MoneyWorks Manual

MoneyWorks 9 Manual

Welcome to MoneyWorks

Using This Guide

Differences in Operation under MacOS and Windows

If You have Problems

Installing MoneyWorks

The First Time you Run MoneyWorks

Registering your copy of MoneyWorks

MoneyWorks Updates

Getting Started

Setup Information Required

Setup Definitions

Creating Your New File

Setup Information

Company Information

Chart of Accounts

Accounting for GST, VAT or Sales Tax

Accepting Your Setup

The Setup Account

Manually Entered Bank Balances

Check Your Tax Rates

Entering Outstanding Information

Accounting for Unpresented Items

Entering Opening Payables & Receivables

Entering your Opening Stock

The Setup GST Report

Entering your Balance Sheet

Removing the Setup Account

Managing Your File

Opening Your Document

Saving Your Document

Changing Documents

Document Rollback or Revert

Document File Size

Protecting Your Document

Creating a Password

Changing a Password

Removing a Password

Opening a Document with a Password

Backing Up Your Document

Creating a Backup Copy

To Restore a Backup

Moving Your File to a Different Platform

Communicating with Your Accountant

Accountant’s Export

Dropbox Sharing

Graphics and Logos

Managing Your Plug-ins

Creating a MoneyWorks Now Account in MoneyWorks

Migrating a MoneyWorks Document into the MoneyWorks Now cloud

Granting access to your MoneyWorks Now document

Having Access Granted

MoneyWorks Services, Support and Maintenance

Accessing/Managing MoneyWorks Services

Registering your MoneyWorks File

Lodging a Credit Card

Updating/Deleting a Lodged Credit Card

MoneyWorks Support Details

Enabling a MoneyWorks Service

Renewing a Charged Service

Disabling a MoneyWorks Service

How MoneyWorks Services Work

MoneyWorks Maintenance

Renewing your maintenance later

Chart of Accounts

Simple Chart of Accounts

Deciding on Your Chart of Accounts

Security on your Accounts

Structuring your Accounts

Multilevel Account Structures

Creation Order of Your Chart of Accounts

Moneyworks Accounts

Cloning an Existing MoneyWorks Document

Maintaining your Chart of Accounts

The Accounts List

Creating a new Account

Digression on Credit Cards

Cashflow Reporting

Modifying an Account

Changing an Account Code

Changing the Account Type

Changing the Security Level

Deleting an Account

Account Categories

Company Details

Navigator Overview

Getting Started

Accessing the Calendar through mwScript

Using the Navigator

Customising the Navigator

Entry Windows, Data Validation and Sticky Notes

Anatomy of an Entry Window

Entry and Validation where a Code is Required

Drop Down Lists

Creating a Record “On the Fly”

