Tag Archives: Cloud-Based accounting systems

Insert a new line in Invoice or Order

One of the improvements in MoneyWorks version 9 is inserting an item line in the detail section of the transaction (e.g. Sales Invoice, Purchase Invoice, etc.)

To insert an item in between the list of items in a transaction of an older version, you have to append the new item and drag it to the position you wish to insert.

macOS: Shift + Option + drag to the position
Windows: Shift + Ctrl + drag to the position

It works fine, but we tend to forget the key combination.

Version 9 has improved it by allowing the user to insert line item anywhere in the transaction/order by press down the Shift key and clicking on the Add Line button. That’s it. You no longer require trial and error between the combination of Shift, Control, Option, and Command key 🙂

Go to the position: Shift + clicking on Add Line button.
insert a line in invoice or order

The same method applies to both macOS and Windows.

There are lots of improvement in MoneyWorks version 9. Book a demo or download a trial to test drive.

QuickBooks journal entry number

Journal entry (a.k.a. General Journal) numbering has to be sequential and unique.

Journal sequential numbering can be one sequence for the entire account, different type of journal has a different prefix, or change the order annually or monthly. Each method has its advantages and applies according to the accounting requirement.

Change the sequential numbering monthly may be flexible when adding a backdate journal but may accidentally used a past period journal number for the current month.

Assuming the last journal number for January is JV2101023 (i.e. JV is the prefix, 21 is for the year 2021, 01 for January, and the last three digits is the running number for the month). When adding a new journal for February, the journal number will jump to JV2101024 by default. You have to amend the journal number (e.g. JV2102001) manually before saving the transaction.

Backdated journal

Assuming you are doing the March account and wish to enter a journal for January. You have to:

  • Search for the last journal number used in January.
  • Amend the journal number and save your January journal entry.
  • Then, amend the journal number again to the current sequential numbering when entering a journal for the current period.

You can use the Advanced Search feature in QuickBooks Online to find the last journal number used if you are not using a logbook (an older method of keeping track of the running number).

Advanced Search locates at the bottom of the recent transaction list, which can view by clicking on the Search icon at the top of the QuickBooks Online page.

Then, set your search condition in the Search Wizard page such as the transaction type has to be ‘Journal Entries’, the ‘Entry No.’ contains your ‘journal prefix’ (e.g. JV2101 to find all the 2021 January journal entries). Next, sort the ‘No.’ (Journal number) column if your journal number does not follow the date order.

QuickBooks (QBO) advanced search

That’s it. You found your last journal number used.

Working from home as a default is challenging for a smaller firm when IT resources is limited. Having a cloud-based system (or remotely accessible) is a necessity rather than a luxury these days. Book a QuickBooks demo today to find out the benefit of having a cloud-based accounting system.

New release! MoneyWorks version 9

Cognito has released MoneyWorks version 9. 

MoneyWorks accounting software runs on either Windows or macOS. It can be a standalone, installed in a client-server environment, or host it in a cloud. Having a cloud-based system could be essential these days when a majority of us is working from home.

What’s new in MoneyWorks version 9?

MoneyWorks version 9 has lots of enhancement, and the main changes include:

  • Optimising the performance when running in the newest Macs with M1 processors.
  • 3rd party services.
  • A Search function in the report preview window.
  • An integrated Fixed Assets module.

3rd party services such as Bank Feed, Invoice Automation, and e-invoicing (Send and receive invoices electronically using the international PEPPOL standard) can install easier into MoneyWorks without having a separate script. Although some of the services are only available for New Zealand and Australian user, it is a good start for all.

With a search function, you do not need to scroll up and down the report, looking up information within hundreds or thousands of transaction. Enter the keyword that you wish to find and the results presented to you within seconds.

It is not just a fixed asset register that shows the number of assets you owned. MoneyWorks fixed asset is a complete fixed asset module that allows the accountant to process depreciation, revaluation, and disposing of assets.

Fixed Asset software

Process the depreciation monthly or annually, or whenever you need to revalue or dispose of the asset, once you have set up the fixed asset. A journal posted automatically adjusting your asset value when processed.

We will discuss more on MoneyWorks fixed asset in our future post. In the meantime, you may download a trial to test drive the fixed asset (install version 9 onto a separate computer if you are still using an older version of MoneyWorks); or book a demo to find out how to using MoneyWorks to manage your business finance.

Visit the Cognito website to check out the change history of the MoneyWorks version 9.