Category Archives: MoneyWorks v7

How to use a MoneyWorks filter?

Software: MoneyWorks accounting software

The transactions which you have recorded goes to the respective list. For example, when you record a Sales Invoice, it goes to the Sales invoice list; and a Purchase Invoice goes to the Purchase Invoice list, etc.

The list contains years of data which you have recorded. Use the Search function in MoneyWorks to quickly find the transaction(s) instead of scrolling up and down on the list. For example, you may enter ‘Bronze Widget’ in the Search bar to find any sales invoice which contains the product ‘Bronze Widget’. Search is a great function which allows you to find transaction(s), name or item easily. However, if you need to use the search criteria frequently, then you may consider creating a filter.

A Filter is like a ‘template’ with the search criteria set, activate the filter each time you need to use it instead of re-entering the search condition again. For example, you can use a filter to prepare a transaction list showing the Purchase Invoices from the creditors and Payment for the invoices within a date range.

To create a filter, select Edit Filter from the drop-down list beside the search bar. Then, click the New button at the Filter Function to create a filter.

The Purchase Invoice and Payment are in a different list view, create the filter in the ‘All’ list view to pull the transactions together.

Enter the Search Expression (Search Expr) as:
(Type = “CI@” or Type = “CPC”) and TransDate >= “1/4/2015” and TransDate <= “31/3/2016”

Note: ‘CI’ is a transaction type code of Purchase Invoice and ‘CPC’ is the transaction type code of the cash payment for a creditor invoice. Refer to the MoneyWorks User Guide for more information on Transaction Type Code.

This filter will search for Purchase Invoices and Payment for the invoices from 1 April 2015 to 31 March 2016.

Filter

Enter a name for your filter and set the filter for ‘Current view only’ before you saved the filter.

Use the newly created filter from the ‘All’ list each time you need to search for the Purchase Invoice and Payment of the invoices within the date range set in the filter. Amend the filter if your search condition has changed.

After the list found, click the NameCode column heading to sort the list by the creditor and print the list with subtotal by the NameCode.

Tips:
You can sort two columns by first clicking the column heading of the minor column (first sort), then hold down the Option key (Mac) or the Shift key (Windows) and click the column heading of the major column.

For example, you want to sort the list by the supplier and follow by the transaction date; then, the Transaction Date column is the minor and the NameCode is the major.

Alternatively, you can use the Related function to search for the Purchase Invoices and Payments of the creditor(s).

 

Out of Stock

Software: MoneyWorks accounting software
MoneyWorks will prompt when you try selling a product which does not have enough stock on hand.

Under the Data Entry tab of the Document Preferences, check the ‘Check Stock Holdings’ checkbox to activate the prompt for out of stock feature.

moneyworks-stock-holding

With the ‘Check Stock Holdings’ feature turned on MoneyWorks will compare the selling quantity against the stock on hand when you try to enter a product in the sales invoice. You get an ‘Out of Stock’ warning message when the stock on hand of a product is lower than the quantity you try to sell.

out-of-stock

MoneyWorks does not compare the selling quantity against the re-order level during invoicing. The stock on hand of a product may be lower than the re-order level after you have entered a sales invoice, but MoneyWorks will not warn since you still have stock to sell. Instead, MoneyWorks will remind you to re-order stock every time you launch the company file when the stock on hand in lower than the re-order point.

 

Import Names into MoneyWorks accounting software

Software: MoneyWorks accounting software

Yes. You can import names such as Supplier and Customer into MoneyWorks accounting software instead of entering it manually when migrating from other accounting software (You may have to tidy up the source file if the exported file from your existing software is messy, garbage in garbage out).

customer-imported

Apart from the standard fields such as the Company name, contact person, address, phone, fax, and email; you need to prepare the file with Name Code and Name Type.

The Name Code is a code uniquely identified the name. The maximum characters allowed for the name code is 11 (Alpha-numeric). For example, you have a customer ‘Best Accounting Firm LLP’, the name code could be ‘BES001’. The first three characters of the name code, BES, is same as the first three characters of the company name.

Name Type is important. It specifies whether the name, customer or supplier, recorded is a cash or credit (accrued) name type. ‘0’ is ‘False’, ‘1’ is ‘Cash’, and ‘2’ is ‘Credit’. For example, you give a customer 30 days credit terms and this name is not a supplier. You set the Customer Type as ‘2’, Payment Term as ’30’ and Supplier Type as ‘0’.

import-customer-name

Once you have prepared the source file, import the name from the File menu. MAP the fields in the Import Wizard and start import names into MoneyWorks.