Charging Interest on overdue invoices script

The latest MoneyWorks 6.0.6 update, introduces a new concept of running a MoneyWorks Report as a script.

Basically a Report Script consists of a MoneyWorks custom report that, instead of being installed in the Custom Reports folder, is installed in the Custom Scripts folder. Such a report will appear as an additional command at the bottom of the Command menu.

You can do a lot with a Report Script that you had to previously use something like vbScript (Windows) or AppleScript (Mac), and of course the scripts are platform independent. For example, a Report Script can read a text file, massage it in some way, and then bring the data into your MoneyWorks file as a set of transactions (or customers, jobs etc).

As an example, engineering has created an “Apply Interest” Report Script, which takes the overdue balances in your receivables (either 30+, 60+ or 90+), calculates the interest on these (at a whatever rate you decide), and then optionally creates invoices to charge the overdue customers. Continue reading

Video: How do I modify customer receipts

Q: When my customer makes a payment on an invoice I would like to print a receipt that shows the original items that they purchased.

In MoneyWorks Express and Gold when a customer makes a payment on an outstanding receivables invoice, you create a Receipt transaction coded to that customer and their outstanding invoices appear. When you apply the payment (full or partial) the printed receipt will only show the details it has recorded, the invoice number date amount paid etc., not the detail lines from the original invoice.

However with most things in MoneyWorks you do have options. Continue reading

Video, applying credit notes to invoices

Credit Notes are negative sales invoices, where you owe a customer for returned products etc. Likewise a Credit Note could be a negative supplier invoice where a supplier owes you money for products you may have returned for credit.

In the quick video below we have created a credit note for a customer who has returned goods and then applied that credit note to an outstanding receivable invoice that a customer still owes, using the Adjust > Contra option. Continue reading

Video modifying and using the transaction lists

The following video demonstrates how to add information to your transaction lists and use the sorting of the lists to create a quick report on the fly. We are using MoneyWorks Gold 6 in the video but customizing list views applies to Express & Cashbook as well, including version 5 customers. Remember all list views (transactions, names items, pop up choices lists, tax code lists etc. can be modified in a similar way and this is just one small example of how you could use these features. Continue reading

How do I enter my serial number

Q: I have downloaded the trial version and created a company file and have been entering my information in there accordingly.  The trial was about to expire and seeing as I like the program I have went ahead and purchased the program.  I cannot find a way to enter the serial number that came with my product.  Am I missing something?

To enter your serial number in MoneyWorks 6, simply click on the Help menu [Red Arrow], and click on the option Enter Serial.

Continue reading

How do I use MoneyWorks in French

I am in Quebec & I need to print my cheques in French?

Although MoneyWorks is sold in 70+ countries it is only available in English. However you can enter your account descriptions (chart of accounts), customer and supplier info and your item descriptions in French. If you are using MoneyWorks Express or MoneyWorks Gold you can also customize the existing forms (invoices, purchase orders, packing slips, etc.) in French or create new ones. MoneyWorks also uses the number formats of your operating system, so the English $1,000.00 can be entered as 1000,00$ if desired.  New in version 6 you can also set the written amounts of the cheques to print in French, by using the Forms Designer (not available in MoneyWorks Cashbook). Continue reading

New Sales Order feature in Gold

This is one of those features that the engineers don’t tell you about until later.

One of the much requested features in MoneyWorks Gold 6 was the ability to see Effective Stock levels when entering sales orders (i.e. the Stock-on-hand minus whatever has already been allocated on other sales orders).

To display Effective Stock on a Sales Order instead of stock-on-hand, click the column heading for the SOH column in the sales order entry. The heading will change to “Avail”. This setting will stick until you click the heading again to change it back to SOH.

For example: Continue reading

How do I import the Chart of Accounts?

Q: We want to import the chart of accounts from our old accounting software that we have been using for 10 years?

The accounts lists in MoneyWorks are very customizable and typically customers choose to modify one of the existing account templates that they select when creating their company file. See the Tips article  on our North American Support page: Modifying your Chart of Accounts, before going ahead with importing your existing one. It might save you time and be easier than you think.

However if you are using MoneyWorks Express, Gold or Datacentre you can import your charts with some caveats and modifications. A knowledge of spreadsheets is required. Continue reading

How do I import inventory on hand stock quantities?

Q: I am in the process of bringing our 3000+ items in to our new company file in preparation for the conversion.  I cannot find in the manual how to bring in the starting quantities for those items.

If just setting up your company file you cannot import your opening inventory  for each item, until you have created or imported the items into MoneyWorks Gold, which is described in detail in the previous post “How do I import my products?Therefore if you have not yet imported your inventory items, refer to that article first, by clicking the link.

