Goldenseal Preferences

This section covers Goldenseal Preferences and Record Numbering commands.

PREFERENCES-- set the way Goldenseal works
        Chart of Accounts Preferences | Contract Preferences
        Data Entry Preferences | Expenses Preferences
        File Preferences | Income Preferences
        Interface Preferences | Record Numbering
        Overpayment Warnings | Export File Formats

RELATED TOPICS
        Company Info | Custom Layouts | Passwords

Chart of Accounts Preferences

To set details for the Chart of Accounts window, choose Preferences from the Options menu, and choose Chart of Accounts from the submenu.

Enter the following fields:
Font-- Choose the font to use for the Chart of Accounts display.
Font Size-- Choose the font size to use for the Chart of Accounts display.
Show Folder Lines-- Turn on the check box to show hierarchy lines for folder contents. Turn the check box off if you don't want to see hierarchy lines (NOT WORKING IN CURRENT VERSION).
Double-Click Shows Snapshot-- Turn on the check box if you'd like double-clicking on an icon to show the Account Snapshot. Turn off the check box if you'd like double-click to show the account data entry window (NOT WORKING IN CURRENT VERSION).
Drag Creates Transaction-- Turn on the check box if you'd like a drag between account icons to start a transaction.
Bottom Display-- Choose the calculated value that will be displayed at the bottom of each column (NOT WORKING IN CURRENT VERSION).

Contract Prefs

To set details for contract writing, choose Preferences from the Options menu, and choose Contracts from the submenu.

Contract Phrases

Contract phrases are the phrases that Goldenseal will fill in when it builds the text for the specifications portion of a Contract.  Enter the following items:

Approximate Cost-- The phrase that describes the approximate cost of an item.
Exact Cost-- The phrase that describes the exact cost of an item.
Material Allowance-- The phrase that describes items handled with a materials only allowance.
Time and Materials Allowance-- The phrase that describes items handled with a time and materials allowance.
Approximate Quantity-- The phrase that describes approximate quantities for each item.
Exact Quantity-- The phrase that describes exact quantities for each item.
Cost Spell-out-- The phrase that handles costs that are spelled out in words.
Quantity Spell-out-- The phrase that handles quantities that are spelled out in words.
Contractor Name-- The name used for the main contractor in contracts.
HINT-- You may want to use your company name for the Contractor Name.
Specs Heading-- The heading that will be at the very beginning of the specifications portion of a contract.
Subcontractor Name-- The name used for the subcontractor in subcontracts.

Substitution Match Text

Substitution text items control what you type into specification phrases. When you create a contract, Goldenseal will replace each instance of substitution match text with text that applies to a specific contract.  Enter the following items:

Acceptance Deadline-- Goldenseal will replace this text with the acceptance deadline (from the Contract).
Client Address-- Goldenseal will replace this text with the client's address (from an Estimate or Project Account).
Client Name-- Goldenseal will replace this text with the client's name (from an Estimate or Project Account).
Company Address-- Goldenseal will replace this text with your company address (from Company Info).
Company Name-- Goldenseal will replace this text with your company name (from Company Info).
Contractor Name-- Goldenseal will replace this text with the contractor text (if a main contract) or the subcontractor text (if a subcontract).
Down Payment-- Goldenseal will replace this text with the down payment amount (from an Estimate or Project Account).
Finish Date-- Goldenseal will replace this text with the planned completion date (from an Estimate or Project Account).
Item Cost-- Goldenseal will replace this text with the cost of each item in specifications.
Item Quantity-- Goldenseal will replace this text with the quantity of each item in specifications.
Item Size-- Goldenseal will replace this text with the unit size of each item in specifications.
Project Cost-- Goldenseal will replace this text with the overall project cost (from an Estimate or Project Account).
Project Description-- Goldenseal will replace this text with a brief project description (from an Estimate or Project Account).
Retainage Percent-- Goldenseal will replace this text with the retainage percent used for a project.
Spell Out-- Goldenseal will replace this text with a price or quantity spelled out in words.
Start Date-- Goldenseal will replace this text with the planned start date (from an Estimate or Project Account).

