There are several reasons for having duplicate Account numbers in MRSware:
In the case of the first, multiple locations, you may want to add another identifier to the Account number to indicate location -- creating unique numbers in your system for each branch and rep assigned. In the case of the second, duplicate Customers, you can use the Remove Duplicates tool to merge the two Companies showing in the Customer listing. You will do this in Companies.
If it's the third or fourth cases, where there is either an incorrect or old number in the system that you no longer want to see, you have the option of removing the duplicate Account number. The Remove Duplicate Account Numbers function makes it quick and easy to reassign all related information in the system to the correct/current Account Number and get rid of the old one... **Please use caution with this tool, because once an Account number is removed, it CANNOT be undone, it is gone.
Here's how to remove duplicate Account numbers:
- The manufacturer uses the same account number for a company with multiple branches with a central billing location,
- One customer appears in the Customer listing twice, each with a different account number,
- A second Account number was entered for the same Customer in error,
- The Manufacturer updates their system and changes Account Number formats over time.
In the case of the first, multiple locations, you may want to add another identifier to the Account number to indicate location -- creating unique numbers in your system for each branch and rep assigned. In the case of the second, duplicate Customers, you can use the Remove Duplicates tool to merge the two Companies showing in the Customer listing. You will do this in Companies.
If it's the third or fourth cases, where there is either an incorrect or old number in the system that you no longer want to see, you have the option of removing the duplicate Account number. The Remove Duplicate Account Numbers function makes it quick and easy to reassign all related information in the system to the correct/current Account Number and get rid of the old one... **Please use caution with this tool, because once an Account number is removed, it CANNOT be undone, it is gone.
Here's how to remove duplicate Account numbers:
1. In the Shortcuts panel, click on "Customers"
2. On the Menu bar, click on "Customers" and select "Account view"
3. In the Customer Listing, multi-select the Company with the duplicate Account numbers
4. Right-click and select "Bulk" → "Remove Duplicate Account Numbers"
2. On the Menu bar, click on "Customers" and select "Account view"
3. In the Customer Listing, multi-select the Company with the duplicate Account numbers
4. Right-click and select "Bulk" → "Remove Duplicate Account Numbers"
5. In the Duplicate Customer Account Removal Form, select the first line and choose either "Keep" or "Merge".
6. Repeat the action with the second line, choosing the alternative, "Keep" or "Merge", to the first line.
You will see the colored flag at the beginning of each line indicating which selection was made. Keep is the Account Number that you wish to use going forward; while any selected as Merge will be removed from the system. All Orders, Invoices, etc. in the system that are currently marked with the Merge Account Number will be updated to show the Keep Account Number... I.e. you have just updated all related information in the system for the Account Number that you do not want, and reassigned those items to the one that you want to use going forward.
7. When you are satisfied with your choices, click "Ok".
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