Cashbook for payments & receipts

Easily record all your payments & receipts.

• Clear entry screens make for fast, accurate recording of transactions.
• Store original PDF or scan of original hardcopy docket for your records [not Cashbook]
• Import downloaded bank statements in QIF, OFX, QBO formats.
• Automatic allocation of income and expenses by predefined rules.
• Automatically manage your .
• Recurring transactions save re-entering repetitive items such as rent and wages.
• Print cheques or create electronic direct payment files for supported banks.
• Manage as many bank or credit card accounts as you need.
• Point and click bank reconciliation—no need to re-enter your bank statement.
• Full bank register and cashflow reporting.
• Produce professional profit & loss reports for month, year, multi-year comparison, budget and more.

Integrated general ledger

Maintains details of your accounts for over seven years, right through to trial balance and balance sheet.

• Completely flexible chart of accounts allows MoneyWorks to operate the way your business does.
• Seven character free-form account codes for reporting flexibility.
• Journals (including reversing journals) for managing account transfers and accruals.
• Account movement graphs with drill-down to actual transactions.
• Comparative reports and graphical analysis going back seven years.
• Supports alternative code for reporting. Use your own codes in-house to provide the degree of breakdown that you need, but give your accountant reports based on their preferred coding structure.
• No end-of-month or end-of-year rollover—have up to 90 periods open simultaneously.
• Complete audit trails for added accounting integrity.

The extended general ledger in MoneyWorks Gold/Datacentre supports full departmental (cost-centre) accounting. Use departments to manage branches, divisions, vehicle fleets, properties etc.

• Create departments for commonly occuring subledgers
• Department codes can be up to five alpha-numeric characters
• Group similar departments into groups for easy general ledger maintenance and reporting
• Classify departments for reporting purposes
• Report by department, group, classification or consolidated.

Product database

Easily set up items or services that you regularly buy/sell as products, allowing you to specify quantities, maintain consistent pricing and perform extensive sales reporting and analysis.

• Keep a price book of products or services sold or purchased.
• Ensure consistent pricing with item buy and sell prices.
• Maintain an automatic count of the items that you have on hand.
• See who has (or hasn't) purchased which items.
• Use product codes of up to 31 characters.
• Assign categories to items and use to analyse your sales.
• Attach sticky notes to your products, which will appear automatically as prompts when you make a new sales/purchase transaction ("Would you like fries with that?").
• Print price lists, report on top selling products, view sales trends, analyse sales by item category, customer, region etc.

MoneyWorks Gold/Datacentre has enhanced product features including pricing matrix, full inventory accounting, serial/batch tracking, multiple-warehouses and bills of materials.

Manage customer/supplier contacts

MoneyWorks stores your valuable customer and supplier details and contact information in easily manageable lists, which can be easily searched and sorted. Use these to reliably identify contacts, perform sales analyses, prepare mail/email merge letters and more.

• Use alphanumeric customer/supplier codes (up to 11 characters) for accurate access to customer names, address, phone, emails etc.
• Store banking information for creating deposit slips or direct credit files.
• Create as many contacts as you need per customer/supplier, and assign roles for easy management.
• Bulk email to contacts selected by role.
• Assign tax overrides to ensure correct tax handling for unregistered or out-of-state/overseas customers/suppliers.
• Import and update contact from Address Book (Mac), or from text files.
• Store URLs for quick access to supplier web sites.
• Assign default allocation general ledger codes to speed up recording of service transactions.
• Colour code your contacts for easy access.
• Assign customer categories and use to analyse your sales (or purchases).
• Record dates and details of customer/supplier calls, and set automatic reminders to follow-up.
• Create name templates for easy setup of new or casual customers.
• Attach sticky notes to customers (or suppliers) which will appear automatically when you make a new sales transaction.
• Print address lists & mailing labels, envelopes, merge letters¹ etc.

¹Creating merge letters and postcards requires the MoneyWorks Forms Designer, which is available in MoneyWorks Express and Gold.

Set up recurring transactions

Save time by having transactions automatically recur at designated intervals

• Have payments, receipts, invoices and journals automatically re-generate.
• Flexible recurring patterns allows recurrences every so many days, weeks, months etc.
• Great for repeating transactions such as rent and insurances.
• Transactions can recur a designated number of times, to a designated date, or forever.
• Automatically update item prices and descriptions on recurring invoices.
• Set up reversing journals.

