How to Consolidate Members

Transcription

1 How to Consolidate Members August 2008 (last update) SOS consolidation feature, allows the user, with the right security, to move data from one member to another. Then the original member is deleted. To open the Consolidation menu, (from the SOS main screen) select Membership, General Family, then Consolidate Members. Consolidate Members Data SOS Security Page 2 Locate Members Page 3 Review Members Date Page 4 Move Members Data Page 5 Overview of what happens to members data Page 6 Select whether to delete or move Family Members Page 6 Move Financial Data only Page 8 Move Children and Data only Page 9 Important: Please be sure to carefully review the member s data, before consolidating and make whatever changes are necessary. You can print reports, from the File Menu of the Consolidation screen. This is suggested, in case you need to refer to the data, prior to moving. When the Member Consolidation is complete, you can verify the updated records have been moved, by following these steps: 1: Go to the Member List 2: Research for the updated record. 3: Then double click on the member s last name to return to the General Family screen. Page 1 of 9 Pages

2 SOS Security: To add a SOS user, the ability to Consolidate Data, they must first be given the ability through the SOS Security Module. 1: Once you open the security Module, select the user here. 2: Then click on the Security Tab. 3: To give the selected user, the ability to Move Data and delete the original member, set the preference here to Move and Delete. (enter F for Full to all Move and Delete) Page 2 of 9 Pages

3 When SOS consolidation first opens, you need to locate the move From Member and the Move to Member. You do this by entering a few letters in the Find What fields. Then click seek. If an exact match is found, the member name and address is populated. The same works for the Member to. If more than one member is found, then a list is shown in the Membership List. You need to select which member you want to use then the screen is automatically populated. Page 3 of 9 Pages

4 You can check the member s data, by clicking on any of the options in the data available section then click Go. Both members data is displayed in the appropriate grid. Use the File, print to print the currently displayed Grid for both selected members. Page 4 of 9 Pages

5 1: Once you are satisfied that this is what you want to do, then click Move and Delete all Records. 2: Then click on Move. You will be prompted several times to be sure this is what you want to do. Page 5 of 9 Pages

6 Here s what happens: Member A is the from member Member B is the to or receiving member Once the consolidation starts, the following screen will appear: You have 3 options as shown below. Please select the option that works for you. Click Yes continue to continue the consolidation. Click No to quit and stop the process entirely. Page 6 of 9 Pages

7 If you want to move A1 or A2: The A1 and A2 from member A move to member B as Other adults with all of their supporting information from the family members screen as well as the Business screen Once moved you can manually delete either member or change their family status. If you want to move the children: The children from Member A are moved to Member B with all of their supporting information from the family members screen as well as the Business screen and members User Defined Fields If you want to delete the A1, A2 and / or Children, their information is lost such as individual attributes, school classes, committees etc. To delete a member, uncheck the box. The default, is moved the member to the new Record ID. Address information is also moved. Member type from Member A is not transferred. Member attributes from member A are transferred. Member A invoices, payments, credits, debits, deposits, billing groups, credit card information are moved to Member B Member A class records are moved to member B Member A Individual attributes are moved to Member B Room reservations are moved Seating notes are moved to Member B Cemetery plots are moved to Member B Yahrzeits are moved with the member to be notifies. Notes fields are merged from Member A into Member B Address dates of member A are moved to member B. You should review the addresses, after the move to determine which one(s) to keeps. Address dates are moved to the receiving member. Once all the data is moved, the original Member A is deleted. This member number can then be used again. Page 7 of 9 Pages

8 Move Financial Data only: Select this option and then click Move. Only the Financial Data is move from Member A to Member B. Nothing is deleted. You can move only one option at a time. Page 8 of 9 Pages

9 Move Children and Data only from Member A to Member B: Select this option and then click Move. Only the Children and Data is move from Member A to Member B. Nothing is deleted. You can move only one option at a time. Page 9 of 9 Pages