Merge Codes

Navigator > Setup > Company > Utilities > Merge Codes

You can merge two masterfile records into one. See the different code types below to see how data is merged. We recommend checking this before merging, to make sure no required data is lost in the merge.

The masterfile record with the To Code will be retained in the masterfile data. The From Code record will be deleted. Any affected word lookups will be rebuilt.

When you Merge codes:

each change is recorded in the Alias and Merge Log.
each change is appended to an Alias.csv file in the data directory.
the Merge event and Backup Confirmation are recorded in the File Recovery log.
if the merged records are Change Tracked the Merge is recorded as a Delete of the From Code and an Update of the To Code.
for change tracking of other tables containing the merged code the Merge is recorded as an Update.

Tracking and logging is useful when you are integrating a third party application that will need to consider merged records.

Note that some Code types cannot merge, such as Fixed Asset codes and Depreciation transactions.

Code Type	Data Effect
All Masterfiles	Links and Memos are merged from the From Code to the To Code. Documents are merged from the From Code to the To Code. Transactions are merged from the From Code to the To Code. Balances are summed between the From Code and the To Code. Budgets are summed between the From Code and the To Code. Active From Codes cannot be merged to an inactive To Code. Records with different Currency Codes cannot merge. The 0000 Unspecified Code cannot be used as a From Code, as this code must exist.
AR Customer AP Creditor	The records being merged must have the same Tax Regime. Customer or Creditor Type must allow the merge. Normal, One-Time and Cash Type customers cannot merge to a Prospect Type. Cash Type customers cannot merge to Normal or One-Time Type. Contacts are copied from the From Code to the To Code. Delivery Addresses on the From Code with a Code that does not exist on the To Code will be copied across. Delivery Address codes on the From Code that exist on the To Code will be deleted. Banking details on the From Code will be deleted.
IC Product	Suppliers are merged from the From Code to the To Code if there is no conflict. Bar codes are merged from the From Code to the To Code. UOM Codes are merged from the From Code to the To Code if there is no conflict. Bin Code, Minimum and Maximum quantities are merged from the From Code to the To Code if they are not already entered on the To Code. Information tab details for the From Code will be deleted. Image path for the From Code will be deleted. Components for the From Code will be deleted. Pending transactions are merged from the From Code to the To Code. Activity tab figures are summed between the From Code and the To Code. Prices for the From Code will be merged to the To Code if there is no conflict. Diminishing to Non-diminishing IC Product Code (or vice versa) cannot merge. Product Tracking for the products must match for merge to proceed. Tax records for the To Code are retained. If the From Code has tax records for regimes not in the To Code, these will be merged.
IC Location	Cannot merge IC Location Codes until all stock transfers have been processed. Cannot merge IC Location Codes when the From Code location has unposted Stocktakes. Cannot merge IC Location Codes when the From Code location and To Code Location do not have matching Bin Tracked settings. (Accredo Saturn Only)
CB Bank Account	CB Bank Codes with a From code with no closed statements can merge. Details tab data from the From Code are deleted. Statements from the From Code are merged to the To Code. Rules are merged from the From Code to the To Code. Automatic Payments are merged from the From Code to the To Code. Banking Summaries are merged from the From Code to the To Code.
GL Account	GL Account Codes of the same Account Type can merge. You will be required to run a GL File Recovery after merging GL Account Codes. Account and Reporting tab details for the From Code will be deleted.
GL Budget Codes	You will be required to run a GL File Recovery after merging GL Budget Codes.
JC Job	JC Job Codes of the same Job Type, Job Status and Job Currency Code can merge. The Description tab and Information tab details for the From Code will be deleted. Address details for the From Code are deleted. Estimate lines from the From Code are deleted. Pending transactions are merged from the From Code to the To Code.
CO Media Codes	CO Media Codes Cash, Cheque and Other cannot be used as a From Code as these must exist.
CO User Codes	Cannot merge the current logged-in user. Details from the User, Permissions. Roles Settings, Preference, Email and Image tabs for the From Code will be deleted.
CO Branch and Department Codes	You will be required to run a GL File Recovery after merging Branch or Department Codes. (Accredo Saturn Only)
Category Codes	All references to the From Code will be changed to the To Code.
Analysis Codes	The 0000 Unspecified Code cannot be used as a From Code, as this code must exist. Tax records for the To Code are retained. If the From Code has tax records for regimes not in the To Code, these will be merged.

Warning: You will be prompted to back up your data before running this utility, as this utility restructures Accredo data files. If you experience power or other failure during posting, restore the backup and perform the Merge again. Do not run a file recovery before performing the steps above as file recovery will delete records relating to missing codes.

A log is appended to the Error Log. Each merge is appended to an Alias.csv file in the data directory as a change log. Use this when integrating with a third party application to identify the merged records. Validate the GL after merge on GL Account codes to identify any issues in the Chart Of Accounts.

Select Code

Select the type of code to be aliased. To include inactive records click Show Inactive Records (Ctrl+I). To open a list of Merge Codes, click Open (Shift+F12).

From Code

Select an existing code from the list of codes. To include inactive records click Show Inactive Records (Ctrl+I). To open a list of Merge Codes, click Open (Shift+F12).

To Code

Select an existing code, that the From Code will be changed to.

Description

The description for the code. Read-only.

Grid Toolbar

Expand Toolbar (Alt+F9)

Expand the toolbar to give access to all toolbar options. Press Esc to close the expanded toolbar.

Insert (F4)

Insert a line.

Move up / Move down

(Shift+Up)

(Shift+Down)

Move a line up or down the grid.

Delete (F3)

Delete a line.

Customise (Alt+F5)

Opens Customise Fields, you can customise the fields visible in the grid.

Import (Alt+I)

Import a list of codes to be merged. This can save time from entering codes individually. The import file must be a text file with one line per code change. The fields on the line can be separated by commas (CSV format) or Tab characters (Tab delimited).

Field	Format	Size
From code	Alpha	Depends on code selected
To code	Alpha	Depends on code selected

Additional fields will be ignored by the import. Only lines in which the From code and To code differ, and a match for the From code is found are imported. When you import if there are errors you are prompted with the Merge Importing report selections, this report shows the error messages for lines which are not imported. If there are errors an exceptions file containing the rejected records is created with file name extension .EXC. Click Post (Alt+T) to merge the imported selections.

Buttons

Print (Ctrl+P)

Print the Summary of Merge Codes report. See Report Selections Form.

Post (Alt+T)

Post the changes.