Compare performance to budgets

Full budgeting for better control and decision making.

• Full budgeting—with two separate budgets.
• Easily compare actual performance to budgets in on-screen enquiries.
• Use the built-in budget editor to enter and manipulate budget data.
• Copy and paste budget data from an external spreadsheet.
• Import/update budgets from text file.
• Full departmental (cost-centre) budgeting in MoneyWorks Gold/Datacentre.
• Extensive set of reports for budget vs actual and revised forecasts.

Customise entry screens and lists

Customise your data entry screens for faster, more accurate data entry.

• Optionally display additional fields for data-entry.
• Omit fields from tabbing order to speed data-entry.
• Have fields default to previous value.
• Use drop downs to speed data-entry.
• Add validation rules for greater accuracy.
• Use the powerful scripting in Gold/Datacentre to modify data entry behaviour (e.g. to extract data from external sources or for complex calculations/validations)

Customise your lists to see just the information you need.

• Re-arrange the list columns to be in your preferred order.
• Remove or add columns to see just the information you need.
• Add calculated columns to see derived data [not Cashbook].
• Sort lists and print with subtotals.
• Create filters to see subsets of information.

Define pick-lists for easy data entry

Auto-fill list, configurable pick-lists and custom validations speed up data entry and reduce errors.

• Auto-fill lists show possible matches in real time as you type. If you don't know the code, start typing any word from the description and still get a match.
• If you often type similar transaction descriptions, you'll find the autofill-from-history a big time saver.
• Assign a pick-list to most data entry fields to restrict data entry to specific values.
• Pick lists will appear as dropdowns as data is being entered, or as a choices list if invalid data is entered.
• Match an entry against a formula to enhance accuracy (e.g. telephone numbers must be 7 digits).
• Match an entry against other data in your file (e.g. must be an existing customer resident in Florida).
• Ensure data is entered into mandatory fields by using a validation.

Quickly search & sort data

MoneyWorks presents all your valuable data in easily accessible lists, allowing you to quickly find and present the information you need.

• Access your data (transactions, customers, products, jobs etc) with a single keystroke.
• Quickly find just the data you need with fast "google-like" text searching (great for finding serial numbers or other text recorded in transactions).
• Use powerful search expressions for more complex searching (e.g. all unpaid sales invoices with a value over $10,000 that are more than 60 days old).
• Configure your lists to display just the information you need (add and remove columns, move them around).
• Sort your data at the click of a button and prepare instant reports with subtotals.

Email receipts, invoices & statements

Quickly email important documents such as invoices, orders or reports.

• Email any MoneyWorks form (invoice, receipt, statement¹ etc) or report as a pdf.
• Invoices and statements¹ can be emailed in bulk to their respective recipients.
• Email selected reports or invoices to nominated recipient(s), such as your accountant or bank manager.
• Email through your computer's email client (Outlook, Mail etc) or directly using your smtp server.
• Use the MoneyWorks Forms Designer [not available in Cashbook] to prepare personalised letters or newsletters for emailing as pdfs.

¹Statement printing is not available in MoneyWorks Cashbook

Output direct to PDF, Office and iWork

Send reports direct to MS Office, iWork or output to pdf.

• Save/email any report or form (invoice, statement etc) as a pdf.
• Reports can also be sent direct to Excel or Numbers, for further manipulation.
• Copy and paste records (transactions, customers etc) from any MoneyWorks list and paste into Excel/Word/Numbers.
• Set up Excel macros to directly interrogate MoneyWorks (e.g. get live cost prices for spreadsheet analysis).

Import bank statements

Download and import your bank statement from your bank's website.

• Let your bank do the data entry!
• Easily import your bank statement for designated bank and date range.
• Supports qif, ofx, qfx, qbo formats.
• Almost any text format can be imported using a MoneyWorks script.
• Save time by having your payments and receipts automatically encoded, based on text on statement and rules you set up.
• Allocate invoice payments to the respective originating invoices.
• Auto-reconcile imported transactions.

