Goldenseal Startup

This page explains how to start using Goldenseal.

HOW TO START A COMPANY FILE
From a New File | From a Starter File | From a Company File clone
Picking a Start Date | Starting Balances

SPECIAL SETUP ITEMS
Calibrating Unit Costs | Mid-Year Payroll | Prior Job Costs

SWITCHING FROM OTHER PROGRAMS
BidMagic | MacNail | Quickbooks

Website Links
Accounting Software | Business Management Software | Estimating Software | Project Management Software

Starting with a New File

To start out with a completely empty Goldenseal file, follow these steps:

Double-click on the Goldenseal icon that was installed on your hard drive.
You'll see a start-up window. To create a new company file, click the New File button.
Type in a name for the company file, then click OK.
You can now start entering information about the new company.

WARNING-- Dimensions and some reports won't work with an empty file, so it's usually better to start with a starter file, or import starter data into your company file.

Starting with a Starter File

Starter Files include the accounts and lists that you will probably want to have in your business. They also include the calculators which make the Balance Sheet and Income Statement reports work, and dimensions that you can use to calculate quantities in your estimates.

You can probably save time by using a Starter File instead of a new, empty file.

Macintosh Files

To use a starter file on a Macintosh, follow these steps:

Open the Goldenseal folder on your hard drive.
Open the Starter Files folder.
Find the starter file that seems closest to your needs.
Click once on the icon.
Choose Duplicate from the File menu.
Type in a new name for the file. You might also want to move it elsewhere on your hard drive.
Double-click on the icon to open the file and start entering data.

Windows Files

To use a starter file in Windows 2000 or newer, follow these steps:

Double-click on the My Computer icon to view the contents of your hard drive.
Double-click on the Local Disk (C:/ drive), then double-click on the Program Files folder.
Double-click on the Goldenseal folder, then double-click on the Starter Files folder.
Find the starter file that seems closest to your needs.
Click once on the file icon.
Choose Copy To Folder from the Edit menu. (for Windows 98, see instructions below).
Choose a location on your hard drive where you’d like to keep the file. HINT-- My Documents is a good place.
After Windows has duplicated the file, navigate to the file’s directory, then click once on the file icon.
Choose Rename from the File menu, and type in a new name. HINT-- You might want to use your company name.
Double-click on the icon to open the file and start entering data.

To use a starter file in Windows 98, follow these steps:

Double-click on the My Computer icon to view the contents of your hard drive.
Double-click on the Local Disk (C:/ drive), then double-click on the Program Files folder.
Double-click on the Goldenseal folder, then double-click on the Starter Files folder.
Find the starter file that seems closest to your needs.
Click once on the file icon.
Choose Copy from the Edit menu.
Navigate to the place where you'd like to save the copy. HINT-- My Documents is a good place.
Choose Paste from the Edit menu.
Click once on the file name.
Choose Rename from the File menu, and type in a new name. HINT-- You might want to use your company name.
Double-click on the icon to open the file and start entering data.

Starting with a Clone

If you are already using Goldenseal, you can make a 'clone' of your current setup, and use that basic data to start a second company (or start over with the same company at the beginning of the year).

NOTE-- Goldenseal is designed to be a permanent record of all your business activity, and it usually works better if you just keep using the same file year after year. That way everything will be in one place, and you won't have to worry about projects that span more than one year.

To create a 'clone' of your current records, follow these steps:

Go through your account records, and turn on the Include in Starter File checkbox for each account that you want to include in the new file. Turn the checkbox off for accounts that you do not want to include.
Choose Export from the File menu, choose Other Items from the submenu, and choose Starter Data from the second submenu.
In the range dialog, choose to export all items.
Enter a name and location for the export file, then click Save.

To start a new company file from the 'clone' information, follow these steps:

If you are running Goldenseal, choose Quit (Macintosh) or Exit (Windows) from the File menu.
Open Goldenseal, and create a new company file.
Choose Import from the File menu, and choose Company File from the submenu.
Locate the file you exported in step 2. Click Open.
Goldenseal will import the basic data from your original file.

A 'clone' includes all the lists from the original company file. It also includes any accounts that have the Include in Starter File checkbox turned on.

Picking a Start Date

Pick a day when you will officially start using Goldenseal.
You may want to start at the beginning of a year, quarter or month, but there is no requirement that you do so.

Starting Balances

Enter your best estimate of the starting balance for each bank account-- the amount that is in the account on the day when you start using Goldenseal.
When you get your next bank statement, you can reconcile the account, and adjust the starting balance if needed.