In MoneyWorks Gold version 6 you can import quantity on hand for each item, which can be used for setting the opening inventory levels as in this case or for importing annual or periodic inventory stock take. Continue reading

How do I import my products?

Q: I am in the process of bringing our 3000+ items in to our new company file in preparation for the conversion. How do I import the products.

MoneyWorks Express and MoneyWorks Gold include importing and exporting and will import items lists e.g. products, services etc., with the main difference being that MoneyWorks Gold will manage inventory, tracking qty. on hand etc. and Express is just an item list with an assigned income account when selling and cost of goods account when purchasing, there fore not tracking qty on hand. Continue reading

How do I email a receipt or invoice to my clients directly out of moneyworks?

Q: How do I email a receipt or invoice to my clients directly out of moneyworks?  And how to I link my e-mail that is already set up in apple mail to moneyworks?

There’s really no “link” required.  To send an email directly out of MoneyWorks … for instance an invoice …. after entering the invoice details, click on the Printer icon (bottom right corner of the transaction entry screen) then click on OK. Continue reading

How do I handle Freight Charges

Q:I have several transactions where we need to include the shipping cost as part of the total charge to the customer.  I am currently inputting 2 transactions one by product and one by account so that the shipping charge does not get added to the profit for the sale.  Is it possible to receive money by item and by account on the same transaction?  This does not seem possible, but maybe I am missing something.

In MoneyWorks you can create a Shipping Item Code that can be used to record shipping charges on invoices where you are recording Items. Continue reading

How do the departments work in MoneyWorks Gold?

MoneyWorks Gold has a departmentalized GL. meaning that you can create departments, assign them to a department group(s). The Department Group is assigned to the various, income and expense accounts that you want to track by department. You can then produce individualized income statements/P&Ls for each department, groups of departments or combined departments in a classified/combined income statement.

e.g. property management: a business owns a building with multiple rental units and wants to track the received and costs incurred for each rental unit and the building as a whole. So in our example each rental unit will be a department. Continue reading

How do I adjust the fonts and layouts in reports

Q: My accountant wants a print out of all the transactions for last year. As recommended I choose the Ledger Report, but there are many lines on the report is too tight for him to clearly see. I can adjust the print size, but how is their a way to add spaces between the lines?

MoneyWorks allows you to choose the font that your want to use for reports and set up the page layout for each of your reports. Here’s how. Continue reading

Everything about HST GST PST QST reporting for Canada

Q: Does MoneyWorks handle canadian Sales Taxes?

Yes, when you create you new company file (see Create a new MoneyWorks File video) you select Canada and your province or territory from the drop down list. Then when the file is created the default sales tax for your province/territory is created. Continue reading

How do I add a total discount line on my invoices

Q: We often add discounts to different items that we sell to various customers. It is not always the same for each product or each customer. We use the percentage discounts amount in each detail line of the invoice, but we would like to advise the customer how much of a discount we have given them in total and in dollars. I’ve modified my invoices using the forms designer but how do I add a total discount line on my invoices?

As you are aware MoneyWorks Express and Gold allow you customize invoices. Open the invoice that you modified in forms designer. In this example we are going to add  a calculation field at the bottom of the invoice that will calculate the total percentage discounts given on all the detail of the invoice in dollars. Continue reading

How do I import two names into one field

Q: Our current customer / supplier database is set up with split name fields, first and last, and MoneyWorks uses just a single name field for both first and last names, is there away to import or combine the two name fields used in our current database so we can import them into MoneyWorks?

When importing records e.g. Names, Items, from a text file with various columns and rows, you line up the MoneyWorks fields to the fields (columns) in the import file. Continue reading

How do I import names from my old system

Q: I want to import my customers and suppliers from my old system into MW. What is the easiest way to do this?

MoneyWorks Express and MoneyWorks Gold can import name records, exported from most legacy accounting solutions. Although all accounting systems are different or proprietary, they are all databases, consisting of tables (lists) tracking various fields (types of labeled information). In order to move the data in these lists from one system to another, you must export the lists in a text format from the old system and line up that text file to match up the field names in the new system.

Express & Gold are very flexible in exporting and importing records (names, items) and or transactions, with a unique and extremely flexible mapping system. However the first step is to export the names, in this case customers from your old system and that will take some knowledge of  excel or numbers for Mac purists. Continue reading

Is it possible to export to Caseware

Q: Our accountant requires ledger data to be exported to Caseware and I had noticed in support forums that there was a Caseware Export feature

Yes it is. Not sure which version you downloaded .. i.e. how long ago … as the current trial download (demo) is version 6 and it does have a Caseware option available when you select the Accountant’s Export function (File > Accountant’s Export): Continue reading