Bank feeds (optional subscription)
Australia and New Zealand Only

Bank feeds allow you to hook your MoneyWorks file up with your bank account(s). New transactions from the previous day that appear in your bank will appear on demand in MoneyWorks. Rules can be set so these transactions are automatically coded, or you can code them manually.

At present, this service is only available in Australia and New Zealand.

Note: This optional service is provided by a third party and hence is subject to a small additional charge per month per company.

Point & click bank reconciliations

Point and click bank reconciliation for fast, accurate reconciliations.

• Single click to mark a transaction as reconciled (or unreconciled).
• Import bank statements and automatically reconcile.
• Create missing transactions within reconciliation window.
• Modify incorrect transactions within the reconciliation.
• Reconcile any account (not just bank accounts).
• Reprint previous reconciliations.
• Bank Reconciliation Status report gives at a glance summary of all reconciliations.

Sticky notes will help you organise

Sticky notes act as on-screen reminders in the day to day use of MoneyWorks. Another example of one the many incredibly useful features that make MoneyWorks a stand-out product.

• Attach a sticky note to a record, and it will pop-up as a reminder when you view the record, or use the code identifying that record.
• If a customer (for example) has a sticky note on their record, it will pop-up whenever you sell something to that customer.
• Sticky notes can be attached to transactions, customer/suppliers, accounts, items and job records.
• Have different sticky notes appear for purchase or sales transactions.
• Colour code your sticky notes to indicate importance.
• On an item: use to up-sell ("Would you like fries with that?") or remind about required ancillary products.
• On a customer: use to remind about bad credit, outstanding issues or for customer relations ("Ask about John's new baby").
• On an account: use to provide guidelines on when to use and not use the account.
• On a transaction: use to annotate why it was coded differently, or why it needs to be checked.

Powerful on-screen enquiries

On screen enquiries are a great way to get instant access to your valuable data. See historic balances, view sales (or purchasing) trends, and find out what makes your business tick.

• Separate on-screen enquiries of accounts, products, customers/suppliers.
• See general ledger balances for an account or range of accounts.
• Display budget values to monitor performance.
• View product sales, costs and quantities for a nominated selection of items.
• See sales value (or purchases) for a nominated selection of customers.
• Segment charts by item or customer category to view comparative performances.
• Drill down to transaction level data to see what makes the values displayed.
• See trends by enquiring on a range of periods—up to seven years is available.

Secure your financial data

MoneyWorks Gold and Datacentre offer enhanced user-level security over the simple single-password level of Cashbook and Express:

• Create login profiles for each user based on their role.
• Restrict access to operations using the extensive per-user privilege controls.
• Restrict access to sensitive general ledger accounts, such as payroll, using account and user security levels.
• Provide read-only access to designated users.
• Access to reports is automatically determined by a user's privilege.
• Sign reports and forms to further restrict access to nominated user(s).
• Audit trails keeps track of, for example, who entered which transaction.
• Use mwScript to enhance security to meet unusual requirements.
• Use SSL protocols for secure network connections to MoneyWorks Datacentre over the internet.

Audit trails for accounting integrity

The immutable audit trails that are built-in to MoneyWorks give you and your accountant peace of mind by allowing you to see who changed what (and when).

• Because the accounting substance of a posted transaction cannot be altered, you can determine exactly how account balances have been changed, something your accountant will appreciate.
• Transactions are tagged with user details when entered/posted, allowing you to see who made changes when.
• Structural changes to the chart of accounts are logged, as are other significant accounting events (bank reconciliations, ageing etc).
• Complete audit trails maintained of all transactions.
• Inventory movements in MoneyWorks Gold/Datacentre will leave a complete audit trail.

Export in accountants format

MoneyWorks provides unparalleled support for your accountant, ensuring that you and your accountant can interchange data easily.

• As a registered MoneyWorks user, your accountant may be eligible for a special (free) support copy of MoneyWorks, so you will be 100% compatible.
• MoneyWorks data files are cross-platform, so it doesn't matter if your accountant uses a PC and you use a Mac (or vice versa).
• The built-in Accountants Export feature allows you to easily create (and email) a backup copy of your MoneyWorks file.
• The Accountants Export also supports data formats suitable to a number of popular accountants packages, if your accountant prefers these.
• Additional accounting export formats can be easily added as a MoneyWorks report plug-in.
• MoneyWorks even supports a parallel chart of accounts, allowing you to use your preferred codes and your accountant to report in theirs.
• Accountants (and other remote users) can access suitably configured MoneyWorks Datacentre files over the internet, allowing real-time access.