Job accounts start with a zero starting balance. If a customer owes you money when you start using Goldenseal, enter past Sales transactions until their current Receivables balance is correct.

Cost accounts start with a zero starting balance. If you owe money to a vendor, enter past Material Purchases, Other Costs or Subcontractor Costs until their current Payables balance is correct.

For more about starting payroll in mid-year, click here.

Bank Account Setup

To get started with your bank accounts, follow these steps:

1. Create the following list:
Company Divisions-- Enter any divisions in your company-- whether legal entities or just your own philosophy.

2. Create the following accounts:
     Cash Accounts-- Create an account for each place where you keep cash-- petty cash drawers, cash registers, etc.
     Checking Accounts-- Create an account for each checking account for that has its own balance.
     Credit Card Accounts-- Create an account for each of your credit cards (but not debit cards).
     Escrow Accounts-- Create an escrow account for any money that you manage but don't own.
     Investment Accounts-- Create investment accounts for any assets that don't fit into one of the other types.
     Loan Accounts-- Create an account for each of your loans.
     Savings Accounts-- Create savings accounts for any bank accounts that don't have checks with sequential numbers.

3. Enter a starting balance for each account (the amount that is there when you start using Goldenseal). If you don't know the exact balance, enter a "trial balance" guess, and then change it after you've used the Reconcile command with your bank statement.
HINT-- You can lock or unlock the starting balance fields-- choose Preferences from the Options menu, choose Data Entry from the submenu, and click the Lock Starting Balance Fields checkbox.

4. Start entering bank transactions for each account.

Billing Setup

To get started with customer or project billing, follow these steps:

1. Create the following lists:
     Customer Payment Terms-- Set up your billing periods and terms of payment.
     Draw Schedules-- Set up draw schedules for your typical projects that you bill with a fixed draw.
     Equipment Billing Rates-- Enter the rates you charge for time and materials billing of equipment hours.
     Labor Billing Rates-- Enter the rates you charge for time and materials billing of labor hours.
     Payment Methods-- Set up at least one payment method that has Billed as the type.
     Project Payment Terms-- Set up your billing periods and terms of payment.
     Subcontractor Billing Rates-- Enter the rates you charge for time and materials billing of subcontractor costs.

2. Create the following accounts:
Customer Accounts-- Create an account for everyone who pays you money.
Project Accounts-- Create an account for each project you'd like to track.

3. Enter the following transactions:
     Allowances-- Set up allowances for unspecified items that you'll track separately.
     Change Orders-- Enter change orders for any changes in projects.
     Estimates-- Set up project budgets for Progress Payment projects.
     Sales-- Enter customer sales.

4. To do Time and Materials billing, do Job Costs setup and enter expenses.

5. Use the Billing command to create Billing Records to send to your customers.

Cost Categories

To get started with cost categories follow these steps:

1. Take a look at the Starter Files. You may find one that is similar to your business, so you can start with categories that already are close to your needs.

2. Decide how you'd like to classify your job costs. You can use a simple list of cost categories, or you can use one or more Category Systems that includes categories and subcategories.

HINT-- If you are a retail business, you probably only need cost categories for your overhead costs. If you work on projects, you probably will want at least two separate category systems-- one for project work, and one for your general overhead costs.

3. Choose Preferences from the Options menu, and choose Data Entry from the submenu. Turn the Use Category Systems checkbox on or off, depending on your decision in step 2.

4. Create the following lists:
     Cost Categories-- Enter each category that you'd like to use for identifying costs.
     Category Classes-- Enter any larger groupings you'd like to use for cost categories.
     Category Systems-- If you decided to use category systems, create one or more systems to classify cost categories.

Equipment Rentals Setup

If you are in the business of renting out equipment to others, follow these steps:

1. Create the following lists:
     Equipment Rental Rates-- Enter the rates you charge for short-term equipment rentals.
     Payment Methods-- Enter the forms of payment that your tenants use.
     Rental Payment Terms-- Enter the payment terms that you use for long-term equipment rentals.

2. Create the following accounts:
     Checking Accounts-- Create an account for each of your checking accounts.
     Customer Accounts-- Set up a Customer account for each tenant or lessor who will be renting from you.
     Equipment Accounts-- Set up an Equipment account for any pieces of equipment that you lease out.

