Target Roles: Accounts Receivable Managers, Credit Managers, Finance Directors, Night Auditors, System Administrators
Last Updated:
Executive Overview
In HotelKey PMS, duplicate corporate profiles or consolidated organizational accounts can be merged using the Merge Company utility. Merging combines two separate corporate entities into a single primary Master Account, migrating all unbilled accounts receivable, transaction records, and historical ledgers. Once merged, the secondary account is permanently dissolved and removed from the active corporate directory, while the master profile's total balance dynamically recalculates to reflect the combined financial position.
Prerequisites for Merging Accounts
Before initiating a company merge, two mandatory operational criteria must be satisfied on the secondary account being absorbed:
Zero Open Invoice Balance: All open invoices on the account to be merged must either be completely settled with a zero balance ($0.00) or voided so that any outstanding transactions are released back to unbilled Accounts Receivable. Accounts carrying active, unsettled open invoices cannot be merged.
Company Pays Disabled: The account to be merged must have the Company Pays toggle set to OFF under Edit Account > Direct Bill.
Configuration Guide: Merging Two Corporate Accounts
System Navigation Path
Dashboard > Select Master Account > Merge Company
Step
Action
Platform Guidance & Operational Details
Verify Subordinate Account
Access the secondary account (e.g., EventKey). Verify that open invoices are settled or voided, click Edit Account, open the Direct Bill tab, toggle Company Pays to OFF, and click Save.
Prepares the secondary profile to meet all merge prerequisite validations.
Access Master Account
Return to the Dashboard, scroll to the Company List, and click on the primary receiving account link (e.g., HotelKey Inc).
Loads the designated master corporate account that will absorb the secondary profile and retain all records.
Initiate Merge Workflow
In the corporate header card next to Edit Account, click the white Merge Company button.
Opens the Merge Company modal displaying a selectable list of eligible corporate accounts.
Select Account to Merge
Locate the secondary company (e.g., EventKey - HTLEK), select its radio button in the list, and click the blue Merge button in the lower-right corner.
Stages the selected company for absorption into the active master account.
Confirm Merge Action
In the Confirm pop-up, verify the master and merge account names ("Are you sure you want to merge this company? This action cannot be undone.") and click Yes.
Executes the consolidation, displays a green notification banner (Success: Company Merged Successfully), and returns to the AR Dashboard.
Audit Master Ledger
In the Company List, verify that the secondary account is removed. Open the Master Account (e.g., HotelKey Inc) to confirm the updated combined balance and unbilled receivables.
Verifies that the total balance reflects the combined sum (e.g., $13,950.15 + $2,911.68 = $16,861.83) and all unbilled records are merged into the master ledger.
📷 VISUAL CALLOUT:
Direct Bill Setting: Disabling Company Pays on Secondary Account
Configuration screenshot of the secondary account under Edit Account > Direct Bill showing the Company Pays toggle switch toggled OFF prior to saving.
Disabling Company Pays on Company Account
Detailed Modal & Screen Field Breakdown
1. Merge Company Selection Modal
Account Name Search Bar: Keyword query box to quickly locate the corporate profile targeted for consolidation.
Eligible Account Table Columns:
Select Radio Button: Single-selection control to designate the specific company being merged.
Account Name: Corporate entity title (e.g., EventKey).
Account Code: Shorthand system identifier (e.g., HTLEK).
Total AR Amount: Current unbilled receivables attached to the account (e.g., USD 2,911.68).
Unapplied Amount: Unallocated credits or prepayments.
Company Balance: Total net balance recorded on the subordinate account.
Modal Action Buttons:
Cancel: Exits merge setup without modifying either corporate record.
Merge: Advances to the final confirmation dialog.
📷 VISUAL CALLOUT:
Merge Company Modal & Final Confirmation Dialog
Merge Company Modal
2. Confirmation Dialog Parameters
Permanent Action Warning: Prompts: "Are you sure you want to merge this company? This action cannot be undone."
Account to Merge Reference: Clearly identifies the absorbed corporate profile (Account to Merge: EventKey).
Execution Buttons:Cancel (aborts process) and Yes (commits permanent database merge).
Financial & System Impact Post-Merge
Once the merge is confirmed, HotelKey PMS applies the following automated updates:
Decommissioning Subordinate Account: The absorbed corporate entity is purged from the active Company List directory, preventing any future reservations or charge postings from attaching to the retired profile.
Balance Consolidation: The Master Account's Total Balance and Account Receivable KPI cards immediately recalculate to include the full monetary balance of the absorbed account (e.g., original master balance of $13,950.15 plus absorbed balance of $2,911.68 consolidates into $16,861.83).
Unbilled Receivable Migration: All unbilled guest folios and transactional line items from the absorbed company appear directly in the Master Account's Account Receivable ledger, increasing total listed record counts and maintaining complete billing continuity.
Audit Compliance: System audit logs record the merge timestamp, executing user ID, and originating profile codes for accounting audit compliance.
