Tag Archives: accounting software

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).

 

QuickBooks’ Vendor Balance report does not capture the records correctly

Software: Intuit QuickBooks accounting software

You did a few general journal transactions with the Accounts Payable account, but these journal transactions did not capture in the Vendor (Supplier) Balance report. Why?

The Accounts Payable is part of the Current Liabilities, which is a ‘Control’ accounts capturing all the bills and payments related to Vendors, whereas the Vendor Balance Detail Report is like a sub-ledger, sum up the transactions by each vendor.

Based on the relationship between the accounts payable and the Vendor Balance report, unless the account used is not an account payable type, any transactions which tagged with the account will show in the report.

If you preferred using the General Journal than entering Bill to record amount owing to the Vendor may have created the ‘accounts payable’ as a Current Liabilities type of account accidentally instead of an Accounts Payable type. Hence, it doesn’t capture into the Vendor Balance report due to wrong account type used. Although the account name (Accounts Payable) could be the same, the account type is different.

Accounts Payable

To resolve the problem, create a new account with the correct account type and amend the transactions if there is a mistake made. You should consult the accountant before you make any changes to the record as it may affect the financial report. QuickBooks may allow you to make changes to the database, but it does not imply that you can change it (Especially if the account has closed or transaction is in the previous financial period).

Where are the customised forms and reports stored?

Software: MoneyWorks accounting software

MoneyWorks has the built-in tool which helps the user customise forms and reports to meet the business needs. You can create forms such as invoice, credit note, purchase order, payment voucher, receipt, etc., and store them in the Custom Plug-ins folder.

Standard and Custom are the two Plug-ins folders available in MoneyWorks. The Custom Plug-ins folder store all customised forms, reports, script, import MAP, etc.; whereas the default reports and forms are in the Standard Plug-ins folder. You should not store the customised forms and reports in the Standard Plug-ins folder as it may get replaced during the software update.

The ‘Signing’ mechanism restrict access to the customised forms and reports (from the File menu, Signing), you have to sign the forms or reports before sharing it with the users.

Signing

To share, copy and paste the signed forms and reports to other user’s Custom Plug-ins folder if you are using MoneyWorks Gold accounting software. As for the Datacentre, upload it to the server via the upload wizard and MoneyWorks will distribute the forms and reports to the users when they log in.

 

Refer to the MoneyWorks v7 User Guide:

  • Page 44, Managing Plug-ins
  • Page 297, Protecting Reports and Forms by Signing