3. Enter Leases for any long-term equipment rentals. Enter Sales transactions for short-term rentals.

4. When long-term rent payments are due, enter Rental Transactions for the rent amount. You may need to create Billing Records if you send out bills.

5. When you receive payments, enter them as deposits in Checking Transactions. You can use the Deposit Funds command to deposit payments in bulk.

Estimates Setup

To get started with estimates, follow these steps:

1. Set up a system of Cost Categories.

2. Create the following lists:
     Customer Sales Tax-- Enter the tax rates that you collect on sales.
     Locations-- Enter each location that you'd like to use for identifying costs.
     Location Packages-- Create one or more location packages to make some or all of the cost locations available for specific jobs.
     Project Payment Terms-- Enter the terms of payment you use for project work.

3. Create the following accounts:
     Customer Accounts-- Create an account for everyone who pays you money.
     Material Accounts-- Create an account for each material supplier.
     Subcontractor Accounts-- Create an account for each subcontractor who will bid on your projects.

4. Set up Unit Costs for the work you do on projects. You can skip this step if you need a quick estimate.
HINT-- If you start with a Starter File, it will already include unit costs.

5. Create Estimates. To include unit costs, use an Item breakdown. You can also create simpler estimates with None or Category in the breakdown popup.

6. If you are using unit costs, choose Estimate Dimensions from the Options menu, and choose the each set of dimensions. Enter measurements for this project. Then enter specific costs into the Item breakdown. Goldenseal will calculate quantities for you automatically.

7. You can create the following optional transactions and include them in the estimate:
Allowances-- Create allowances for items that have an uncertain price.
Bids-- Create bids for any supplier or subcontractor price quotes, especially if they are bidding competitively.

8. When you start work on an estimate, create a Project account and assign the estimate to it.

Inventory Setup

To track inventory quantities for items that you buy, sell or use in projects, follow these steps:

1. Create an Inventory account for each location where you keep inventory.

2. Create Cost Items for each of the items that you buy, sell or use in projects. Turn on the Inventory checkbox in each record.

3. If you sell from more than one Sales Branch, create Sales Branch list items and assign an Inventory account to each branch.

4. If you have startup inventory, enter Inventory Transfers for each item.

Job Cost Setup

To get started with job costs, follow these steps:

1. Set up a system of Cost Categories.

2. Create the following lists:
     Equipment Billing Rates-- Create billing rates to calculate job costs for equipment hours.
     Labor Billing Rates-- Create billing rates to calculate job costs for labor hours.
     Locations-- Enter each location that you'd like to use for identifying costs.
     Location Packages-- Create one or more location packages to make some or all of the cost locations available for specific jobs.

3. Create the following job accounts:
     Customer Accounts-- Create an account for everyone who pays you money.
     Overhead Accounts-- Create an account for each type of overhead that you want to allocate separately.
     Project Accounts-- Create an account for each project you'd like to track.

4. Create the following cost accounts:
     Equipment Accounts-- Create an account for each piece of equipment that you'll be expensing.
     Employee Accounts-- Create an account for each employee.
     Material Accounts-- Create an account for each material supplier.
     Subcontractor Accounts-- Create an account for each subcontractor.
     Other Cost Accounts-- Create an account for each provider of miscellaneous services.

5. If you want to compare estimated costs to actual, create an Estimate for each project.

6. Create the following transactions, and assign each transaction to a job and a cost category.
     Equipment Hours-- Enter the time you use equipment on each job.
     Labor Hours-- Enter employee hours for each job.
     Material Purchases-- Enter materials and supplies that you purchase.
     Other Costs-- Enter miscellaneous costs.
     Subcontractor Costs-- Enter subcontractor bills.

7. Choose Job Costs from the Costs menu to see job costs for each project.

Payroll Setup

To get started with payroll, follow these steps:

1. Import Payroll Info for your state or province.

2. Create the following lists:
     Benefit Items-- Create a Benefit Item for each benefit that you provide.
     Benefit Packages-- Create one or more Benefit Packages to specify which benefits apply to each of your employees.
     Tax Items-- Create a Tax Item for any payroll taxes that aren't in the basic package for your state.
     Tax Packages-- Create additional Tax Packages if you need more options.
     Vacation Items-- Create a Vacation Item for each type of vacation or holiday that you provide.
     Vacation Packages-- Create one or more Vacation Packages to specify which vacations apply to each employee.
     Wage Schedules-- Create one or more Wage Schedules to specify payday, pay period and other details.

