This article explains how to transfer transactions from one tenant, vendor, or account (referred to collectively as entities) to another. In Property Matrix, the option to move transactions appears during the deletion process for an entity. This guide will walk you through how to use this function to transfer transactions, and what to expect if you also intend to delete the original entity.
Understanding the Process
The prompt to transfer transactions is a built-in safety feature that only appears when you attempt to delete an entity that has a financial history. You can use this process to move transactions without actually deleting the original entity.
How to Transfer Transactions
Follow these steps to move transactions from one entity to another of the same type (e.g., vendor to vendor).
Navigate to the Delete option for the specific entity. The path varies depending on the type:
For a Tenant: Go to the Accounting page and select the Tenants tab. Choose the desired tenant, go to their Details tab, click the three-dot menu next to "[Tenant Name] Information," and select Delete.
For a Vendor: Go to the Accounting page and select the Vendors tab. Choose the desired vendor, go to their Details tab, click the three-dot menu next to "Vendor Information," and select Delete.
For an Account: Go to the Accounting page and select the Accounts tab. Choose the desired account, click the three-dot menu in the top-right corner of the page, and select Delete.
Because transactions exist, a prompt will appear asking if you want to move them to another location before deleting.
Click Yes.
A second prompt will appear, allowing you to select the new entity where the transactions should be moved. Follow the prompts to select the destination.
Continue following the prompts until they close and you are returned to your original page.
The transactions have now been transferred to the selected destination. Crucially, the original entity has not been deleted. You can continue to use it or, if you truly wish to delete it, you can now follow the steps in Step 1 to click the delete button again.
Important Considerations & Warnings
Please read the following scenarios carefully to avoid accidental data loss.
If you only want to transfer transactions: Following the steps above and clicking "Yes" will only move the transactions. It will not delete the original entity. To avoid deleting it, simply do not click the "Delete" button on it again after the transfer is complete.
If you want to delete the entity without transferring transactions: When the first prompt appears (Step 2), click No. You will then see a final confirmation prompt to permanently delete the entity and all of its associated transactions. Proceed with caution.
Warning: Deleting entities with NO transactions: If you click "Delete" on an entity that has no transactions, you will not be asked about moving them. The system will show only one final confirmation prompt, and if you confirm, it will be deleted immediately. Always confirm that transactions exist before attempting this process for a transfer.
Process Recap
To ensure clarity, here is a summary of the pop-up sequence:
You click Delete on an entity that has transactions.
Pop-up 1: "Do you wish to move these transactions?"
Clicking "Yes": Takes you to another prompt to select a new destination. The transactions are moved, and the original entity is kept safe.
Clicking "No": Takes you to a final confirmation prompt to delete the entity and its transactions permanently.