BEST POS - Merge duplicate customers

Merge Duplicate Customer Records in BEST POS (Retail)

Summary

This article explains how to find duplicates, choose a master record, merge customer data, and archive/delete extras. Checks include on-account balances, open invoices, credits, and tax/pricing settings to avoid inconsistencies.

Step-by-step Instructions

1) Prerequisites

  • Customer admin rights (Back Office recommended for this task).
  • Recent backup (export/snapshot) before merging.
  • No active sales for the records being merged.

2) Identify duplicates

  • Search by phone, email, customer number, and name (spelling variants).
  • Use “same contact” filters when available to isolate likely duplicates.
  • Open each record and note: on-account balance, history, price level, tax group, cards/IDs.

3) Choose the master record

  • Keep the most complete and current profile (contacts, taxes, terms, official number).
  • Note the customer number to keep and which fields to bring over (secondary email, card, notes).

4) Merge the data

  1. In Back Office, run the merge function or plan a manual consolidation (reassignment) if your build lacks it.
  2. Select the master (destination) and one or more source records (duplicates).
  3. Pick which fields win (address, emails, phone). Ensure the correct tax group and price level remain.
  4. Include all financial activity: open invoices, credits, account balances, and history must be attached to the master.
  5. Confirm to execute the merge (or reassign transactions manually where required).

5) Archive or delete duplicates

  • Mark source records inactive or delete per policy.
  • Cards/IDs: transfer/remap to the master and disable on duplicates.
  • Add a note on the master (“Merged on YYYY-MM-DD, duplicates X/Y”) for traceability.

6) Post-merge validation

  • Search by name/phone: only one record appears.
  • Customer statement: balances and aging align; no discrepancies.
  • History: invoices and settlements visible under the master.
  • Test a sale: confirm tax and pricing behave as expected (Subtotal).

Fixes and FAQs

  • No Merge function: do a manual reassignment (attach transactions to the master), then mark duplicates inactive.
  • Customer number conflict: assign a temporary ID to duplicates, then rerun the merge.
  • Balance discrepancies: rebuild customer ledger / refresh transactions; check posting dates.
  • Undo a merge: restore the backup or recreate the second record and reassign per policy.
  • Privacy: remove obsolete data and follow retention policy.

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