The contra feature in MoneyWorks is not to offset between customers owing or between the outstanding of a customer and a supplier. A contra, in MoneyWorks accounting system, is to knock off the credit note of the same customer or supplier with their invoice.
Let’s say you received a credit note of US$414.30 from a foreign currency supplier and going to use it to offset the outstanding purchase invoice of $41,430.
The first method is to select the credit note while making a payment to the supplier. This method may be more “controlled’ to some users as you can dictate the bank account, date, and credit amount to use.
Another method is to use the contra invoice feature from the command menu to offset the credit note against the invoice. Highlight the available credit note and follow the contra invoice wizard to select the invoice to offset. It’s simple and easy.
However, this method does not have an option of changing the contra date and credit amount used. A dummy bank account, which is the bank account used in your last transaction, will add to the contra payment transaction. Since the dummy bank account is the account used in the previous transaction, and there is no accounting impact; therefore, whether the currency matches the transaction currency or not is immaterial.
Transaction list, product list, name list, account list, enquiry list, historical transaction list within an item are lists in MoneyWorks.
List view is like a spreadsheet, with rows and columns of data. You can sort it by clicking on the column header or search the list by entering your request into the search bar on the top right corner. That’s how MoneyWorks presented the information. Simple and easy.
You can customise the list view, add or remove columns according to your preference. The receivable list, for example, shows the outstanding invoices with transaction currency by default. You can add an exchange rate column to show the rate used for the invoice by customising the list view (got to the Edit menu and follow by Customise List View). From the List View Option windows, highlight the ExchangeRate field from the available field window on the left and click the >Move> button to move it across to the Fields to be Displayed in this List window (on the right).
That’s it! The exchange rate column added to the receivable list.
The heading is a customisable field available in the list view options window. You can use it to pick up data fields from another table, such as lookup for the category or country field of the name table from sales transaction list. Or you may add a formula (Gross-AmtPaid)/ExchangeRate into the heading field to get the home currency equivalent outstanding amount of the receivable.
You may use the class as a departmental account. Set up marketing, R&D, production, etc. as a class; then, tag it to each income or expense account when creating an invoice or bill. The profit and loss report shows the income and expense breakdown by class once the transaction saved. QuickBooks class feature is a unique way of analysing the business account and less tedious in setting up compared to the sub-ledger method used by other accounting systems.
There are many other ways of using the class feature in QuickBooks:
A Law firm uses the class to allocate income and expense of each lawyer.
Use it to track the running cost of the sales team or vehicle.
Property management business uses the class feature to analyse the profitability of each property.
Or you may use the class to track local and overseas sales.
The class feature is flexible and is up to your imagination to apply it into your business account.
Each transaction consists of a header and a detail section. For payment transaction, the payee and bank are part of the header section, whereas the accounts used at the bottom of the transaction are the detail section. Each of the expense account at the detail tagged to a class, and pick up by the Profit & Loss by Class report once transaction saved. But if you print the Balance Sheet by Class from QuickBooks Online, the amount paid from the bank account will group under the unassigned classification since there is no class field available at the header.
You may consider using a location feature, for branches or retail outlets, in QuickBooks Online instead of a class. The data entered will show in both Profit & Loss and Balance Sheet.
The location field is at the transaction header section, which breaks down the accounts used in both the header and detail section. Location is a better choice for businesses that have multiple branches, but you cannot have multiple locations in one transaction (at this moment). You may have to get the supplier to change the way they bill or change the internal workflow if they bill you more than one branch in a single invoice.
Technology is evolving, QuickBooks introduces new feature from time to time. Who knows? Maybe someday there might be a better way of using or reporting by class and location 🙂