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Client Management

Merge clients

Some of the reasons you may want to merge clients 2 or more clients include:
  • You want to delete old clients with whom you no longer do business. However, you don't want to lose the financial numbers from the database. For this situation, the merge combines the historical data for each individual client you want to delete into a single, summarized historical client. The recommended procedure might be to assign this client an ID such as ZZZDELETED or something similar so that it's always at the end of your client list.
  • A partner has split from the firm and taken their clients with them. You want to delete all of that partner's clients from the database but retain the historical financial numbers. You could merge all of the partner's clients into a new single client created to represent that partner's client activity.
  • You have mistakenly set up the same client twice. But activity has been entered for both clients before the situation is discovered. At that point you would be unable to delete 1 of the clients because of historical data, and you wouldn't want to lose that historical data. In this situation you could merge 1 into the other.
You can't merge a client with the class
Administrative
 with another that is class
Client
 or
Prospect
.

Merge one client into another

  1. Select
    Setup
    , then
    Clients
    .
  2. Right-click the client to merge into another client.
  3. Select
    Merge Client
    .
  4. Enter the client to merge the selected client into in the
    To
     field.
  5. Mark the
    I understand this will move historical data and delete the From Client
     checkbox.
  6. Select
    Merge Now
    . The merge may take a few minutes depending on how much historical data is in the From client.

Merge multiple clients into 1 client

  1. Select
    Setup
    , then
    Clients
    .
  2. Select
    Edit multiple Clients
    .
  3. Select
    Merge Clients
    , then
    Next
    .
  4. Select the clients to merge into another client, then
    Next
    .
  5. Enter the client to merge the clients into.
  6. Mark the
    I understand this will move historical data and delete the From Clients
     checkbox.
  7. Select
    Finish
    . The merge may take a while depending on how many From clients you selected and how much historical data is included.

Data in the From client that doesn't transfer to the To client (and therefore is deleted)

  • All information on the Main tab in
    Setup
    ,
    Clients
    .
  • Primary Contact: To keep the primary contact, add it as a standalone contact.
  • Engagements that the To client already has
  • Billing Instructions
  • A/R Settings on the Billing and A/R tab in
    Setup
    ,
    Clients
  • Client Links
  • Client Custom Fields
  • Client Notes
  • Client History on the History tab in
    Setup
    ,
    Clients
    .
  • Integrated Invoices on the Integrated Invoices screen.
  • Pending Integrated Receipts (receipts received from NetClient CS)

Data that transfers from the From client to the To client

  • Additional Contacts
  • Engagements that the To client doesn't already have
  • All Projects
  • Parent status if the From client is the parent of a client family
  • All Time and Expense entries (billed and unbilled)
  • Remote Time and Expense entries in the Integrated Entries screen
  • All Invoices (paid and unpaid)
  • All Receipts and Adjustments
  • Credit Card Receipts including accepted, pending, and declined receipts. Saved credit cards and bank accounts for the From client aren't transferred to the To client.
  • Service Charges
  • All interactions
  • Client specific schedule items including Scheduled Phone Calls,To Do's, and Meetings
  • File Transfers
  • Recorded events

This article applies to:

  • Product: Practice CS