Merge Clients

A forum for Deltek Vision CRM & Proposals.
Tim-Fitch
Posts: 3
Joined: Fri Oct 11, 2013 8:10 am
Brief Company Description: Multi-discipline 130 employee firm with 5 office locations spread throughout NY and PA.
Deltek Vision Version: 6.2
Number of Employees: 130
Company Position: IS&T Manager
Vision Modules: CRM & Proposals
Number of Offices: 0
Year Vision Installed: 1999

Merge Clients

Postby Tim-Fitch » Fri Oct 11, 2013 8:31 am

Through years and years of users adding clients, sometimes they have created duplicate entries instead of creating them as separate office locations. I am looking for ways to merge these duplicate entries into one master company with sub-locations ie: office a, office b, etc. I need to keep the existing projects along with the employees linked to them. Is there a way to accomplish this task short of manually recreating each item? I was hoping merge utility might be in order but not sure if this can be done.
Thanks

User avatar
Karen Sigel
Posts: 58
Joined: Mon Jun 02, 2008 8:41 am
Company: Buchart Horn, Inc.
Brief Company Description: Buchart Horn is a multi-disciplined consulting firm with more than seven decades of award wining engineering and architectural design experience. Established in 1945, the firm’s architects, engineers, and planners serve a growing list of clients in the US and Europe. The company is well known for designs of courthouses, offices, schools, churches, libraries, airports, highways, bridges, and environmental projects such as water treatment facilities, wastewater plants, and environmental studies.

Buchart Horn services include architecture; environmental, transportation, civil, electrical, mechanical, structural engineering services; construction management, disaster resistance assessments, site development, GIS, photogrammetry, planning, permitting, grant application assistance, and telecommunications.
Deltek Vision Version: 7.0
Number of Employees: 200
Company Position: Marketing Coordinator/Database Manager
Vision Modules: CRM & Proposals/MODI/Sync Server
Number of Offices: 15
Year Vision Installed: 1999
Location: York, PA
Contact:

Re: Merge Clients

Postby Karen Sigel » Fri Oct 11, 2013 9:03 am

We had the same problem a few years ago and went through a lengthy process to deal with it. (Assuming you have security access) you can use the Key Conversion utility (Navigation/Utilities/Key Conversions/[Info Center]), which will do pretty much what you're talking about. In the case of clients or consultants/vendors, it adds the addresses of the converted records as additional options on the dropdown, and as I recall, it labels them with the state and zip. You can go back and change that label to whatever you want in the "Description" field.

When you do this, it carries along employee, contact, and project associations. What I'm not so sure of, because we only use the CRM and Proposals end of Vision, is what would or could happen to accounting- and PM-related elements. Someone else may have experience with that, or you could contact Deltek Customer Care and ask. We also found it's best to very cautious with key conversions; have IT create a sandbox for you to test in, or do one or two inactive clients first and see how it goes.

Given this happened because users were adding clients, you may want to rethink the way your security is set up for that, so you don't end up with the same dilemma in a couple of years. We restrict the ability to add new clients to three people, who work in conjunction with each other to make sure duplicates don't get created, and we have some restrictions, combined with clear guidelines, for adding new addresses.

Good luck!
Karen L. Sigel
Buchart Horn, Inc.
717 852-1465
http://www.bucharthorn.com

Tim-Fitch
Posts: 3
Joined: Fri Oct 11, 2013 8:10 am
Brief Company Description: Multi-discipline 130 employee firm with 5 office locations spread throughout NY and PA.
Deltek Vision Version: 6.2
Number of Employees: 130
Company Position: IS&T Manager
Vision Modules: CRM & Proposals
Number of Offices: 0
Year Vision Installed: 1999

Re: Merge Clients

Postby Tim-Fitch » Mon Oct 14, 2013 10:38 am

Thanks for the rapid response Karen. We also only use the CRM & Proposals module at this time but plan to go through a conversion to Vision for accounting sometime soon. This will be part of the data cleansing process. I will run a few tests for the key conversion and see if that meets my needs. As far as security goes I only wish I could limit it to the Marketing group.

User avatar
Karen Sigel
Posts: 58
Joined: Mon Jun 02, 2008 8:41 am
Company: Buchart Horn, Inc.
Brief Company Description: Buchart Horn is a multi-disciplined consulting firm with more than seven decades of award wining engineering and architectural design experience. Established in 1945, the firm’s architects, engineers, and planners serve a growing list of clients in the US and Europe. The company is well known for designs of courthouses, offices, schools, churches, libraries, airports, highways, bridges, and environmental projects such as water treatment facilities, wastewater plants, and environmental studies.

Buchart Horn services include architecture; environmental, transportation, civil, electrical, mechanical, structural engineering services; construction management, disaster resistance assessments, site development, GIS, photogrammetry, planning, permitting, grant application assistance, and telecommunications.
Deltek Vision Version: 7.0
Number of Employees: 200
Company Position: Marketing Coordinator/Database Manager
Vision Modules: CRM & Proposals/MODI/Sync Server
Number of Offices: 15
Year Vision Installed: 1999
Location: York, PA
Contact:

Re: Merge Clients

Postby Karen Sigel » Wed Oct 16, 2013 8:31 am

If you have different security roles set up, you can easily change the access rights for folks outside the marketing group, but if anyone and everyone can add clients now, you'll need to explain the change. (Maybe "in preparation for our conversion to Vision's accounting system....") Once you do make the conversion, it's likely the accounting group would need access as well, but if you set up rules and guidelines for it ahead of time, you'd be OK.
Karen L. Sigel
Buchart Horn, Inc.
717 852-1465
http://www.bucharthorn.com

Emma Howard
Posts: 28
Joined: Fri May 25, 2012 6:19 am
Brief Company Description: WSP Group Africa - 900 users in Africa, subsidiary of WSP Group PLC - 9000 users worldwide, Deltek Vision user since 2009. Engineering company supplying all engineering services from Mechanical through to Green Energy
Deltek Vision Version: 6.1
Number of Employees: 900
Company Position: Deltek Project Manager
Vision Modules: Info Centres, Accounting, Time and Expense, CRM, Custom Proposals
Number of Offices: 0
Year Vision Installed: 2009

Re: Merge Clients

Postby Emma Howard » Sat Oct 19, 2013 1:05 am

Hello - we have successfully used the merge clients, merge contacts functionality with no problems experienced on projects, time keeping or accounting functions. We have also set up workflows that force the staff member to double check that they are not entering duplicates - in South Africa we have a VAT (tax) number which is unique, so no staff member can create a client that has the same VAT number. We are also utilising the client alias field quite strongly as sometimes what you know a client as is not always their legal company name


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