record
  • All other associated records and transactions — such as users, payments, invoices attached to the customer record — are transferred from the old record to the new record

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