Combining Customer Accounts

Change Customer Number (CCN) can be used when combining two customer accounts to make sure all necessary information is transferred between old and new customers. 

Both of the accounts being combined must either be two asterisk (*) cash accounts OR must be two non-asterisk accounts whose Charge Allowed field is set to either W or N (both W, both N, or one of each) with matching Balance Method fields. Combining of other types of accounts is not available.

Combining customer accounts:

1. Display the Change Customer Number window (CCN).

2. In the Change Type field, select B (Combine). The following window displays.   

3. In the appropriate fields, select both the old customer and the new customer.  

4. Review the information displayed for both customers.

5. Click Combine.  

Changed Information

The system will change the old customer to the new customer in the following files:

• Customer Maintenance

• Authorized Names

• Open Items

• Customer Change Log (Customer Maintenance Changes)

• POS Open Order file

• Deposit Activity Viewer

• Order Change Log

• QuickRecall

• Customer Returns Viewer

• Daily Journal Viewer

• Bad Check List

• Columnar Bids

• Delivery Manifest

Combined Information

The system will combine the information of the old customer with the information of the new customer in the following files:

• Delivery Manifest

• All Balance Fields: Running Balance, Aging Buckets. Finance CHGS YTD, Statement Balance, Statement Discount

• Keep Most Recent Last Purchase Date and Last Payment Date of the Two Accounts

• Keep Highest Account Balance of the two Accounts

• Returns($) YTD

• #Transactions ($) YTD

• LYR Fin Charge

• Amount Last Pay

• Sales PTD

• Sales YTD

• Sales LYR

• Cost PTD

• Coast YTD

• Cost LYR

• Open Order Balance

• Trip Points

• Late Payment History (Payment Tab): Combines # of Times and keeps most recent Last Occurred Date

Copied Information

The system will copy the old customer information to the new customer information if the new customer information is blank in the following files:

• Address: If the new Customer address (Address, City, St, Country, Zip) is blank, the old customer address will be copied to the new customer. If both addresses are the same except for a plus-4 zip, the old customer plus-4 zip will be copied to the new customer if new customer is blank.

• Phone, Fax, and Contact

• Loyalty #

• Bill To

• Credit Message

• Default PO#

• Trade Discount %

• Account Codes

• Category Plan

• Tax Code

• Salesperson

• Social Security #

• Birth Date/Month

• PST Registration

• GST Registration

• Maintain Pesticide Information window (On the MCR Misc tab, click Pesticide License): The License # and Exp Date work together. If the Customer License number that you are copying "to" is blank, then the license number and expiration date that is being copied "from" the other file will be used.

• Freight Factor

• Tax Exempt #/Resale Code and Expiration Date

• Alternate Phone

• Alternate Fax

• Open Quote Doc#/St

• Rebate Plan

• Account Codes

• Email Information Section

• Tax Override Plan

• Prompts in POS

• Prompt Threshold

• Default Price U/M

• Maintain Additional Information fields (On the MCR Misc tab, click Additional Flags): Ship Via, Route, Day, Stop, Customer Type, Sales Rep

• Maintain POS fields (On the MCR Main tab, click POS): All fields shown below except 2nd through 4th fields.

• Maintain Special Charges fields (On the MCR Credit Tab, click Special Changes) . All fields shown below.   

• Previous Pay History (On the Payment tab). All fields shown below.

Other Changes

• Customer Notes (note types 6, 7, 10, 11, and 24): The note from the old customer is appended to the note of the new customer.

• Department Sales History: The system adds the sales history to the new customer.

• Alternate Customer IDs: The system adds the alternate IDs from the old customer to the alternate IDs of the new customer, deleting duplicates.