Your accountant will love the audit trails, enquiries, drill-down and reconciliation features of MoneyWorks, not to mention the powerful general ledger and reporting capabilities.

Manage unlimited companies

Most accounting software allow you to only manage accounts for one company, or charge you extra for additional companies. The desktop¹ version of MoneyWorks allows you to keep accounts for as many entities as you want on the one computer, with no additional fees or licenses required.

• Run as many sets of accounts as you require on the one computer with no additional licensing fees.
• Each set of accounts is kept as a separate file, allowing you to easily separate information from different entities.
• Keep accounts for organisations with different structures, or even, with the international version, from different countries.
• Have more than one file open at a time, allowing you to copy and paste transactions between entities [not supported for Gold clients].
• All MoneyWorks versions are localised or self-localising for GST/VAT systems in New Zealand, Australia, Canada (including support for provincial sales taxes, HST, QST), Eurozone, Nepal, South Africa, Singapore and the UK, and for sales-tax tracking in the US.
• Although designed for business use, MoneyWorks is also great for home accounts.
• MoneyWorks Datacentre allows scripted consolidation across multiple sets of accounts.

¹Desktop versions include Cashbook, Express and Gold, as well as Datacentre that is hosted on your own hardware. Hosted copies of MoneyWorks by external hosting companies may charge a per-file fee.

Easily manage GST/VAT/sales taxes

MoneyWorks provides the best possible support for GST/VAT and sales taxes for most countries. Specific MoneyWorks versions are available for:

• Australia - GST handling with BAS Guide
• Canada - GST/HST/PST/QST handling for all provinces
• Eurozone - VAT handling
• Malaysia - VAT handling
• Nepal - VAT handling with VAY Guide
• New Zealand - GST handling with GST Return Guide
• Singapore - GST handling with GST F5 Guide and IRAS Audit File IAF
• South Africa - VAT handling
• UK - HMRC recognised VAT handling with VAT Guide
• USA - Sales tax handling
• Other countries - International version handles GST/VAT and sales taxes

Tax handling is simple in MoneyWorks, and is normally done automatically when a transaction is entered.

• Enter amounts as tax inclusive or exclusive—MoneyWorks does the rest.
• Default tax is based on general ledger code used, so you never need to worry about charging tax on wages or other exempt/free items.
• Tax code override for individual customers or suppliers (useful for offshore or out-of-state transactions).
• Complete handling of GST/VAT on payments/cash basis (invoice/accrual basis available in MoneyWorks Express/Gold/Datacentre).
• Tax handling is based on 'transaction tagging', so you never need worry that a transaction has been omitted or double-counted.
• Guide forms available for a number of jurisdictions to help complete tax documentation/returns.
• Detailed reporting provides complete audit trail.

Dashboards for better insights

See at a glance how the business is operating with the MoneyWorks Dashboards. As well as providing enhanced financial control, these provide better insights and tighten control.

• Dashboards provide at a glance overview of key financial data and trends.
• Drill down to see underlying data.
• See income trends over last five years.
• Dashboard information is protected by user privileges for security.
• Customise your dashboard or create new ones in MoneyWorks Gold/Datacentre.

Powerful reporting

Because an accounting system is only as good as the information you can extract, MoneyWorks comes with a large number of useful reports, each of which can be prepared in a multitude of ways.

• Comes with Trial Balance, Income, Cashflow, , Cash Projection, Ledger and Balance Sheet, plus profit, trading, inventory, sales, job and budget reports.
• Preview on screen, or output to PDF, Email, Excel, Word, Numbers, Clipboard, text or HTML file
• Easily see what makes the numbers by drilling down to underlying transaction data.
• Dice and slice your reports: most reports can be run on subsets of data, condensed, or summarised by different criteria.
• Model and forecast your cashflow [MoneyWorks Gold].

