In some situations you may want to combine two records. For example, if you have records in your cards list for two suppliers who have merged their operations, or if you have separate accounts for two departments whose sales figures you now want to combine.
When you combine two records, you identify one as the primary record and the other as the secondary record. The primary record becomes the owner of all the transaction details (transactions, jobs, history, and so on) currently linked to the secondary record and the secondary record is deleted.
NOTE : History for closed financial years is not combined When you complete the Start a New Financial Year routine, the previous financial year is closed and your transactions are locked. When you combine records, the history for closed financial years is not updated; hence your historical reports will not display combined amounts for these periods.
Combining cards
You can combine customer, supplier and personal cards, providing that the cards are of the same type.
You cannot combine:
- cards of different types
- cards with different currencies [ABSS Premier range only]
- cards if the primary card is inactive.
When cards are combined, the non-transaction card information for the primary card-such as card name, address and buying and selling details-is retained as the default information for the combined card. The transaction details for the secondary card are added to the primary card. Non-transaction information for the secondary card is deleted.
To combine two cards
- Go to the Card File command centre and click Cards List. The Cards List window appears.
- Select the primary card. This is the card that the transaction details will be transferred to.
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Click Actions and choose Combine Cards. The Combine Cards window appears.
The primary card appears under the Primary - Move all transactions to list. If you want to, you can choose a different primary card from the list.
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Select the secondary card from the Secondary - Remove all transactions from list.
CAUTION : The next action cannot be undone Before continuing, check that you have selected the correct cards to be combined. If you combine the wrong cards, you will have to restore them from a backup and re-enter transactions posted to those cards since the backup.
- Click Combine Cards. A confirmation window appears.
- Click OK to confirm you want to combine the two cards.
Combining accounts
You can only combine accounts that are:
- local currency accounts [ABSS Premier range only]
- accounts of the same account type (for example, asset and expense accounts cannot be combined) and
- detail accounts.
You cannot combine header accounts or accounts that are linked to other accounts.
When accounts are combined, the non-transaction account information for the primary account-such as account name, description and bank details (for banking accounts)-is retained as the default information for the combined account. The transaction details and opening balance of the secondary account are added to the primary account. Non-transaction information for the secondary account is deleted.
NOTE : Budgets and job budgets not combined Budgets and job budgets for the secondary account are not added to the budgets and job budgets of the primary account. You need to revise the budgets of the primary account after combining them.
To combine two accounts
- Go to the Accounts command centre and click Accounts List. The Accounts List window appears.
- Select the primary account. This is the account that the secondary account transaction history and opening balance will be transferred to.
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Click Combine Accounts. The Combine Accounts window appears.
The primary account appears under the Primary - Move all transactions to list. If you want to, you can choose a different primary account from the list.
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Select the secondary account from the Secondary - Remove all transactions from list.
CAUTION : The next action cannot be undone Before continuing, check that you have selected the correct accounts to be combined. If you combine the wrong accounts, you will have to restore from a backup and re-enter transactions posted to the accounts since the backup.
- Click Combine Accounts. A confirmation window appears. To confirm you want to combine the two accounts, click OK.