Other Contract Preferences

Cost Display-- Choose the way you'd like to display the cost of each item.  You can show no cost, approximate costs or exact costs, and you can choose to repeat the cost "spelled out" in words. You can also use the settings from each Assembly and Cost Item record.
HINT-- This field determines what will be substituted for ITEMCOST in specification text.
Quantity Display-- Choose the way you'd like to display the quantity of each item.  You can show no quantities, approximate quantities or exact quantities, and you can choose to repeat the quantity "spelled out" in words. You can also use the settings from each Assembly and Cost Item record.
HINT-- This field determines what will be substituted for QTY in specification text.

Data Entry Preferences

To set details for data entry, choose Preferences from the Options menu, and choose Data Entry from the submenu.

Enter the following fields:
Use Category Systems-- Turn on the checkbox to use Category Systems.  Turn it off to show all categories.
Use Location Packages-- Turn on the checkbox to use Location Packages.  Turn it off to show all locations.
Lock Starting Balance Field-- Turn on the checkbox to lock the Starting Balance field in accounts.
HINT-- You'll probably want to turn on this option after you've finished setting up Goldenseal.
Can Change Locked Dates-- Turn on the checkbox if you'd like to edit dates in all transactions, even if locked.
Require Main Accounts-- Turn on the checkbox to require a main account in all transactions.
NOTE-- Main accounts will always be required in some transactions even if this option is turned off.
Require Second Accounts-- Turn on the checkbox to require a second account in all transactions that include one (generally just Special Transfers).
NOTE-- Second accounts will always be required in some transactions even if this option is turned off.
Require Job Accounts-- Turn on the checkbox to require a job account in all transactions that include one. Turn off the checkbox to make job accounts optional.
NOTE-- If no job account is included, generally the job cost will be assigned to the first overhead account.
Basic Date Format-- If you are in a country other than the US, enter the usual order that you use when you data enter day, month and year.   Goldenseal will use this order when it interprets what you type into date fields.

Audit Trail Entries

These checkboxes control which items are entered into the Audit Trail.  Turn on just those items which you want to see entered there.
Accounts-- Turn on the checkbox so Goldenseal will log changes in any Accounts.
Address Book-- Turn on the checkbox so Goldenseal will log changes in the Address Book.
Contacts & Appointments-- Turn on the checkbox so Goldenseal will log changes in Appointments and the Contact Log.
Cost Items-- Turn on the checkbox so Goldenseal will log changes in Cost Items and Assemblies.
Money Transactions-- Turn on the checkbox so Goldenseal will log changes in any transaction except for the ones listed elsewhere in this section.
Project Transactions-- Turn on the checkbox so Goldenseal will log changes in Allowances, Contracts, Document Logs, Problem Logs and Project Logs.
Money Lists-- Turn on the checkbox so Goldenseal will log changes to any list involved in money transactions.
All Lists-- Turn on the checkbox so Goldenseal will log changes to any list.
File Actions-- Turn on the checkbox so Goldenseal will log file opening and closing.
Import & Exports-- Turn on the checkbox so Goldenseal will log all imports and exports into the Audit Trail.
NOTE-- Changes to Data Entry Preferences are always stored in the audit trail, so it is easier to tell if someone has been hiding transactions by resetting the values here.  To find them, choose Find from the Edit menu and choose Change Audit Prefs in the Action popup field.

Expenses Preferences

To set details for expenses, choose Preferences from the Options menu, and choose Expenses from the submenu.

Enter the following fields:

JOB COST PREFERENCES

Skip Allowances-- Turn on the checkbox to not include allowance expenses in the Job Cost reports.  Turn off the checkbox to include them.
Skip Change Orders-- Turn on the checkbox to not include change order expenses in the Job Cost reports.  Turn off the checkbox to include them.
Include Discounts & Charges-- Turn on the checkbox to include discounts, finance charges and other adjustments, when calculating job cost amounts for materials and other costs.  Turn the checkbox off to use the total price.
Default Category System-- Enter the Category System to use when no other system is specified.

