Setup firm administration

Merged client details

This topic explains how Digita Practice Advanced treats information when you merge one client into another.
For the purpose of this topic,
Client A
 refers to the source client, and
Client B
 refers to the destination client.
General
Client Class
  • Clients of class Client or Prospect can be merged with other clients of class Client or Prospect
  • Clients of class Administrative can only be merged with other clients of class Administrative
Client Status
  • If Client A is active and Client B is inactive, all of client A’s engagements become inactive
  • If Client A is active and Client B is inactive, all open schedule items (including projects and tasks) are canceled, except for scheduled phone calls.
Clients setup screen
Main tab
  • Digita Practice Advanced retains Client B’s information and deletes Client A’s information
  • Referred by
     field
    • Other clients referred by Client A are now referred by Client B
    • Clients referred by Client A’s primary contact are now referred by Client B’s primary contact
Contacts tab
  • Digita Practice Advanced deletes Client A’s primary contact
    • If a deleted contact was also a preferred and/or billing contact for another client, Digita Practice Advanced uses that client’s primary contact as preferred and/or billing contact
    • If a deleted contact was also an additional contact for another client, Digita Practice Advanced replaces the additional contact with Client B’s primary contact
  • Digita Practice Advanced adds preferred contact, billing contact, and additional contacts from Client A as additional contacts for Client B
  • Other clients referred by Client A’s contact are now referred by Contact B’s contact
Engagements tab
  • Engagements assigned only to Client A are changed to Client B’s engagement
  • Engagements assigned only to Client B are unchanged
  • If an engagement is assigned to both Client A and Client B, Digita Practice Advanced retains Client B’s engagement setup and deletes Client A’s engagement setup, including rates, recurring bills, surcharges, links, and custom fields
Projects tab
  • All of Client A’s projects are merged with Client B’s projects
  • Client A’s projects are unchanged except for the assigned client
  • Client B’s projects are unchanged
  • If a project for Client A is assigned to an engagement that is already assigned to Client B and the project has the status of inactive for that engagement, then Digita Practice Advanced cancels Client A’s open projects for that engagement
Billing and A/R tab
  • If Client A was a parent to other clients, then Client B is the new parent to those clients
  • If Client A was a subsidiary to other clients, the parent/subsidiary relationship is lost
  • Digita Practice Advanced retains all of Client B’s information and deletes all of Client A’s information, including billing instructions, A/R options, invoice & statement delivery, and saved credit cards and bank accounts
Client links and custom fields
  • Client A’s client links and custom field values are deleted
  • Client B’s links and custom fields are unaffected
Client notes
  • Client A’s notes are deleted
  • Client B’s notes are unaffected
Client history
Client A’s history is lost
Time and Expense Entry
Time and expense entries
  • Client A’s time and expense entries transfer to Client B, including links and custom fields
  • Transferred amounts are marked as overridden to prevent recalculation
Remote entries
  • Remote entries in Client A’s Integrated Entries tab transfer to Client B
  • Remote time entries transmitted for Client A after merging produce a "client not found" message on the Integrated Entries tab
Billing
Invoices
  • Invoices for Client A are transferred to Client B, including links, custom fields, and changes made in Compose
  • The following rules apply when Client A has invoices printed to Digita NetClient.
    • If Client A’s billing contact is not the primary contact, then the billing contact is transferred to Client B along with portal information
    • If the billing contact is the primary contact, then the contact is deleted
    • All invoices remain in the existing portal
Accounts receivable
Receipts
  • Receipts for Client A transfer to Client B
  • Pending receipts for Client A in the Integrated Receipts tab are deleted
  • Pending receipts for Client B in the Integrated Receipts tab are unaffected
  • Saved bank accounts for Client A are deleted
Service charges
  • If service charges for merged clients were posted on the same date, they are combined
  • If Client A and Client B use different service charge rates, any of Client B’s service charges that are comprised of service charges merged from Client A are marked as overrides
Other items
Interactions
  • Interactions for Client A are transferred to Client B
  • Digita Practice Advanced replaces the contact for merged interactions with Client B’s primary contact
  • Client B’s interactions are unaffected
Schedule items
Client-specific schedule items include scheduled phone calls, to-do items, and meetings. Also see the Projects tab section earlier in this topic.
  • Client A’s schedule items are transferred to Client B
  • Client
     field is changed to Client B
  • Transferred items include assigned staff, calendar entries, and all types of custom fields and links
  • With Contact
     field for scheduled phone calls is changed to primary contact for Client B
File transfers
File transfers for Client A are transferred to Client B
Recorded events
Recorded events for Client A are transferred to Client B

This article applies to:

  • Product: Digita Practice Advanced