Admin Tools: Utilities

Admin Tools: Utilities

Overview

The Utilities section in CustomBooks™ provides a set of tools to help users maintain clean, organized, and accessible data within their account. These tools allow you to manage duplicates, combine records, and export your account data for reporting or backup purposes. Utilizing the utilities helps ensure accuracy, efficiency, and integrity of your financial and operational records.

How to Access Utilities

  1. To access Utilities, navigate to Admin Panel → Utilities.


Deduplication Tool

The Deduplication Tool is designed to identify and merge duplicate items or documents that may exist in any of your application lists. By using this tool, you can ensure that each record is unique, which helps maintain data accuracy and avoids confusion when generating reports or processing transactions.

Key Features:
  1. Scans lists for duplicate items or documents
  2. Allows users to merge duplicates safely
  3. Helps improve reporting accuracy

Steps on how to use the Deduplication Tool

  1. Enter or select the area/documents to search for duplicates.


  2. Set the filter and comparison conditions if you want any specific filter or comparison rule to be applied (optional).


  3. Click "Find duplicates".
  4. If there are duplicates, a list of items will show, and you can select the items you want to merge by checking the checkbox. All selected items will be permanently deleted and replaced in the usage instances with the originals (marked with a Star icon).


    Note: You can set another item as an original by right-clicking on it and selecting the "Set as original" option.



  5. Click "Delete duplicates".

Merge Tool

The Merge Tool is specifically designed to help users clean up their records by combining duplicate entries. This is useful for merging duplicate companies, G/L accounts, or items to organize your data and reduce errors.

Key Features:
  1. Combine duplicate company records, G/L accounts, or items
  2. Retains all relevant information from merged entries
  3. Simplifies account management and reporting
For the step-by-step guide on how to use the Merge Tool, check this knowledge base article.

Export All Data

The Export All Data tool allows you to export your entire account data into CSV format. This is useful for backup purposes, external reporting, or transferring data to other systems.

Key Features:
  1. Export all account data in one step
  2. Data is formatted as CSV for easy use in spreadsheets or other applications
  3. Supports backup, auditing, and external analysis
To export all data:
  1. Click on Export all data link → Begin unload database.



  2. Then, once exporting is done, click the Save ZIP file button to download the file on your computer.

Using Utilities Effectively

  1. Regularly use the Deduplication and Merge tools to keep your lists and records accurate and organized.
  2. Use Export All Data for periodic backups or before performing large-scale changes.
  3. Always review changes after merging or deduplicating to ensure no critical data was lost or altered.

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