3. Create the following accounts:
     Checking Accounts-- Create an account for each of your checking accounts.
     Employee Accounts-- Create an Employee account for each employee and fill in payroll info.
     Other Cost Accounts-- Create an Other Cost account for each agency that collects payroll taxes.

4. Start entering time in Labor Hours records.
HINT-- If you want good job cost records, it's a good idea to enter hours for everyone in the company, including owners, partners and family members.

5. Use the Write Payroll command to create Payroll Records and write paychecks.

6. When payroll taxes are due, use the Pay Bills command to pay them.

Project Setup

To get started with project billing and project management, follow these steps:

1. Create the following lists:
Cost Categories--
Draw Schedules--

2. Create the following job accounts:
Customer Accounts-- Create an account for everyone who pays you money.
Project Accounts-- Create an account for each project you'd like to track.

3. If you want to track job costs, also do Job Cost Setup.

4. If you want to track expenses, also do Payroll Setup and/or Purchase Setup.

5. To track projects, enter Change Orders, Problem Logs and Project Logs.

6. For project billing, use the Billing command to create Billing Records.

Purchase Setup

To get started with material purchases and other expenses, follow these steps:

1. Create the following lists:
     Subcontractor Charges-- Create list items for any subcontractors who charge by the hour.
     Vendor Payment Terms-- Create list items for the payment terms used by your suppliers or subcontractors.
     Vendor Sales Taxes-- Create list items for the tax rates that you pay to suppliers or subcontractors.

2. Create the following bank accounts:
     Cash Accounts-- Create an account for each source of cash that you use for purchases.
     Checking Accounts-- Create an account for each of your checking accounts.
     Credit Card Accounts-- Create a Credit Card account for each credit card that you use for purchases.

3. Create the following expense accounts:
     Material Accounts-- Create an account for each material supplier.
     Subcontractor Accounts-- Create an account for each subcontractor.
     Other Cost Accounts-- Create an account for each provider of miscellaneous services.

4. If you want to track job costs, also do Job Cost Setup.

5. Start entering Material Purchases, Other Costs and Subcontractor Costs.

6. If you don't pay for items immediately, use the Pay Bills command when you're ready to write checks.

Property Rentals Setup

To get started with real estate rental management, follow these steps:

1. Create the following lists:
Payment Methods-- Enter the forms of payment that your tenants use.
Rental Payment Terms-- Enter the payment terms that you use for rentals.

2. Create the following accounts:
     Checking Accounts-- Create an account for each of your checking accounts.
     Customer Accounts-- Set up a Customer account for each tenant or lessor who will be renting from you.
     Real Estate Accounts-- Set up a Real Estate account for each rental property that you own or manage.

3. Enter Leases for each tenant or lessor.

4. When rent payments are due, enter Rental Transactions for the rent amount.

5. When you receive rent payments, enter them as deposits in Checking Transactions. You can use the Deposit Funds command to deposit rent payments in bulk.

Sales Setup

To get started with customer sales, follow these steps:

1. Create the following lists:
     Customer Payment Terms-- Enter the terms of payment you use for billed sales.
     Customer Sales Tax-- Enter the tax rates that you collect on sales.
     Delivery Methods-- Enter the methods you use for shipping or delivery.
     Payment Methods-- Enter the forms of payment that your customers use.

2. Create the following accounts:
Customer Accounts-- Create an account for everyone who pays you money.

3. If you plan to use Item breakdowns, do Unit Cost setup.

4. If you plan to send out bills, do Billing setup.

5. If you give discounts to some customers, enter Customer Discounts and Item Discounts.

6. Enter Sales transactions for the items you sell or the services you provide.

7. Deposit cash sales with the Deposit Funds command. Use Sales Billing for billed sales .

Unit Cost Setup

To get started with unit costs, follow these steps:

1. Set up a system of Cost Categories.

2. Create the following lists:
     Locations-- Enter each location that you'd like to use for identifying costs.
     Location Packages-- Create one or more location packages to make some or all of the cost locations available for specific jobs.
     Markup Systems-- Create markup systems to calculate prices for project components.
     Project Reminders-- Create any reminders that you'd like to include for project steps.
     Tools-- Create a list of any tools you'd like to include in assemblies.
     Unit Sizes-- Create a list of sizes for the items that you purchase, sell and build into projects.

3. Create Cost Items for each item that you buy, sell, or build into projects. If you start with a Starter File you may be able to start with some items already created for your type of business.

4. Create Assemblies for items that you sell or build into projects that combine labor and/or materials.