Lists

Lists

Overview

Lists in CustomBooks™ are essential components used to organize and manage key data within your system. They serve as centralized records for important information such as customers, vendors, items, the chart of accounts, and other system-related data.

By properly managing your lists, you can ensure accurate transactions, efficient workflows, and better reporting across your business.

CustomBooks™ allows you to customize and maintain these lists as part of your overall system setup and configuration.



What Are Lists?

Lists are structured collections of records that store reusable data across the system. Instead of entering the same information repeatedly, lists allow you to select from pre-defined entries when creating transactions.

Here's an overview of the items in CustomBooks™ Lists.

Core Financial & Structure Lists
  1. Chart of Accounts
    The backbone of your accounting system, this list contains all accounts used to categorize financial transactions (assets, liabilities, income, expenses, etc.).

  2. Classes
    A classification list used to group transactions by department, division, or category.

  3. Currencies
    List of currencies your company accepts and uses for transactions.

  4. Exchange Rates
    A currency conversion list used to maintain exchange rates between currencies.

Geographic & Localization Lists
  1. Countries
    A geographic reference list containing country records used for addresses and localization.

  2. States
    A geographic reference list containing state or province records.

Payment & Expense Management
  1. Payment Methods
    A payment configuration list used to define accepted payment types (e.g., cash, credit card, ACH).

  2. Expense Report Categories
    An expense classification list used for categorizing employee or company expenses.

  3. 1099 Categories
    A tax reporting category list used for 1099 vendor reporting purposes.

Automation & Templates
  1. Recurring Templates
    An automation template list used for recurring transactions and entries.

Business Entities
  1. Companies
    A comprehensive list of all business entities the company interacts with, including customers who purchase products or services and vendors who supply goods or services.

  2. Customers
    A customer records list used to store client information.

  3. Vendors
    A vendor records list used to manage supplier and service provider information.

  4. Address/Contacts
    A contact information list used to manage addresses and contact details linked to records.

Sales & Project Management
  1. Project/Jobs
    A project tracking list used to manage customer jobs and projects.

  2. Payment Terms
    A payment condition list used to define invoice due terms and schedules.

  3. Price Levels
    A pricing configuration list used to manage customer-specific or tiered pricing.

  4. Sales People
    A sales representative list used to track sales personnel associated with transactions.

Shipping & Return Lists
  1. Shipping Carriers
    A shipping provider list used to manage delivery and freight carriers.

  2. Return Reasons
    A return management list used to define standardized product return reasons.

Tax Management Lists
  1. Sales Tax Agencies
    A tax authority list used to manage agencies receiving collected sales tax.

  2. Sales Tax Rates
    A tax rate configuration list used to define applicable sales tax percentages.

  3. Sales Tax Owed Details
    A sales tax liability tracking list used for monitoring taxes owed.

  4. Avatax System Tax Codes
    A tax code mapping list used for Avalara AvaTax integration and automated tax calculation.

Inventory & Product Lists
  1. Items
    A product and service records list used to manage inventory and non-inventory items.

  2. Locations
    An inventory location list used to track warehouses, stores, or stock locations.

  3. Unit of Measure Sets
    A measurement grouping list used to organize related units of measure.

  4. Units
    A measurement unit list used to define individual units of measure.

  5. Item Categories
    An item classification list used to group products and services.

  6. Product Conditions
    A product status list used to define item conditions such as new or refurbished.

  7. Characteristics
    A product attribute list used to define custom item characteristics and specifications.

Why Lists Are Important

Lists play a critical role in maintaining consistency and efficiency within CustomBooks™:
  1. Data Accuracy – Prevents duplicate or inconsistent entries
  2. Efficiency – Reduces manual data entry
  3. Standardization – Ensures uniform naming and structure
  4. Reporting – Enables accurate financial and operational reports
Properly managed lists improve overall system performance and usability.

How to Access Lists

To access and manage lists:
  1. Navigate to Lists on the left side menu panel or the appropriate module.
  2. Locate the Lists section.
  3. Select the list you want to manage (e.g., Customers, Items, Vendors).
  4. View, add/create, edit, or manage records as needed.
Lists are typically configured during initial setup, but can be updated anytime as your business evolves.

Importing Lists using the Data Import Wizard

Lists can be imported using the CustomBooks™ Data Import Wizard. This tool allows users to create new data and update existing data efficiently. Using the Data Import Wizard, businesses can simplify the entry of large volumes of data, ensuring accuracy and consistency across all lists.

To access the Data Import Wizard for Lists, go to Admin Panel > Data Import Wizard > Data Import: Lists.



Visit this knowledge base article about the Data Import Wizard to know more information and get help on how to import Lists in CustomBooks™.

Best Practices

  1. Keep lists clean and organized to avoid duplication
  2. Use consistent naming conventions
  3. Regularly review and update records
  4. Deactivate unused entries instead of deleting them
  5. Leverage custom fields for additional tracking

If you need assistance setting up or managing your lists, contact CustomBooks™ support or our Professional Services team for guidance.

    • Related Articles

    • Admin Tools: Data Import Wizard

      Overview If you are trying to import transactions into Cloud Banking, please see this article. The Data Import Wizard is a powerful tool and feature that enables users to efficiently bring external data into their system. With this tool, users can ...

    • Getting Started - Migrate Data: Migration Assistance/Conversion and Data Import

      Migrating your data to CustomBooks™ can be done seamlessly with the help of the Migration Assistance team or by using the built-in Data Import Wizard. Here’s an overview of both methods: Migration Assistance/Conversion CustomBooks™ offers expert ...

    • Data Import Tool - Lists

      Highlights Explore the new features of our rebuilt Data Import Tool for Lists. Import multiple data import types for Lists in the same import session, using one or many files - your choice! Example: Import Companies with it's related data types: ...

    • AccountingSuite™ Release Updates, Imo-Inu 2, Data Import Tool - New for Lists!

      AccountingSuite™ Release Update, Imo-Inu 2, Data Import Tool - New! Announcing AccountingSuite™'s rebuilt Data Import Tool for Lists! (Transactions will be coming soon!) ​ Import multiple data import types for Lists in the same import session, using ...

    • AccountingSuite™ Product Perks: April 2024 - Upgraded Data Import Wizard

      Upgraded Data Import Wizard! Open pp324.jpeg In this edition of Product Perks, we’re highlighting enhancements to our already incredible Data Import Tool - now more aptly called Data Import Wizard! We recently added the following features: All ...