Tag Archives: Small Business Accounting Software

Nope, I had already paid!

Was the invoice paid?
When was it paid?
What’s the amount paid?
Which are the related payments (or receipts) for an invoice?

Once you have made a payment to a Purchase Invoice (or a payment received for a sales invoice), MoneyWorks updated the transaction.AmtPaid and transaction.DatePaid field on an invoice. You can add these two fields (AmtPaid and DatePaid) from the Customise List View wizard (Edit menu > Customise List View) to find when was the payment made and the amount paid for an invoice.

Find related payment transactions
Find Related

Highlight the invoice and click on the Related button on the icon bar, and it will bring up the Related wizard, which you can then select the Payment for Purchase Invoice (or Payment for Sales Invoice, depending on the invoice type). Use the Related feature to find transactions on the fly, a quick and easy way to find the payment made (or payment which you have made progressively) to an invoice.

Payment History
Payment History

Payment History from the Enquiries menu is another method of searching for the related payment of an invoice. The list shows all the transactions related to a customer (or supplier), gives the accountant a detailed overview of the historical invoices and payments.

Whether you like to have a glance at the payment status of an invoice, find the related payment on the fly, or a historical payment listing for analysis, MoneyWorks has the features available that meet your accounting needs.

How to use the contra feature in MoneyWorks accounting system?

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.

Method one

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.

Method two

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.

Contra a credit note with an invoice

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.

Sign up a free demo to find out more about MoneyWorks Now, the cloud-based accounting system for your business.

Work with lists

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.

Customise list

Exchange rate
add an exchange rate field to the list

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.

Heading Field

heading field
add a heading field to the 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.

fields added to the list
Data field added to the list

MoneyWorks is a powerful small business accounting system, available on both desktop and cloud-based. Sign up a free product demo or download a trial to test drive to find out more.