Tag Archives: Templates

How to add a memo line in Sales Invoice?

Software: MoneyWorks accounting software

Sometime you may want to insert a note before or after an item when preparing an invoice. It could be delivery information for the driver, project information which you want to show in the invoice, or shipping information such as the port of discharge, port of destination, estimated date of arrival, etc.

You may add an asterisk (*) before an item code, link it to a memo income account (to prevent confusion with the actual sales account), and omit the * item from printing on the invoice form. For example:

Item code: *POD
Name: Port of Discharge:
Sales account: Memo income

asterisk item

Then, apply the below formula on those columns which you want to leave it blank when using an * item in the invoice form, columns such as stock code, quantity, unit price, tax code, and the amount.

Formula sample:

if (Detail.StockCode = “*@”, “”, Detail.StockCode)
if (Detail.StockCode = “*@”, “”, Detail.UnitPrice)

form design

In this way, only the description column prints the information which you have entered in the detail description column.

Print Invoice

Consult your MoneyWorks consultant if you need help in designing forms.


Reference: MoneyWorks User Guide, Form Design.



How to print product label with barcode?

Software: MoneyWorks accounting software

The product barcode in MoneyWorks accepts both EAN13 and Code128. It helps to ease the operation and omit error when entering a sales or purchase invoice by scanning the barcode of a product.


The product label is a form template, which you can print from the Command menu or create a new one from the File menu. Highlight those products to print before you select the print product label feature from the command menu.

For creating a new label, you need to use the picture tool in the form designer to add a barcode on the product label. Select the Barcode radio button from the image option window, and then click the formula editor button to enter the formula for the barcode.

barcode formula

Use Code128 (Product.BarCode) for Code128 barcode and “EAN13:”+Product.BarCode for printing a EAN13 barcode.

Code128 barcode

EAN13 barcode

Then, add other essential fields such as product code, description, price, etc. to the label via the Calculation tool or text tool.

The built-in camera on iPad or iPhone can act as a barcode scanner to scan the product barcode when recording sales invoice via the MoneyWorks Mobile or a custom app which integrate with MoneyWorks.

MoneyWorks is powerful and yet cost-effective accounting solution for small businesses. Sign up a free demo to find out how to use MoneyWorks efficiently to manage your business finance.



Advance invoices

Software: MoneyWorks accounting system

Advance invoices are to request a payment from the customer before goods and services delivered.

Rental and loan businesses or services and maintenance businesses usually required to invoice their client in advance. These businesses include property management, property rental, equipment rental, IT service and maintenance, serviced office, etc. Following month invoice will be out and received by the client by the end of the current month to arrange payment on or before the rent period.

One of the methods is to set the invoice date as the following month; however, this method requires you to open a new period before month-end closing which some accountants may not comfortable in doing it.

Another method is to set the invoice date as the current month but charge the income to the deferred income account. Then, record a general journal on the following month debiting the deferred income account and credit sales.

You may have to set the invoice template in such that it shows the billing is for the following month’s rent or services although the invoice date is current if the deferred income method is preferred.

For example, if you want to show the invoice description as item description with a note stated as ‘For the month of FOLLOWING MONTH – YEAR’; then you can add:

“For the month of ” + Slice (PeriodToDate (Transaction.Period + 1), “2”, ” “) + ” ” + Slice (PeriodToDate (Transaction.Period + 1), “3”, ” ” )

after the item description formula.

template design

Serviced office Invoice

GST realisation on both methods is different. The next month billing method realised the GST in the following month, whereas deferred income method realised the GST in the current month.

Discuss with your accountant if you are not sure which is a better method to adopt or the method allowed in your country.

Contact your MoneyWorks consultant if you need help in designing the invoice template.