Bulk operations, merge and import/export

Bulk operations

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Add a screenshot here: the customer list with several rows ticked (a select-all checkbox in the header) and the batch-action menu open showing Send statements, Portal flag, Merge and Deactivate.

Select several customers from the list and run one action across all of them.

1. Tick the customers you want in the list.
2. Choose a batch action:
   • Send statements: emails each selected customer’s SOA to its primary contact.
   • Enable / disable portal flag.
   • Merge duplicates.
   • Deactivate.

Each action reports per-record success or failure, and a partial failure doesn’t abort the whole batch, the records that can succeed still do. For example, if you send statements to five customers and one has no primary contact, the other four are emailed and only that one is reported as failed. Every batch action is permission-checked and audited for each affected record.

Detecting and merging duplicates

Duplicate customers split transactions and confuse reporting. The system flags likely duplicates, same GSTIN or PAN, or a near-identical name and phone.

To merge:

1. Review the flagged duplicates.
2. Choose the survivor: the record you want to keep.
3. Confirm the merge.

The loser’s contacts, transactions, documents and activity all re-point to the survivor; the loser disappears from the list and no transactions are orphaned. Merge is irreversible, so it asks for confirmation and writes an audit entry capturing both record IDs.

Importing customers

Bring customers in from a file (for example, when migrating from a previous system).

1. Upload your file.
2. Review the validated preview: it shows row-level errors and a duplicate-detection report so nothing is silently dropped.
3. Commit. Valid rows are created; invalid rows are reported and skipped (never partially saved).

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Add a short GIF here: uploading an import file, viewing the preview with one row flagged invalid and two flagged duplicate, then committing and seeing the valid rows created.

The same validation rules that apply to manual entry apply to imports.

Exporting customers

Export the customer list, respecting any active filters, to Excel or CSV. The export includes activity counts. Bank and credit columns honour field masking, so users without permission never get sensitive data in the file. Import and export are limited to your organisation’s data.