But there is much more to MoneyWorks than just financials ... for example:

• Analysis reports will analyse your transaction data (e.g. see who has purchased what, what regions are products selling into).
• The Product Catalog will print a catalog, complete with pictures
• Top sales/purchases, salesperson commission, backorder, sales/purchase history, committed budget, recurring transactions ...

MoneyWorks Express and Gold allow you to modify/create analysis reports, so you can extract just the data you need. MoneyWorks Gold includes a powerful report writer, allowing you to modify/create virtually any financial or management report.

Import/export & interoperability

Integrate MoneyWorks with other key systems for streamlined workflow and greater productivity.

• Import bank statements with auto-allocations.
• Configurable importing for transactions, names, items, accounts using Copy/Paste into lists.
• Easily export from all main database lists using Copy.
• Configurable importing for transactions, names, items, accounts using Copy/Paste into lists, or the File>Import command¹.
• Export from all main database lists using Copy or the File>Export command¹.
• Import/Export data as tab delimited text or xml.
• Use mwScript, the powerful MoneyWorks Gold scripting language, to format data into virtually any format.

Ensure interoperability with the other systems your business relies on.

• Use report scripts (developed in MoneyWorks Gold) to automate tasks.
• Send reports direct to Excel, Numbers (Mac), pdf or text file.
• Automate data transfer using Applescript (Mac) or Visual Basic (et al) via COM (Windows).
• Live-link your Access or FileMaker databases to MoneyWorks to streamline your workflow.
• Create scripts in the VBA layer of Excel to exchange data with MoneyWorks.
• Use mwScript in MoneyWorks Gold/Datacentre to automate tasks and retrieve data from other sources.
• Use the REST APIs in MoneyWorks Datacentre to access your accounts from other systems, even across the internet.

¹The file Import and Export commands are not available in MoneyWorks Cashbook; instead use Copy and Paste to transfer data through the clipboard.

Unicode support

Record information and prepare invoices/reports in almost any language.

Languages include Chinese, Japanese, Greek, Cyrillic and most other non-Roman text, with the exception of right-to-left scripts (e.g. Arabic).

Unicode also provides full cross platform support (Windows and Mac) for accented characters (bonne idée, Māori) and other special symbols.

Store scanned documents and images

Store your original source documents (orders, invoices, contracts etc) in MoneyWorks for easy retrieval and reduce expensive paper storage.

• Easily attach a scanned document or pdf to a transaction.
• Retrieve attached documents at the click of a button.
• Place product images into the Items file and use in catalogs, invoices and orders.
• For MoneyWorks Datacenter, scanned documents are automatically uploaded to the server and retrieved only when requested.
• Scanned documents and images are stored outside the core database, so have no impact on speed or file size.

Accounts receivable

The accounts receivable efficiently tracks your invoicing who owes you money, enabling you to reduce outstanding invoices for better cash flow.

Easily prepare and send high-quality professional invoices ...

• Produce free-form service invoices or quantity/item invoices with descriptions of up to 1000 characters per line item.
• Subscription billing: Replicate an invoice multiple times for selected customers (membership dues, school fees, subscriptions etc).
• Recurring invoices (e.g. retainers) can automatically regenerate at nominated intervals.
• Head office billing and drop shipping: sell to a branch office, but bill to head-office.
• Offer and manage prompt-payment discounts, to speed up collection.
• Manage GST/VAT/sales taxes, with tax overrides for overseas/out-of-state customers.
• Print or email invoices, either individually or in bulk
• Use the built-in forms designer to customise your invoices (and statements) to represent your company brand.

... manage receivables

• Easily manage/sort/search your receivables with the configurable onscreen list.
• Print or email statements and overdue letters, either individually or in bulk.
• Customisable open-item or balance-forward statements forms.
• Automatic notification of overdue accounts for good debtor control.
• Variable credit terms and limits, and hold facility for delinquent customers.
• Flexible ageing with comprehensive reporting to meet with your billing cycle.
• Fast on-screen customer payments history to see who paid what, when.

.. and allocate customer payments, even when they botch it.

• Fast processing of receipts either individually or in batch.
• Open-item receivables with optional smart auto-allocation of receipts to invoices.
• Allocate receipts to invoices when importing bank statements.
• Easy write-off, contra and cancellation facilities.
• Handles partial payments, overpayments and uneconomic balances.