PAYROLL PREFERENCES

Allow Payroll Deduction Changes-- Turn on the checkbox to allow deduction amounts to change in the Write Payroll command and in Payroll Record breakdowns.  Turn it off to always use the calculated value.
WARNING-- If you turn on this option, you increase the risk of fraud or error-- since the person entering payroll can adjust tax withholding, benefits or vacation time in a way that is hard to detect.
Usual Hours Per Workday-- Enter the number of hours in your usual workday.  Goldenseal uses this figure to convert between hourly and daily wages, benefits and vacations.
Vacation Time Units-- Enter the way Goldenseal displays vacation balances.  You can show them in days or in hours.
Tax Overhead Account-- Enter the Overhead Accounts to use for payroll costs.  (NOT WORKING IN CURRENT VERSION, MAY BE REMOVED).

Commission Category System-- Enter the Category System to use when calculating a category tax on commissions.
Commission Category Tax--  Enter the Cost Category to use when calculating a category tax on commissions.
HINT-- You only need to use these two items if you pay commissions to some employees, and also pay worker's comp or a payroll tax that uses different rates for different types of work done by the employee.

EXPENSE AND BANK PREFERENCES

Warn About Duplicate Invoices-- Turn on the checkbox if you'd like to be warned if you enter the same invoice number into two different expense transactions.
Allow Direct Bank Purchases-- Turn on the checkbox if you'd like to enter purchases directly into bank transactions.  Turn it off to require use of Material Purchase, Other Cost and Subcontractor Cost transactions for all expenses in those classes.
HINT-- We suggest that you do not allow direct bank purchases, but instead use instant purchases.
Update Running Totals at Reconcile-- Turn on the checkbox to have Goldenseal reset all bank running totals, whenever you use the Reconcile command.  Goldenseal will run faster if you turn this option off.
Allow Changes in Paid Expenses-- Turn on the checkbox to be able to change the Applies to and Reference fields in expense transactions that have already been paid.  You may prefer this option if you frequently enter expenses and forget to assign them to an allowance, bid, change order or purchase order.
Spell-out Word Order-- Choose the language that determines the word order for spelled-out check amounts.  English is currently the only language available.  Other languages will be added in future versions.

Overpayment Warnings

Equipment-- Enter the overpayment warnings to give for equipment work orders that are overpaid.
Labor-- Enter the overpayment warnings to give for labor work orders that are overpaid.
Materials-- Enter the overpayment warnings to give for material purchase orders and bids that are overpaid.
Subcontractors-- Enter the overpayment warnings to give for subcontractor work orders and bids that are overpaid.
Other Costs-- Enter the overpayment warnings to give for other cost purchase orders and bids that are overpaid.

Goldenseal can check for overpayments when you enter Material Purchases, Other Costs and Subcontractor Costs that have Bid or Purchase Order in the Apply To field.

Enter one of the following ways to handle overpayments:

No Warning-- When you enter expense transactions, Goldenseal will not check for overpayments.
Warn if Overpaying-- If the total amount paid for a bid or purchase order is over its base amount, Goldenseal will ask if you are sure you want to enter the transaction.
Forbid Overpayment-- If the total amount paid for a bid or purchase order is over its base amount, Goldenseal will not allow you to enter the transaction.

File Preferences

To set details for file management, choose Preferences from the Options menu, and choose Files from the submenu.

Enter the following fields:

EXPORT OPTIONS

Bypass Field Order Dialog-- Turn on the checkbox to skip the field order dialog when you export and import.  With it off, exports will always include all fields in alphabetical order.
Export Object ID's-- Turn on the checkbox to export object ID numbers for popup menus and clairvoyant fields.  You need the ID's if you plan to bring the data back into Goldenseal.  You probably don't want the ID numbers if you are using the data for a report.
Export Percents As Decimal-- Turn on the checkbox to export percent values as a decimal (.10) rather than a percent (10%).
HINT-- You may want to export values as decimals if exporting to a program that doesn't properly read percentage values.
Export Tags Not Titles-- Turn on the checkbox to get each field's four-letter tag at the top of each column, rather than the field's title.
HINT-- Using tags makes it easier to import the data back into Goldenseal.
Save Export Order-- Turn on the checkbox to "remember" the new order for your next export, when you use the field order dialog.
Field Separator-- Choose the field separator to use in the export file.  This is the character that separates fields in each record.

