Merging Customers

Use Merge to combine duplicate Customer records into a single Company record. The process begins with the source Company (the duplicate you want to remove) and merges its data into the destination Company (the record that remains). Once completed, the source Company is permanently removed, leaving one consolidated record.

How to Merge

Navigate Sales / Companies. 

1. Open the source Company (this is the one you want to get rid of).

2. Open the Action menu.

3. Select Merge customer.

Note: EVO shows a warning which explains that: all data from this source Customer will be moved to the selected destination Customer, and this source record will be permanently deleted when you continue. The screen also notes automations using the deleted Company as conditions will not run.

4. Click Proceed to go to the Company search. 

5. Select the destination Company.

Note: Source is the Company you started on; the destination is the Company you search for and select next.

6. Click Next. 

7. Click Merge to confirm. 

Note: When the merge completes, the source Company is removed and EVO opens the destination Company. You should see Orders and Estimates (as applicable), Contacts that were added (non-duplicate), and In-Store Credit on the destination if it applied. 

Example: A Contact that was already the primary on the destination can remain, while a non-duplicate source Contact is added, and you can see the orders from both Companies on the one surviving record.

Items Moved or Combined

These move from the source to the destination Company. This is the record that survives.

a. Orders and Estimates and their history (as applicable) move to the destination Company. 

b. Non-duplicate shipping addresses on the source are added to the destination.

c. Non-duplicate Contacts on the source are copied to the destination.

Note: A contact is a duplicate if both first name and last name match a Contact that already exists on the destination. Duplicates are not copied. If two contacts only looked similar but the names were not a full match, they are treated as non-duplicate and the extra Contact is added.

d. In-store Credit: If the source Company has In-Store Credit, that amount is added to the destination Company’s In-Store Credit balance.

Items Not Merged

The destination Company’s values for these items stay unchanged, the source does not replace them, The following remain on the destination and are not overwritten from the source:

a. Billing address.

b. Company phone and fax.

c. Terms.

d. Tax exempt status.

e. Credit limit.

f. Origination and industry types.

g. Customer notes.

h. Customer-specific pricing.

i. Account history (source-specific history does not carry over).

Note: Duplicate contacts (same first and last name as on the destination) are not copied. Related Orders still transfer in those cases and may attach to the matching Contact on the destination.

Orders, Estimates, and Contacts

When a source Contact has Orders or Estimates attached, those documents transfer to the destination Company as part of the merge. 

• If the Contact is not a duplicate, the Contact (with its Orders and Estimates) is transferred to the destination Company.
• If the contact is a duplicate of a Contact on the destination (same first and last name), that Contact is not copied from the source; the Orders still transfer to the destination and remain associated with the matching Contact on the destination record.

Before the Merge

• Be sure the destination (surviving) Company already has the billing, terms, tax, phone, origination, industry, and credit limit you want, because those are not taken from the source. Whatever is on the destination before the merge stays the governing set of values for those fields.
• Copy any customer notes or customer-specific pricing you need from the source to the destination(or save them elsewhere) before you merge. Those do not copy automatically.
• Remember: In-Store Credit on the source will be added to the destination's balance. Plan for that in your review.

After the Merge 

• Use the Destination company’s account history going forward—only the target’s history is retained in that way for that record.