Overview:
This feature allows you to merge payers or recipients in order to clean up duplicate records for more consistent and accurate reporting.
Merge Payers
Merging payers means you are combing the data from two payers into a single record. This not only includes the payer name, address, and contact information, but also the recipients and recipient forms under the selected payer.
You can initiate this process on the Payers page using the Merge Payer button.
When you get to the Merge Payers page, follow the following steps:
1. Select a payer to merge
Payer whose recipients and forms will be transferred to a different payer
2. Select a payer to merge into
The payer that will stay in your account and receive the recipients from the first payer.
3. Preview merged payer
Review the information including the final payer data and recipient data getting moved over to the final payer.
4. Merge and confirm
Select and confirm the payer merge
Once the merge is confirmed, all recipients and their associated forms from the payer selected in Step 1 are transferred to the payer selected in Step 2.
IMPORTANT NOTE:
Forms in progress and/or Cart are updated with the details of the payer in Step 2,
Filed Forms remain unchanged and continue to reflect the same payer information from the original filing since they were already filed.
Merge Recipients
Merging recipients means you are combing the data from two recipients into a single record. This not only includes the recipient name, address, and contact information, but also the forms under the selected recipient.
You can initiate this process on a Payers profile using the Merge Recipients button.
When you get to the Merge Recipients page, follow the following steps:
1. Select a recipient to merge
Recipient whose forms will be transferred to a different recipient
2. Select a recipient to merge into
The payer that will stay in your account and receive the recipients from the first payer.
3. Preview merged recipient
Review the information including the final payer data and recipient data getting moved over to the final payer.
4. Merge and confirm
Select and confirm the recipient merge
NOTE: New recipient(s) created through the W-9 process with a “Pending” W-9 status are not displayed on either recipient dropdowns and cannot be selected to merge.
IMPORTANT NOTE:
Forms in progress and/or Cart are updated with the details of the recipient in Step 2,
Filed Forms remain unchanged and continue to reflect the same recipient information from the original filing since they were already filed.
Reports
When Payer 1 is merged into Payer 2, the Summary Report and Totals Report pages are updated to reflect the consolidated data. Payer 1 is removed from all "Payer" dropdowns, and any recipients previously associated with Payer 1 are now listed under Payer 2. All reports — regardless of status, tax year, or view — display Payer 2’s details, ensuring consistency while preserving the original recipient filing information.
Status
When Payer 1 is merged into Payer 2, Payer 2 retains its original active or inactive status. Recipients transferred from Payer 1 either keep their existing status or inherit that of Payer 2: if merged into an inactive payer, they become inactive; if merged into an active payer, they retain their original status.
Similarly, when Recipient 1 is merged into Recipient 2, Recipient 2 retains its original status. These rules ensure consistent and predictable status handling across all merged records.
Activity log
When a payer or recipient is merged, the Activity Log records the user who performed the action, their access level, the date and time of the merge, and the names of both entities involved.
Permissions
Only the owner, admin(s) and editor(s) have access to payer merge and recipient merge features.
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