Category Systems

Use Category Systems to set up a system of categories and optional subcategories.

NOTE-- Category systems help to organize the cost categories in the Goldenseal estimating software and job costing software.

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Estimating Software | Job Costing Software | Project Management Software

When to Use Category Systems

Use category systems in any of the following cases:

If you use a different set of cost categories for different types of costs (for example, for the items you sell and for overhead expenses).
If you do different types of projects that need different cost categories.
If you want to split your cost categories into subcategories.
If you pay worker's compensation or payroll taxes that are based on the type of work that your employees do.

You can run your entire business using one category system, or you can use multiple category systems for different areas.

Turning On Category Systems

To set up Goldenseal so it uses category systems, follow these steps:

Choose Preferences from the Options menu, then choose Data Entry from the submenu.
Turn on the Use Category Systems checkbox. then click OK.

NOTE-- If you turn off the Use Category Systems checkbox, Goldenseal will not use category systems. In that case you can always use any cost category, and subcategories will never be used.

Entering Category Systems

To enter a Category System, follow these steps:

Choose Category Setup from the Costs menu, then choose Category Systems from the submenu.
Click the New button, or click on an existing item and click the Edit button.
Enter details for the category system.

Data Fields

Enter the following information for each Category System:
Name-- Type in a brief name for this system. This is the text that will appear in clairvoyant fields.
Description-- Type in any comments you'd like to make about this item.
Categories-- For each main category that you will use, choose a category and a cost class. Also enter a short code if desired. If you have taxes that are based on the category of work, enter a worker's comp rate and an optional second tax rate.
Subcategories-- As you click on each main category in the category list, its subcategories will be displayed. For each subcategory that you use, choose a subcategory item, and enter a worker's comp rate and an optional second tax rate.
Comp Rates As Percent-- Turn on this checkbox if the worker's comp rates are a percentage of payroll. Turn it off if they are figured as a dollar per hour figure.
Default Comp-- Enter the default worker's comp rate. This is the amount that is used if no category is entered for a labor item.
Tax Rates As Percent-- Turn on this checkbox if the tax rates are a percentage of payroll. Turn it off if they are figured as a dollar per hour figure.
Default Tax-- Enter the default tax rate. This is the amount that is used if no category is entered for a labor item.
Require Subcategories-- Turn on this checkbox if you want to require the use of subcategories when entering costs that use this category system.

Adding Categories

To add a category that doesn't exist yet, follow these steps:

Click the Edit Categories button.
You'll see a list of Cost Categories. Click the New button.
Enter details for the new cost category.
When you are finished, click OK.
Click Done to leave the Edit Categories window.

To add another category to a category system, follow these steps:

Click in the first row of the Category table.
Click in the Category column, and choose a Cost Category from the list.
If you'd like, you can also fill out the other columns in the row.
To add another category, hit the Return key (Mac) or the Enter key (Windows).
Repeat steps 2 to 4 for each additional category.

Adding Subcategories

To add a subcategory to a new category system, follow these steps:

Click on a category in the Category table.
Click in the first row of the lower Subategory table.
Click in the Subcategory column, and choose a Cost Category from the list.
If you'd like, you can also fill out the other columns in the row.
To add another subcategory, hit the Return key (Mac) or the Enter key (Windows).
Repeat steps 3 to 5 for each additional category.

HINT-- If a subcategory doesn't exist yet, click the Edit Categories button to add it.

Category Details

The category table shows each of the main categories used in this category system.
Category-- Use the clairvoyant field to enter a Cost Category into the first column.
Class-- Use the clairvoyant field to enter a Cost Class into the second column.
Code-- If you'd like to enter a short letter or number code for the category, type it into the third column.
Comp Rate-- If worker's comp insurance is based on the type of work done, enter the rate that is charged for this category.
Tax Rate-- If some other payroll tax is based on the type of work done, enter the rate that is charged for this category.

Subcategory Details

The subcategory table shows the subcategories that belong to the selected category.

To see subcategories for a different main category, select a different line in the category table.

Subcategory-- Use the clairvoyant field to enter a Cost Category into the first column of the subcategory table.
Comp Rate-- If worker's comp insurance is based on the type of work done, enter the rate that is charged for this subcategory.
Tax Rate-- If some other payroll tax is based on the type of work done, enter the rate that is charged for this subcategory.

Category Report

To see a report of all categories and subcategories in this system, click the Subcategory Report button.

It will save a text file which lists all categories and subcategories. You can open it with any word processor or spreadsheet program.

Switching Category Systems

To display categories from a different system, follow these steps:
     1. Choose Category Setup from the Costs menu, and choose Switch System from the submenu.
     2. You'll see a list of Category Systems. Click on the one you'd like to use, then click OK.
     3. Goldenseal will temporarily change to the new system for the display of Category and Subcategory fields, and the Category and Subcategory columns in breakdown tables.

NOTE-- if a category field is selected when you use this command, you may need to click in a different field and then click back in the category field to see the new category system.

The Category System will change again when you change the main account, change the job, or move to a different record.

Using Category Systems

In each job account (Customers, Inventory, Investments, Projects, Real Estate and Equipment) enter the Category System to use for job costs.

In each cost account (Equipment, Employees, Materials, Other Costs and Subcontractors) enter the Category System to use for expense breakdowns.

In Cost Items and Assemblies enter the Category System that includes the category or subcategory under which you'd like to list the items.

In Sales Branches, enter the Category System to use for sales breakdowns.

In Estimates, enter the Category System to use for itemized cost breakdowns.

When you work with expense transactions, Goldenseal will use the appropriate Category System for the Category and Subcategory fields, and for the Category and Subcategory columns in any breakdown tables.
HINT-- if you want to use a category that is not listed, use the Switch System command to temporarily switch to a different category system.

Cost breakdowns in the Job Costs window will use the Category System for the selected customer or project.