Account Merge - Consolidating Two Accounts

The Account Merge tool combines two accounts into one by moving members and accounting transactions from a source account to a destination account. This is useful when duplicate accounts exist or when an organizational restructuring requires consolidating account history.

When to Use Account Merge

Common scenarios for merging accounts:

• A customer was accidentally created with two separate accounts
• An organization is restructuring and needs to combine account histories
• A subsidiary account should be absorbed into a parent account

Performing a Merge

To merge two accounts:

1. Navigate to Tools > Account Merge in the Ecommerce portal
2. Select the Source Account (merge from) — this is the account whose data will be moved
3. Select the Destination Account (merge into) — this is the account that will receive the data
4. Click the Merge button

The description reads: "This tool merges members and accounting transactions from the source account to the destination account. Account information like contacts, membership details, etc are not changed. When complete, the membership settings should be reviewed manually and the source account should be closed."

What Is Merged

The merge operation moves the following from the source account to the destination account:

• Members — people associated with the source account are linked to the destination account
• Accounting transactions — all charges, payments, credits, deposits, and other financial records are transferred

What Is Not Merged

The following are NOT changed automatically during a merge:

• Account name
• Primary contact
• Billing contact
• Charge method and billing terms
• Credit limit
• Membership type, status, and dates
• Notification preferences
• Payment methods on file
• Invoice and statement layouts
• Discount codes

These settings remain as they were on the destination account before the merge.

Required Post-Merge Steps

After the merge completes, the system displays this message:

Merge Complete

1. Manually verify that the destination (merge into) account has membership correctly configured by editing the account record and verifying Membership Type, Membership Status, Expiration, Join and Anniversary.
2. Manually close the source account.

Follow these steps:

1. Review the Destination Account

Open the destination account and verify:

• Membership tab — confirm the Membership Type, Status, Expiration Date, Join Date, and Anniversary Date are correct. If the source account had a different membership, decide which membership settings should apply going forward.
• Users tab — confirm that users from both accounts are now listed correctly
• Payment Methods — verify that the correct payment methods are on file for future billing
• Details tab — confirm the Primary Contact, Billing Contact, and Charge Method are set appropriately

2. Close the Source Account

Once you are satisfied that all data has been merged correctly:

1. Open the source account
2. Click the Close Account button on the Details tab

This prevents the source account from being used for new transactions while preserving its record for historical reference.

Important Considerations

• The merge operation cannot be undone. Verify that you have selected the correct source and destination accounts before clicking Merge.
• Transaction history from the source account will appear in the destination account's Transactions tab with the original dates preserved.
• If both accounts have active subscriptions, review the destination account's Subscriptions tab after the merge to ensure there are no duplicate subscriptions.
• If both accounts have active memberships, only one membership configuration will apply — the destination account's existing membership is not changed, so you may need to update it manually.