Custom Validation Lists

Creating a Validation List

Assigning a validation to an entry field

Working with Lists

Selecting Records in a List

Manipulating Records in a List

Sorting Records

Locating a Record

Finding Records using the Search Box

Find by Formula

Useful List Operations

Summing Selected Records

Colouring Records

Replace Commands

Reading Records

Customising Your List

Creating Filters

Modifying and Deleting Filters

Printing and emailing

Output Settings

Output to Printer

Output for email

Output to Excel, Word and Numbers

Output to Clipboard

The Preview Window

Changing the Margins and Leading

Printing a Form for the first time

Messages on Forms

Setting the default form

Choosing the start label

Printing Issues

Using the Default Printer on Windows

Accessing and Viewing Transactions

Viewing Transaction Lines

The Transaction Entry Window

Transaction Toolbar

Transaction Fields

Transaction Entry

Entering a Transaction

Delivery and Mail Addresses

Entering Detail Lines

Entering Detail Lines by Account

Entering Detail Lines by Item

Removing detail lines

Inserting Detail Lines

Reordering Detail Lines

Changing between By Account and By Item Entry

Recording Jobs in Transactions

Adjusting GST/VAT/TAX Rounding

Sales Tax Override

Storing Source Images

Transaction Entry Goodies

Auto-Allocation

Entering Details by Percentage

Entering the Transaction Date

Using Calculations in Transactions

Opening Your System Calculator

Entering Long Text in Transactions

Changing Field Attributes

Displaying Margin Information

The Salesperson Field

Modifying and Deleting Transactions

Changing Details of Transactions

Duplicating a Transaction

Deleting Transactions

Reversing Transactions

Information on a Transaction Record

Printing Transactions

Printing a Transaction List

Printing Invoices, Receipts and other Transaction Forms

Printing Multiple Forms

Posting Transactions

Recurring Transactions

Making a Recurring Transaction

Entering an Automatic Reversing Transaction

Changing the Recurrence Properties

Stopping a Recurring Transaction

Finding Recurring Transactions

Setting up an Auto-Allocation for “Cash” Transactions

To create a rule

Test Conditions

This expression

Manually invoked rules

Cash Transactions

Entering Payments

Entering Receipts

Printing Tax Receipts

Bank to Bank Transfers

The Banking Command

To View the Items in a Banking

Manual Electronic Payments

Importing Bank Statements

Importing CSV files

Editing the imported transactions

Allocating against invoices

Cautionary notes

Linking a bank account with a MoneyWorks GL bank account

Using Bank Feeds

Bank Reconciliation

Reconciling Unposted Transactions

Saving a Reconciliation

Reviewing and Reprinting a Previous Reconciliation

Problems with Bank Reconciliations

Clearing Old Bank Reconciliations

Creating a New Name

Pricing and Terms

Balances/History

Contact History

Modifying and Deleting Names

Head Office Billing

Importing your Address Book

Items, Products and Jobs

Creating a New Item

Modifying and Deleting Items

Printing a Product List

Item Reports and Enquiries

Creating a New Job

Modifying a Job

Job Tagging Reports

Debtors and Accounts Receivable

Sending Invoices

Entering Sales Invoices

Receiving a Deposit

Overriding the Prompt Payment Terms

Putting a Sales Invoice on Hold

Printing and emailing Sales Invoices

Creating Multiple Sales Invoices

Receiving Payment for Sales Invoices

Invoice Receipts as Receipt Transactions

Batch Debtor Receipts

Using a Previous Over-payment to Pay a New Invoice

Modifying Receipts That Have Been Entered

Printing an Allocation Summary

Accepting the Batch of Debtor Receipts

Allocating Receipts to Invoices

Handling Overpayments

Write Off Option

Printing and emailing Statements

Ageing Debtor Balances

Creditors and Accounts Payable

Receiving Invoices

Entering a Purchase Invoice

Paying Your Creditors

Paying Creditors Individually

Overpaying a Creditor

Paying a number of creditors

Printing Cheques

Electronic Payments

Reprinting a Cheque or Remittance

Invoice/Order Automation

MoneyWorks eInvoicing

eInvoice Link4 account

Logging into eInvoicing

eInvoice Settings

Identifying Customers and Suppliers

Uploading your customer and supplier information

