Expense Preferences

This section covers preferences for expenses in the Goldenseal accounting software.

Expense Settings
Job Costing | Payroll | Expenses & Bank | Overpayment Warnings

OTHER PREFERENCES
        Chart of Accounts Preferences | Contract Preferences
        Data Entry Preferences | File Preferences | Income Preferences
        Interface Preferences | Record Numbering

Website Links
Accounting Software | Business Management Software | Expense Tracking Software

RELATED TOPICS
Company Info | Custom Layouts | Passwords

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.