Breakdowns are the "line items" that you see in a transaction that uses a breakdown table.
HINT-- Breakdowns are used in many parts of the Goldenseal accounting software and estimating software.
Use breakdowns to itemize details in a transaction. For example, you can use breakdowns to include several purchase items in one Material Purchase transaction.
The following transactions can include breakdowns:
Bids-- Use a Category or Item breakdown.
Payment Receipts-- Use a Payment breakdown.
When you choose a breakdown from the breakdown popup menu, Goldenseal shows
you a breakdown table. Usually the table is at the bottom of the transaction
window, under the regular
data entry fields.
Each breakdown table has a title at the top of each column. To the right of the cells is a scroll bar. Scroll up or down to see all
of the rows in the table.
To select a cell, click in it with the mouse.
You can the keyboard to move from one cell to another. Use the following keyboard shortcuts:
To change the breakdowns that are included in a transaction, click on the breakdown popup at the left side of the window, and choose a different breakdown.
When you choose None, the current breakdown table will be removed.
In Payroll Records, Goldenseal stores more than one set of breakdowns in a single transaction, so you can switch between them without losing any data.
To add more rows to a breakdown table, follow these steps:
Some breakdown tables fill in a list of transactions automatically.
For example, when you use the Pay Bills command, Goldenseal creates a bank transaction with a Purchase breakdown that
lists the items you are paying.
To remove items from a transaction breakdown, turn off the checkmark in the first column. Goldenseal will automatically remove all unchecked items from transaction breakdowns when you close the record.
The following transactions include transaction breakdowns which reference a list of other transactions:
Bank Checks-- Payroll or Purchase breakdowns.
Billing Records can show three specialized types of breakdowns for project billing:
For a Draw Schedule or Progress Payment breakdown, enter the percentage
of completion for each item.
Assemblies use a breakdown table to show their components.
Payroll Records show breakdown tables which itemize different payroll details.
NOTE-- Payroll Records store more than one type of breakdown, unlike other transactions. When you switch between different breakdowns, you won't lose the items in the other breakdowns.
Goldenseal stores each line in a breakdown table as a separate object in the company file.
You can't view breakdowns directly-- you can only see them when you look at the transaction that includes them.
To export the breakdowns in one record, choose Save as Text from the File menu. It will fill in a file with all of the data in a transaction, along with each breakdown.
To export all of the items in one type of breakdown, follow these steps:
1. Choose Export from the File menu, and choose One Breakdown Class from the submenu.
To export all breakdowns, follow these steps:
Each breakdown includes a reference to the transaction where it belongs.
When you import data from a file that was previously exported from Goldenseal with the Entire Company File command, Goldenseal will import all transactions and their associated breakdowns. It imports each class in the proper order so everything ends up where it should be.
If you exported One Breakdown Class or All Breakdowns, you can only import the data into a file that already contains all the transactions that the breakdowns came from. Otherwise Goldenseal will have no place to put them, and the import will do nothing.
Enter breakdowns whenever you want more detail in a transactions. Goldenseal automatically uses them for job costs and for any other posting that happens with the transaction.
You will rarely need to work with breakdowns directly. If you want to get specific information from a set of breakdowns, use a Breakdown Calculator, or set up a Report Table that is based on a breakdown class.