Merging Records in Novi

1. Find the Members You Want to Merge

  • The search box is a helpful tool for locating the two records you'd like to merge.
  • Inside the member data, check the records that you'd like to merge.

2. Merge

  • Inside of batch actions, select "Merge records."
  • Only two records can be merged at a time. To merge more than two member records, simply repeat the merge process multiple times.

3. Determine "Winning" & "Losing" Data

  • Pressing "Merge records" will open up the modal below.
  • Choose which data you want to keep from Record One and which you want to keep from Record Two.
  • When merging two "person" records, don't forget to keep the correct User Account so the person can continue to login to the site.
  • Click the "Merge Records" button to save, and the records are merged.

NOTE: If any staff members you are moving over were the primary/billing contact on a record, you'll have to give them that access again once the merge is complete.

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Troubleshooting:

Companies vs. People

Only records of the same "Company" or "Person" status can be merged. If you are attempting to merge a company record and a person record, you will notice that the system will prevent this by gray-ing out the merge button. 

To update this, simply change the record that should actually be a person or company by going to the record > Settings > click "This customer is actually a company (or person)" and the record will automatically update. You will then be able to proceed with the merge.

Parent/Child Relationship

If one record is the parent of the other, an error will occur during the merge. In this case, remove the parent relationship and try the merge again.

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When to Merge Records in QuickBooks

In certain circumstances, merges must be initiated within QuickBooks:

  • When both companies have deposits and/or sales receipts associated with them.
  • When books are closed, limiting Novi's access to them.

Learn how to merge records in QuickBooks.

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