SeroBooks keeps the names you pick from on forms in lists, as QuickBooks Desktop does: your accounts, items, tax codes, classes, payment terms, payment methods and so on. The Lists menu opens each of them. This article explains what each list is for and how the small lists all work the same way.
The Lists menu
| Menu item | What it holds | Article |
|---|---|---|
| Chart of Accounts | Every account in your books. | Chart of Accounts |
| Item List | Everything you buy and sell. | The Item List |
| Fixed Asset Item List | Equipment, vehicles and other assets you depreciate. | Fixed Asset Item List |
| Price Level List | Customer groups and the prices they pay. | Price Levels |
| Sales Tax Code List | Your tax rates and tax groups. | Sales Tax Code List |
| Class List | Departments or divisions you track. | Classes |
| Other Names List | People and companies who are not customers, vendors or employees. | Other Names List |
| Customer & Vendor Profile Lists ▸ Terms List | Payment terms such as Net 30 or 2% 10 Net 30. | Terms List |
| … ▸ Payment Method List | Cash, cheque, card and your own methods. | Payment Method List |
| … ▸ Customer Type List | Groupings of customers. | Customer Type List |
| … ▸ Vendor Type List | Groupings of vendors. | Vendor Type List |
| … ▸ Job Type List | Groupings of jobs. | Job Type List |
| … ▸ Customer Message List | Messages printed at the foot of sales forms. | Customer Message List |
| … ▸ Ship Via List | Shipping methods and carriers. | Ship Via List |
| … ▸ Vehicle List | Vehicles whose mileage you record. | Vehicle List |
| Memorized Transaction List | Transactions saved to enter again. | Memorized Transactions |
| Templates | The look of printed and emailed forms. | Templates |
| Custom Fields | Your own fields on customers, vendors and items. | Custom Fields |
| Add/Edit Multiple List Entries… | Customers, vendors and items as a spreadsheet. | Add/Edit Multiple List Entries |
Several lists can also be opened from Edit ▸ Preferences, under the category they belong to (for example the Terms List under Bills).
How the small lists work
The Terms, Customer Type, Vendor Type, Job Type, Customer Message, Ship Via, Vehicle and Other Names lists share one window.
At the top: the list's name, how many entries it has, a line saying what the list is for, and:
| Control | What it does |
|---|---|
| Include inactive | Also show entries you have made inactive. An Active column appears, and inactive entries are dimmed. |
| Refresh | Reloads the list. |
| New … | Adds an entry (New Terms, New Customer Type, New Vehicle…). |
Each row has three icons at the end: Edit, Make inactive (or Make active) and Delete. Double-click an entry to edit it. Entries are listed alphabetically; sub-types are indented under their parent.
The entry dialog
New … and Edit … open a dialog with the entry's name and the list's own fields (described in each list's article), and:
- Subtype of (Customer, Vendor and Job Type lists): tick it and choose the parent to make this entry a sub-type, shown as Parent:Child.
- … is inactive: tick to hide the entry from the lists you pick from, without losing it.
Choose OK to save or Cancel.
The rules
- A name must be unique within its list, ignoring capitals: "…" is already on this list.
- A name cannot contain a colon, because a colon separates a sub-type from its parent: A name cannot contain a colon — QuickBooks uses it to separate sub-types.
- A type cannot be a sub-type of itself or of one of its own sub-types.
- Make inactive hides an entry, and all its sub-types with it, from the pickers on forms. Documents that already use it keep it. Make active brings the entry back.
- Delete asks Delete …? and removes the entry. An entry with sub-types cannot be deleted until they are moved or deleted: "…" has sub-types. Move or delete them first, or make it inactive instead.
- A new company starts with the usual Terms, Customer Messages and Ship Via entries. They are added once; delete the ones you do not use and they do not come back.
Who can change them
Anyone who can see the Customer Centre can change the Terms, Customer Type, Customer Message and Ship Via lists. The Vendor Type and Other Names lists follow the Vendor Centre, and the Job Type and Vehicle lists follow Jobs.