Templates and Recurring Transactions

This section explains how to use recurring transactions in Goldenseal. Use Recurring Transactions to automatically enter transactions that occur monthly, or on some other regular basis.

        When to Use Recurring Transactions | Creating a Recurring Item
        Recurring Frequencies | Viewing Recurring Items | Using a Recurring Item

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

        Duplicating Records | New Records | Templates

When to Use Recurring Transactions

You can enter any kind of transaction that occurs regularly as a recurring transaction.

HINT-- If an item repeats irregularly, make a Template for it instead.

Recurring transactions work very well for regular expenses such as:

  • Monthly utility bills
  • Monthly rent expenses
  • Quarterly or annual insurance bills
  • Annual dues or license fees
Recurring transactions can also be used for other transactions that repeat regularly, such as:
  • Interest income credited monthly
  • Items that you deliver or sell on a regular schedule
  • Services that you provide on a regular schedule
  • Labor that an employee performs regularly

HINT-- You don't need recurring transactions for transactions that you can enter via the Billing, Deposit Funds, Pay Bills and Write Payroll commands.

Creating a Recurring Transaction

To start a recurring transaction, follow these steps:

  1. Make a new transaction and fill out all details about the transaction, or open an existing transaction.
  2. Choose Recur this Item from the Options menu.
  3. Enter details for the recurring item.

Data Fields

Enter the following data for each Recurring Transaction:

Name-- Type in a brief name for this recurring transaction. This is the text that will appear in clairvoyant fields.
Comments-- Type in any comments you'd like to make about this item.
Frequency-- Enter the frequency of creation for new recurring transactions.
Action-- Enter what to do when the recurring transaction recurs.
Next Date-- Enter the date for the next creation of a recurring transaction.
Next Time-- Enter the time for the next creation of a recurring transaction.
Include Amounts-- Turn on the checkbox to duplicate the amount field from the original transaction.
Include Breakdowns--  Turn on the checkbox to duplicate any breakdown items from the original transaction.
Include Job Cost Info-- Turn on the checkbox to duplicate job and category information from the original transaction.
Multiple Copies After Delay-- Turn on the checkbox to create multiple copies, if Goldenseal is not running for a while.
Transaction Type-- Goldenseal displays the type of transaction that will recur.
Transaction-- Goldenseal displays the name and ID number of the transaction that will recur.
Dates This Year-- Goldenseal displays the dates this year that the recurring transaction will be created.

Recurring Frequencies

Choose the frequency at which the recurring transaction will recur, and one date as a seed. All dates for the current year will be displayed.

You can choose weekly, monthly, quarterly, annually, or some other frequency.

If you choose Custom frequency, you'll be able to enter your own series of dates at which the transaction will recur. For a Custom frequency, type dates into the table.   To add a new date, click in the bottom row and hit the Return key.

HINT-- It usually helps to choose a frequency that is close to the series of custom dates that you want to use, before you choose Custom. That way you won't have to type as much!

Viewing Recurring Items

To view and change the list of recurring transactions, follow these steps:

  1. Choose Recurring Transactions from the Options menu.
  2. You'll see a list of recurring transactions.
  3. To change or rename a recurring transaction, select it from the list, then click the Edit button.  To remove a recurring transaction, select it, then click the Delete button.

Using Recurring Transactions

Goldenseal creates recurring transactions automatically on the schedule you set. The way they are handled depends on the Action field in the setup box.
If you chose Auto Create as an action, the transaction will be created automatically with no prompting from you.
If you chose Warn First, a prompting dialog will be given to you before the transaction is created.
If you chose Add To To Do List, the transaction will be added to the To-Do List (THIS FEATURE NOT YET AVAILABLE).

Whenever you open Goldenseal, it will check for recurring transactions that are now due, and create new transactions for them. If you leave Goldenseal running overnight, it will check for recurring items at the beginning of each new day.