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How to Split an Account: https://help.pm.leapevent.tech/a/2003687
Sometimes people (aka Contacts) in a household, business, or organization (Account) go their separate ways. When this happens, you can split the Account in PatronManager to ensure that you don't lose the data, but can continue to track the newly-separated Accounts moving forward.
In this article, we'll walk you through:
- How to split an Account
- How to move Ticket Orders to the new Account
- How to move Donations to the new Account
At the end, we also have some Frequently Asked Questions (FAQs).
1. Split the Account
The best way to split an Account is to create a new Account, and then editing the Contacts you'd like to move to associate them with the new Account.
1.1. Create a new Account
From the Accounts tab, click New to create a new Account.
Select the record type for the new Account and click Next.
In this example, we'll choose an Individual Account.
Add an Account Name and any other details you wish, then click Save.
1.2. Go to the Contact you wish to split out and click Edit
1.3. Remove the current Account Name
1.4. Find and select the new Account
1.5. Save
1.6. Repeat steps 1.2-1.5 for any other Contacts you wish to split out into the new Account
1.7. Clean up the original Account
The original Account may still have fields that reference the individual(s) that were split out into the new Account. We recommend updating the original Account to reflect the changes.
We recommend looking at the following fields to update, and your organization may have additional custom fields that need updating too:
- Account Name
- Informal Salutation
- Formal Salutation
- Informal Address Name
- Formal Address Name
- Donor Recognition
In the example above, we're changing the Account Name and saving our changes!
2. Move Ticket Orders (optional)
After splitting the Account and moving Contacts over to the new Account, any previously-created Ticket Orders will still appear in the Ticket Orders related list for the original Account.
If you want to move Ticket Orders over to the new Account that you created, you'll need to update the Contact and Account on the Ticket Orders.
3. Move Donations (optional)
After splitting the Account and moving Contacts over to the new Account, any previously-created Donations will still appear in the Donations related list for the original Account.
You have a few options for handling these Donations, depending on how you'd like them to relate to the different Accounts, and you can handle different Donations with the method that makes most sense for each Donation and your organization's reporting practices:
- If you want to move a Donation over to the new Account that you created with no connection to the original Account
- If you'd like the Donation linked to both Accounts for future acknowledgments maintaining a connection with both Accounts
- If you don't want the Donation linked to both Accounts, but still want to see the historic connection to different Contacts keeping only the connection to the original Account
Frequently Asked Questions (FAQs)
If you're using the Related Accounts feature, when you split a Contact out into a new Account then it will retain an indirect Relationship to the original Account, as noted by the Direct checkbox in the Related Accounts related list.
Hover over the Related Accounts link to view this list!
This can be helpful to see previous associations with other Accounts. However, if you truly wish to separate the Accounts without a trace back to the original Account, you can do so with the following steps.
1. Click the dropdown arrow for the Account you wish to remove
Hover over the Related Accounts link to view this list!
2. Click Remove Relationship