IMPORT OPTIONS

Import Modification Dates-- Turn on the checkbox to import the modification date stored in exported records.  Turn it off to use the date of the import.
Import Chart of Account Folders-- Turn on the checkbox to import account folder locations.
Match List Items By Name-- Turn on the checkbox to look for list records by name rather than ID number.

OTHER ITEMS

Automatic Backup Frequency-- Choose the interval that is used for automatic backups. Some backup intervals allow you to set the time when the backup is created.  (NOT WORKING IN CURRENT VERSION).
Automatic Backup Rotation-- Enter the number of backup files that will be used. Goldenseal will rotate through the different files so you have several backups of different ages.  (NOT WORKING IN CURRENT VERSION).
Warn About Missing Objects-- Turn on the checkbox to have Goldenseal warn you about missing objects.
Multi-User Type-- When running the multi-user version, choose how you'd like to run this file. (NOT WORKING IN CURRENT VERSION).

Record Separators

Goldenseal currently allows you to export data in two different formats:

Tab Separated Fields

Use tab separation if you are exporting a file that you will import into Goldenseal, or that you will open in a spreadsheet.

Records are separated by a carriage return.  Fields are separated by a tab character.  Multi-line text fields that have an internal carriage return replace the return with a non-printing character.

Comma Separated Fields

Use comma separation if you are exporting a file that you will use for mail merge.

Records are separated by a carriage return.  Fields are separated by a comma.  If a field contains a comma, the field contents are surrounded by quotation marks.   Multi-line text fields that have an internal carriage return replace the return with a non-printing character.

Income Preferences

To set details for income transactions, choose Preferences from the Options menu, and choose Income from the submenu.

Enter the following fields:

Sales Options

Warn about Low Inventory-- Turn on the checkbox to have Goldenseal warn you if inventory is too low, when you enter a Sale or an Inventory Used transaction.
Show Customer Address in Sales-- Turn on the checkbox to include customer addresses in the Delivery Instructions field (useful if you send items by mail or UPS). Turn off the checkbox to include delivery instructions in the Delivery Instructions field (useful if you deliver items yourself).
Direct Deposit Cash Sales-- Turn on the checkbox to allow direct entry of cash sales in the Transaction Paid fields of a Bank Deposit.  Turn it off to require use of the Deposit Funds command.
Direct Deposit Billed Sales-- Turn on the checkbox to allow direct entry of billed sales in the Transaction Paid fields of a Bank Deposit.  Turn it off to require use of the Deposit Funds command.

Special Order Charges

Back Orders-- Enter the way to handle back orders in Sales transactions.
Rain Checks-- Enter the way to handle rain checks in Sales transactions.
Special Orders-- Enter the way to handle special orders in Sales transactions.
Return Restock Charge-- Enter the way to handle restocking charges in Sales transactions.
Special Order Restock Charge-- Enter the way to handle special order restocking charges in Sales transactions.

Job Cost Income-- Choose the types of income that will appear in the Job Costs command.

Layaway Deposit-- Enter the way to handle layaway deposits in Sales transactions.
Layaways Expire After-- Enter the way to handle layaway deposits in Sales transactions.

Interface Preferences

To set details for the basic Goldenseal interface, choose Preferences from the Options menu, and choose Interface from the submenu.

RECORD DISPLAY

Open to Empty Record-- Turn on the checkbox to have Goldenseal start with a new blank record, whenever you open a new window.
Ask Before Revising Transaction-- Turn on the checkbox to have Goldenseal ask before it allows you to change a prior transaction.
Warn about Unfinished Records-- Turn on the checkbox to be reminded about unfinished records when you use the Billing, Pay Bills and Write Payroll commands.
Allow User- Required Fields-- Turn on the checkbox to have Goldenseal complain if you try to leave a record that doesn't have a value in a field that you've set to have a required value, via the Custom Layout command.  Turn it off to ignore any required fields.
Show Void & Paid Watermarks-- Turn on the checkbox to show Paid in the background of paid transactions, and Void for void transactions.
Show Help Messages-- Turn on the checkbox to see brief help messages in the left side of record windows, when the mouse is over each field.