Sending an eInvoice

Retrieving eInvoices

Invoice Response

The Link4 Dashboard

Invoice/Order PDF Scanning

Submitting your Customer and/or Supplier details

Submitting Samples

Retrieving Transactions

Purchase Order Matching

Cancel Transaction

Contra Invoices

Write Off Command

Return Refund to Debtor

Receive Refund from Creditor

General Ledger Journals

Standard Reports

Printing Reports

Reports with Customised Settings

Report Settings for Report Chains

Index to Reports

Overview of Main Reports

Aged Receivables

Age by Due Date

Backdated Transactions

Cash Flow Report

Cash Forecast Report

Cash Projection Report

Chart of Accounts

Committed Budget

Daily Transaction Summary

Department Listing

Debtors/Creditors Reconciliation

Executive Summary

GST/VAT/HST Guide Form

Ledger Daily Chart

Overpayments Report

Profit Financial Year Forecast

Profit and Loss for Month/Year to Date

Profit Monthly/Yearly Comparison

Profit Next Year Budgets

Profit and Loss Comparison

Recurring Transactions

Sales Tax Report

Statement of Cash Flows

Tax by Currency

Transaction Postings

Trial Balance to Date

Other Financial Reports

Report Column Headings

Report Outlines

Product and Customer Sales Reports

Stock & Job Reports

Account Enquiries

Finding Account Balances

Product Enquiry

Customer & Supplier Enquiry

Payments History

Managing Financial Periods

The Period Management Dialog Box

Opening a New Financial Year

Changing Period Names

MoneyWorks Preferences

Script Security

Document Preferences

GST, VAT, Sales Tax & Tax Codes

Checking your Tax Coding

Anatomy of the GST Report

Reprinting a GST/VAT Report

Changing the GST Parameters

Filling out your GST Return

Paying GST/VAT in Multiple Countries

Determining the GST/VAT Liability

Taxable Payments Report

Customer Accounting

Setting up Customer Accounting

Purchasing Prescribed Goods

Selling Prescribed Goods

Postponed VAT Accounting

Special Tax Code

Special General Ledger Codes

Special debtor/creditor code

Recording your Postponed VAT

The VAT Guide and MTD

Making Tax Digital

Using MTD in MoneyWorks

HMRC Connect window

Submitting your VAT

Using IRD Connect in MoneyWorks

IRD Connect window

Submitting your GST

Singapore On-Line Filing

Fiji VAT Monitoring System

VMS Configuration

Changes in MoneyWorks Operations

Printing Fiscal invoices

Sales Tax and PST

The Sales Tax Report

Paying your Sales Tax

Of Budgets, Balances & Reminders

Entering Budget Data

Navigating in the Budget Editor

Manipulating Data

Copying and Pasting Data

Importing Budgets

Printing Budgets

Account Balances

Off-Ledger Values

Reminder Messages

Adding Reminder Messages

Deleting Reminder Messages

Items, Products and Inventory

Creating a New Item

Bill of Materials

Modifying and Deleting Product Items and Resources

Printing a Product List

Updating Inventory

Posting stock transactions without Enable Job Costing & Time Billing

Posting stock transactions with Enable Job Costing & Time Billing

Stock Valuation

Entering a Stock Journal

Building Products

Stock Enquiries

Overview of a MoneyWorks stocktake

Entering your new stock counts

Committing the Stocktake

To complete the stocktake

Stocktake Report

Locations, Serial Numbers and Batches

Specifying Locations

Specifying locations on transactions

Serial Numbers and Batches

Specifying that a product is to be tracked by serial/batch

Allocating serial and batch numbers

Assigning serial and batch numbers to sales

Serials, Batches and Jobs

Stock Transfer Journals

Importing transactions with serials/batches or locations

Purchase Orders

Entering a Purchase Order

Paying a Deposit with Order

Receiving the Goods and Invoice

A Note on Deposits

Entering a Sales Order

Updating the Ship Quantities on a Sales Order

When a Quote is Accepted

Quote Templates

Batch Processing of Sales Orders and Quotes

Batch Reordering

Determining Backorders

Remote Warehousing

Stock Transfers and Requisitions

Remote Fulfilment Data Requirements

Setting up Multi-Currency

Specifying a Currency

To Add a Control Account After Creating the Currency

Deleting a Currency

Setting the Exchange Rate

Transferring funds to/from a foreign bank account

Sending and Receiving Invoices in a Different Currency

