Our Platform. Your Vision.

Search

Unable to Merge Duplicate or Transfer Records

Overview

It is possible that you might encounter an error when attempting to transfer records or merge a duplicate such as - Operation Not Permitted: This action would create duplicate value for one or more fields.

It typically means that both records are on the same contract and that needs to be corrected before Merging or Transferring Records. Now we offer the contract, and the specific number that is causing the issue. 

 

 

Both Records on a Membership, Pass, or Program Contract?

Void the Enrollment off of the Contract(for memberships, passes, bookings):

  1. Edit Contract and on Customer tab, remove the duplicate as enrollee, adjust the count, and accept changes without an invoice.  This will terminate the duplicate customer immediately.

     
  2. Void the Enrollment on the contract, then proceed with merge or transfer records. Expand the Enrollment on the Enrollments tab in the contract.

image-20240701-023657.png
 

IMPORTANT - Void Enrollment DO NOT VOID CONTRACT

Once a contract is voided, you cannot make edits.  If the contract with both records is voided, Mark one record inactive as when both records are on an Agreement

 

Change the Contract Holder or Enrollment (if the incorrect customer is assigned)

  1. Go to the customer records.
     

  2. Check their contracts: there is likely a contract that has both customer records on it as either contract holder and/or enrollees.

    If you can not tell the two accounts apart? Edit the record you want to get rid of and add a period (.) or other character to the middle name field.


     

  3. Once you find it, do one of the following steps to resolve.

If the duplicate is on the contract in error, change it to the correct person. Once removed from the contract, you can proceed with transferring records.

 

image-20240808-232647.png

 

Both Records on an Agreement Contract

Agreements cannot have the enrollment voided, so if you are unable to take one of the steps above to correct the agreement (change contract holder or change enrollment, then you must resolve the duplicates as separate customer records, then manually inactivate one.  

  1. Resolve the duplicate as separate customers.  This stops the system from flagging as a duplicate.
  2. Make one of them inactive, and manually "move" any cusotmer record details (address, phone, belay status, etc) to the account you are keeping. 
  3. You cannot cancel or void enrollments on a waiver.  
     

Additional Troubleshooting

If you can’t find the duplicate in contracts, check the two accounts for a duplicate barcode and delete from the account you will inactivate.