PRINTING & LAYOUTS

Default Font-- Fill in the font to use for layout fields that are set to the default font.  You can use this choice to change the font used in all standard layouts.
Report Font-- Fill in the font to use for reports and print forms fields that are set to the default font.
Table Rows Per Page-- Enter the number of table rows that fits on a page.  This amount applies only to printouts from action dialogs-- Billing, Deposit Funds, Job Costs, Pay Bills and Write Payroll.
Print In Color-- Turn on the checkbox to print in color.  Turn it off to always print in black and white.

BASIC INTERFACE

Play Sound at Record Save-- Turn on the checkbox to hear a "thunk" whenever Goldenseal saves a record.
Show Reminder Alerts-- Turn on the checkbox to receive alerts for Appointments that are due.
Give Low Memory Warnings-- Turn on the checkbox to receive a warning when Goldenseal is getting low on memory.
Warn about Missing Calculators-- Turn on the checkbox to get a warning if a calculator is missing.
Can Delete Lists After Use-- Turn on the checkbox to be able to delete list records, even after they have been used in a record.

WARNING-- If you delete items that have been used, you may get error messages in records that have used the item.  For best results, leave this option turned off.

OVERDUE BILLING

Overdue Cutoff-- Enter the first cutoff date for overdue bills in Receivables Aging (usually 30 days).
Overdue Cutoff 2-- Enter the second cutoff date for overdue bills in Receivables Aging (usually 60 days).
Overdue Cutoff 3-- Enter the third cutoff date for overdue bills in Receivables Aging (usually 90 days).

Show Custom Dimensions Only-- Turn on the checkbox if you are using custom dimensions for your estimates, and don't want to use the 'stock' dimensions that come with Goldenseal.

Record Numbering

To set the display of record numbers, choose Record Numbering from the Options menu.
NOTE-- Checkbooks use their own separate system of record numbering.

To set the numbering for accounts or transactions, follow these steps:

  1. Choose Record Numbering from the Options menu.
  2. Type in the next number that will be used for each type of account or transaction.
  3. Click OK.

You can choose the next number to use, if you already have number series going and don't want to start at 1. You can also set up complex numbering systems that use punctuation or letters.

Simple Numbering

If you type in a simple number, each new transaction or account will increase the number by one.
EXAMPLE-- if you type in 166, the number series will be 166, 167, 168, 169, 170.
You can use large numbers, if you'd like the number to include information such as the month and year.
EXAMPLE--  if you type in 20000001, the number series will be 20000001, 20000002, 20000003, 20000004.
If you include zeros before a number, they will be included in the numbering system.
EXAMPLE-- if you type in 0097, the number series will be 0097, 0098, 0099, 0100 and 0101.
You can include one or more decimal points.  The far right digit will increase by one each time.
EXAMPLE-- if you type in 4.95, the number series will be 4.95, 4.96, 4.97, 4.98, 4.99, 5.00, 5.01.

Using Punctuation and Text

If you type any punctuation or text into a number, it will be added to every account or transaction number. The number itself will still increase by one for each new account or transaction.

Here are some examples of things you might type in, and the number series they create:

02-0098-- 02-0098, 02-0099, 02-0100, 02-0101
12/02 0001-- 12/02 0001, 12/02 0002, 12/02 0003
Bid-045-- Bid-045, Bid-046, Bid-047, Bid-048
02 997-- 02 997, 02 998, 02 999, 03 000, 03 001
#108/98-- #108/98, #108/99, #109/00, #109/01
39B 9A 8N-- 39B 9A 8N, 39B 9A 9N, 40B 0A 0N, 40B 0A 1N

Using Account and Transaction Numbers

Account and transaction numbers will automatically increase by one, each time you create a new account or transaction.
If you'd like the number to refer to the year, month or day as a part of each number, use the Record Numbering command to change the number at the beginning of each new time period.

EXAMPLE-- If using a number that is based on a year (such as 2002-0098), you'd start over with 2003-0001 at the beginning of 2003.