Entering a Foreign Currency Transaction

The Transaction Exchange Rate

Duplicating and recurring foreign currency transactions

Paying a Foreign Currency Invoice

Purchasing Items

Realised and Unrealised Gains and Losses

Multi-currencies: Behind the Scenes

Ledger Balances

Currency Gain/Loss

Departmental Accounts

Department Example

Adding a new Department

Deleting a Department

Department Groups

Creating a Departmental Group

Modifying a Group

Deleting a Department Group

Associating Departments with Accounts

Department Classifications

Adding a New Classification

Using Products with Departments

Job Costing Tutorial

An Overview of Job Costing

Turning on Job Costing

Adding a New Job

Recording Disbursements

Timesheet Entry

Invoicing the Job

Setting up Your Jobs

Job Preferences

Creating a New Job

Modifying a Job

The Job Sheet File

To Manually Enter a Job Entry

Automatic Entry from the Transaction File

Modifying Job Sheet Entries

Deleting Job Sheet Items

Timesheet Entry

Tips on Timesheet Entry

Stock Requisitions

Cost and Sell Pricing

Costs with Job Tracking

The Work-in-Progress Journal

Creating an Invoice for a Job

Project Billing

Writing off a job

Transferring assets from an Existing Register

Asset Categories

The Asset Category Window

The Asset Window

Asset Revaluation

Asset Disposal and Write-offs

Importing Asset Categories

Importing Assets

Users, Privileges & Security

MoneyWorks Security

Password Protecting your File

Setting up Roles

To set up an additional user

To change a user’s privileges or role

To change the privileges for a role

To delete a user or role

To change or remove a password

Logging in when you Open a document

Protecting Reports and Forms by Signing

To Sign Forms and Reports

MoneyWorks Security Levels

MoneyWorks Privileges

Copying Settings between users

Sharing your Document over a Network

What you will need

Accessing a shared document

Connecting to the local network

Connecting to a document on another network

Connecting to MoneyWorks Now

Common Connection Errors

Closing a connection to a Server

To see who is connected

Sending a Broadcast Message to Other Users

Uploading Reports and Forms

Server-Side Reporting on Datacentre

What’s different when you are Sharing

Single-User mode operations

Operations that may be affected by other users

Uploading a File to Datacentre or MoneyWorks Now

MoneyWorks Datacentre Server setup

Upgrading a Datacentre

MoneyWorks Documents Directory

Installing Client Software

Starting the Datacentre

Restoring a Backup

Service Control

Datacentre Services

Enabling SSL encrypted connections

Advanced settings

Troubleshooting

Using the Folders tab

Updating the Datacentre software

Using MoneyWorks Datacentre

Document Maintenance

Remote Connections

Report Writing Tutorial

Creating Your Own Reports

Creating Reports

Defining a Part

Defining a Column

Previewing the Report

Modifying the Report

Inserting a Part

Saving the Report

Working with Accumulators

Column Calculations

Percentage Breakdowns

Report Settings

Heading Expressions

The Final Report

Closing the Report

Extending the Report

A Quick Customer Report

Creating a New Report

Modifying an Existing Report

Working with the Report Editor

Changing the Page Size of the Report

Testing the Report

Protecting your Report

Accounts of Type

Accounts of Category

Range of Accounts

Column Headings

Accumulator Operations

If...Else if...End if

For Each...break...continue...End For

Composite Charts

Running Headers and Footers

Reporting Options

Setting the Style & Font

Report Column Types

Column Format Options

Creating or Modifying a Cell

Removing a Cell

Setting the Report Preferences

Custom Settings

Setting the Help Text

Sequential Report Chains

Creating a New Report Chain

Opening and Modifying a Report Chain

Analysis Reports

Analysis Tutorial

Creating an Analysis Report

Adding other breakdown fields

Adding additional columns

Selecting records for breakdown

Changing the breakdown fields

Preselecting the source records

Specifying the source records at print time

Saving an Analysis Report

Printing An Existing Analysis Report

Printing from selected records

To print using a preset search

