CONSOLIDATING PARTIES IN THE ADDRESS BOOK

INTRODUCTION

After a while, the Address Book can become cluttered with numerous entries that are actually the same enitiy. Many of these cannot be deleted because they are linked to Matters and the program won’t allow you to delete a Party if it is in use.

CONSOLIDATING

You can, however, “consolidate” the Parties (i.e. combine them into one entry) by the following method:

Tag the Parties YOU WANT TO REMOVE and then RIGHT CLICK on the Party YOU WANT TO KEEP (do not tag it) and choose "Consolidate this Party" from the menu.

For example, if you have 10 ABSA Banks in your Address Book, tag the 9 you don’t want and then Right Click on the one you want to keep and choose "Consolidate this Party" .

The program will ask whether you want to proceed

When you click on “Yes”, the program will find all the Matters linked to the “unwanted” entries and re-allocate their Parties to the entry you have chosen to remain in the Address Book. Once this has been done, the unwanted entries will be deleted from the Address Book.

Note: This procedure cannot be undone. It should be used with caution and it is advisable to do a backup beforehand.

CONCLUSION

This will help tidy up the Address Book and reduce the number of entries therefore making it more manageable and easier to use.