How To Setup Account Matching

This document discusses setting up Account Matching information in the Account Matching Setup form. This information is used to have Collect! automatically check for potentially matching accounts whenever you enter a new Debtor.

Requirements

- Set up Debtors
- A clear understanding of the choices and risks in the Account Matching Setup form

Overview

Account Matching is a very useful and convenient way to check information when you enter a new Debtor or import a large number of new debtors into your database.

Collect! can use criteria you set to search existing records for a suitable match. New records can automatically be filled with information that exists already for this Debtor.

For instance, if you set up a match on phone numbers, every record that is entered for persons at that phone number can automatically have address information filled in. If the new account fills in missing details that are wanting in all similar accounts, such as a new contact or a social security number, this information can be cascaded to all matching accounts.

WARNING: This aspect of Account Matching can be extremely dangerous if misused. You can automatically cascade information that wipes out all existing information across a group by updating it! Please only Cascade the Worked date. Use other settings in the 'Cascade data to other' column ONLY if you ARE SURE of what you are doing.

Prompt Before

It is very wise to switch ON the Prompt before opening or copying switch. This will alert you before changes are made to existing data.

WARNING: If the prompt alerts you that data is about to be Cascaded, make sure that is what you intend!

Matching Accounts Form

After you have setup the Account Matching Setup, you can adjust data sharing on a group and individual level. When you are on a Debtor form, press the Group button to access the Matching Accounts form. This will list all debtors in the group.

There is a Group Member Setup button in the Matching Accounts form. Press this button when any particular group member is selected and you will see the settings for that particular Debtor.

Settings set in the 'Cascade data to other' column of the Account Matching Setup form automatically set switches in the Group Member Setup form. You can change these settings in the Group Member Setup form in the column, 'Share data with other members'. These switches will override the global ones set in the Account Matching Setup form but only for this particular Debtor Group.

Adding A New Debtor To An Existing Group

When you enter a new Debtor and Collect! finds matching accounts in the database, it will alert you and allow you to add this new Debtor to the existing group. The procedure for adding the Debtor, at this point, is the same as ordinary grouping procedure described in Help on Grouping Debtors below.

Data will not be cascaded to the existing group members.

See Also

- How To Group Debtors
- Account Matching Setup