Many Goldenseal transactions include breakdowns.
Breakdowns are a list of specific items in a business Transaction that
the Goldenseal estimating and accounting software displays
in a spreadsheet-like table. For example, Purchase
breakdowns allow you
to include multiple items that you have purchased
from the same supplier.
NOTE-- Breakdowns are an importand part of Goldenseal
estimating software and accounting
Breakdowns help in several ways-- they let you track job costs in more detail, they can update
inventory quantities of the items you purchase, and they update the price of purchased items automatically.
This lesson shows you how to use a breakdown
table to include several items
in a single material purchase.
If a purchase includes items in more than one cost category and you don't
need to use specific Cost
Items, use a category breakdown to divide it.
To do so, follow these steps:
- Choose Material
Purchases from the Costs menu.
- Click the New button.
- Click the Breakdown popup field, and choose Category. The window will change
so it includes a breakdown table.
- Enter basic information about the vendor and job into the regular fields
in the top half of the window. NOTE: One purchase transaction can include costs for only
one job. If a purchase includes items for more than one job, you'll need to enter more than one purchase
- Click in the Category column in the first row of the breakdown table, and
enter a cost category. Type the first few letters of a category, and enter it
the same as in any clairvoyant field (see Lesson 2). HINT: When you click in a table cell that
is a clairvoyant field, a small popup button appears. You can use it to see a list of the possible values
for the field.
- Hit the Tab key to move to the next field. If the current category system
includes subcategories, enter a subcategory. Otherwise you can leave this column
- Press the Tab key so the Item field is selected, and type in a brief description
of the item. HINT: You can also use the mouse to click in a different cell,
or use the right and left arrow keys to move through the table.
- Press the Tab key so the Unit Cost field is selected, and enter the price
for one unit of this item.
- Press the Tab key so the Quantity field is selected, and enter the number
of units that you are buying. HINT: Goldenseal calculates the total price for the row as
soon as you enter a quantity and unit cost. It also recalculates the gross price, sales tax amount
and net price for the entire transaction.
- Press the Tab key so the Size field is selected, and type in the size unit
that is used for this item.
- You have now entered complete information for one breakdown row.
To add more breakdown rows, follow these steps:
- Press the Return key (Mac) or Enter key (Windows) to start another row.
- Enter details for the item, and then repeat until you have entered each item that will be
included in this purchase.
In job cost reports, Goldenseal will divide the costs for this purchase among
the categories shown in the breakdown.
An item breakdown is similar to a category breakdown, but it uses specific
cost items. Cost items allow you to keep track of each item that you buy, sell, or use in projects.
HINT: There is more about cost items in Lesson 13.
To enter a material purchase that includes specific cost items, follow these
- Choose Material Purchases from the Costs menu.
- Click the New button.
- Click the Breakdown popup button, and choose Item.
- Enter basic information about the vendor and job into the fields in the
top half of the window.
- Click in the Category column of the breakdown table, and enter a category.
You can also enter an optional subcategory. HINT: You don't need to enter a category or
subcategory, but using them gives you a shorter list of cost items to look
- Choose an item from the clairvoyant field in the Item column. It will list
only those cost items that belong to the entered category. HINT: If you don't know the
category for an item, leave the Category column blank. The list will then include
all cost items. Type the first few
letters of the item
name into the clairvoyant field, and Goldenseal will quickly find the desired
- After a cost item is entered, Goldenseal automatically fills in its cost
and unit size. HINT: To see more details about the cost item, double-click on
any non-editable column in the table (Size, Unit Cost or Item Total).
- Enter the quantity that you are purchasing.
- Press the Return key to add a new row to the breakdown table.
- 1Repeat steps 5 to 9 until you have entered all of the cost items that are included
in this purchase.
HINT: To include an item that doesn't have a cost item,
enter Unlisted Item into the Cost Area cell. You can also include sales tax, delivery charges and assemblies (see Lesson 14).
When you complete the transaction, Goldenseal uses the purchase prices to update
the estimated cost of any cost items. If the job is an inventory account, Goldenseal also adjusts the inventory
quantity of the cost items that were purchased. In job cost reports, Goldenseal divides the costs for this
purchase among the categories shown in the breakdown.
Category and item breakdowns are used in several other types of transactions.
You can include them in allowances, bank checks, bank payments, bids, change orders, estimates, purchase
orders and sales.
Some transactions show other types of breakdown. In many cases, these breakdowns
refer to other transactions, which are filled in automatically when you change the breakdown type or the
Billing records for customers show unpaid sales.
Billing records for projects show draw schedule items, progress categories,
or time and materials costs.
Payroll records show labor hours and payroll deductions.
Payment receipts and deposits show unpaid income transactions.
Bank checks and bank payments show unpaid purchases and payroll records.
Bank deposits show undeposited income transactions.
This lesson has shown you how you can itemize purchases by category or by cost
item. Breakdowns will help you to make the most of the Goldenseal job costing software.
You might want to take a break now to spend some time with friends, travel
to an exotic location, or buy something impulsive.
Is there a 'Gothic' store in your neighborhood? If so, you might
want to check out their hat section. You might find a Gothic Carmen Miranda hat, with gargoyles and bats
hiding among black wax fruits. It's stunning.
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