To print using a user specifiable search

Transaction Based Analysis Settings

Job Sheet Based Analysis Settings

Anatomy of an Analysis Report

Creating a New Analysis

Modifying an Analysis Definition

Analysis Definition Options

Analysis Column Settings

Report Preferences

Setting the Help Text

Exporting & Importing

Exporting When Printing

Exporting Transactions

Exporting from Other Lists

Exporting Account Balances and Budgets

Importing the Chart of Accounts

Importing into Other Files

Import File Format

Using Calculations in Imports

Transaction Importing

Importing into Detail Lines

Importing Serial Numbers and Locations

Repeating Fields

Importing General Journals

Transaction Import Errors

Importing Payments/Receipts on Invoices

A note on exporting Payments/Receipts on Invoices

Product Importing

Field Descriptions for Products

Product Import Errors

Names Importing

Name Field Descriptions

Import Names Error Messages

Job Sheet Item Importing

Importing Tax Rates

Importing Direct from other Applications

Anatomy of forms

Creating a Form

Modifying an Existing Form

The Document Window

Setting the Form Size

To create a new section

To change the section that you are working on

To delete a section

Conditional printing of sections

Notes on sections

Tools and Controls

The Selection Arrow Tool

The Rectangle Tools

The Picture Tool

The Calculation Box Tool

The List Box Tool

The Show toolbar button

Formatting Objects

Borders, Fills and Pen Widths

Font, Size, Style, Text Colour and Alignment

Arranging Objects

Testing Your Form

Securing Your Form

Printing Multiple Forms

Adding a Hot Link

Customising the Navigator

Calculations and things

Field References and Identifiers

Global Variables

Fields in Reports

Fields in Forms

Form Environment Variables

Mathematical Operators

Relational Searches

Function and Handler Summary

AvailableStockForBatch

CreateSelection

CurrencyConvert

DollarsToEnglish

FirstUnlockedPeriod

GetAllContactEmailsForRole

GetAppPreference

GetContactForRole

GetDatabaseFields

GetDatabaseFieldSize

GetDatabaseFiles

IntersectSelection

ProductSOHForLocation

RecordsSelected

Regex_GetMatches

Regex_SearchStr

StocktakeNewQtyForLocation

StocktakeStartQtyForLocation

SuggestNameCode

TableAccumulate

TableAccumulateColumn

Script-only Functions

AddStatementTransaction

AppendColumnToStdEditList

AppendPopupItems

AutoFillAcctDeptField

ValidateFieldWithValidationString

CancelTransaction

ChangePrimaryKeyCode

CopyUserSettings

CreateListWindow

DeletePopupItems

DisplaySelection

DisplayStickyNote

ExchangeListRows

FindRecordsInListWindow

GetActiveListColumn

GetActiveListRow

GetClipboardText

GetDialogHandle

GetLastErrorMessage

GetListContents

GetListLineCount

GetNextReference

GetRecordForListRow

GetWindowProperty

InsertEditListObject

InsertListObject

InstallMenuCommand

InstallToolbarIcon

LoadHTMLInWebView

LoadURLInWebView

MergeOrderLines

ModalListWindow

ModalJobsheetEntryWindow

ModalTransactionWindow

ParamsFromArray

PostTransactions

PutClipboardText

PutRecordForListRow

ReadCurrentRecordForWindow

SetExchangeRate

SetFieldEnabling

SetFieldVisibility

SetListContents

SetOptionsForEditList

SetProgressMessage

SetStocktakeForLocation

SetWindowProperty

SetReportColumnWidth

SetSidebarColour

SortListByColumn

SyncTransactionImage

TryPutBackReference

UpdateOrderLines

WaitMilliseconds

WriteCurrentRecordForWindow

WriteToTempFile

XML_ParserCreate

XML_SetElementHandler

XML_SetCharacterDataHandler

BeginXMLElement

Scripts, Automation and the REST of it

Sample Scripts:

To Create a New Script

Deploying Scripts

The MWScript Language

Standard Handlers

AllowPostTransactions

PostedTransactions

AllowDeleteRecords

TweakColumnList

Specific UI Element Handler Names

Invoking handlers from menus, toolbars, and other places

Adding a custom user interface to your scripts

What can be Built

Building Windows

Opening and Closing Windows

Window Extensions

MoneyWorks Automation

MoneyWorks REST APIs

Appendix A—Field Descriptions

Account Categories, Department Classifications and Groups

Job Sheet Items

Reconciliation File

Allocation File

Asset Categories

Offledgers and Currency

A note on colours and colour searching

Simplified Schema