Accounts payable

Use the accounts payable system to optimise your payments for better cash flow.

Easily enter invoices ...

• Fast, streamlined entry of supplier/vendor invoices.
• Import electronic invoices using configurable import maps.
• Record invoices by item or by account.
• Store original PDF or scan of hardcopy invoice for your records
• Prompt-payment discounts - take advantage of any supplier prompt-payment discounts (and correctly account for GST/VAT/Sales Tax).
• Head-office payments: purchase from branch but pay head-office. Also suitable for co-ops.
• Tag expenses to jobs for simple job reporting

... manage payables

• Automatic notification when payment on invoices is overdue.
• Fast and comprehensive on-screen payments history, to see what you paid and when.
• Aged payables reports, including retrospective.
• Batch payments: pay hundreds of suppliers in a single payment run.
• Associate creditors with a payment method to easily select and pay by cheque, direct credit etc.

... and make payment

• Print cheques and/or remittance advices, or email remittance advice direct to supplier.
• Prepare direct credit schedules for electronic submission to bank¹.
• Easy write-off, contra and cancellation facilities.
• Manage partial payments.

¹Electronic payment is for supported banks only (most NZ, Aus banks supported) and may require special bank software. New banks can be added as MoneyWorks report plug-ins.

Electronic invoicing (optional subscription)
Not available in North America

Electronic invoicing (e-Invoicing) allows you to send and receive invoices electronically to/from other participants of the e-Invoicing world. e-Invoicing is based on an international standard (PEPPOL), original devised in the EU, and is accounting-system agnostic.

At the click of a button, an e-Invoice is sent directly from MoneyWorks to our partner, Link4, who are accredited access points for Australia, New Zealand, Singapore and the UK. They determine who the intended recipient is (based on a government supplied unique identifier) and forward it to that participant's access point. The recipient's accounting system detects the waiting invoice and automatically loads it — no rekeying required.

Conversely if a supplier sends you an e-Invoice, it will appear in your purchase invoice list automatically, or at the press of a button (depending on your preferences).

Note: This time-saving service is provided by link4, a MoneyWorks partner, and hence involves additional charges.

Invoice/Order automation (optional subscription)

Forward your supplier pdf invoices to a designated email address (or have your suppliers send their invoices direct to the address), and the key information on the invoice will be "scraped" and made available for automatic insertion into the MoneyWorks Purchase Invoice list. No rekeying required! The source pdf will be attached as an image for checking/verification.

Similarly you can forward customer purchase orders, and these will appear as Purchase Orders in MoneyWorks,. The order is ready to be checked and processed, again without any rekeying.

Note: This time-saving service is provided by Ferret Software, a MoneyWorks partner, and hence involves additional charges.

Design invoices, statements, labels etc

Create eye-catching invoices and statements, not to mention purchase orders, cheques, mailing labels and remittance forms. Fit forms to existing stationery or print on plain paper. Full graphics support for company logos, etc.

• Design your own invoices, statements, receipts, cheques, letters, product labels etc.
• Include graphics—lines, rectangles, round-cornered rectangles and pasted/imported graphics.
• Smart forms capability—include formulas and conditional visibilty of form elements
• Create multi-part and multi-page forms.
• Easily print mailing labels, product labels and shipping labels.
• Include barcodes (EAN13/UPC and GS1/Code128) and product images.
• All forms can be PDFed and emailed; you can even include clickable links to your website in PDFs (full PDF support even on Windows - no additional software required)

MoneyWorks comes with dozens of standard forms. With MoneyWorks Express or MoneyWorks Gold you can modify them or create your own. MoneyWorks Cashbook can use forms designed with Express or Gold.

Analyse sales and purchases

Your MoneyWorks file contains much more than just financial data, so we make it easy for you to analyse this to get better insights into how your business operates.

All MoneyWorks products include a number of standard analysis reports (such as "Item sales by customer"). These can be easily modified in MoneyWorks Express/Gold, or you can create your own from scratch.

• Flexible, user-specifiable analysis reports perform powerful cross-tabulation dissection of your sales and/or purchases in up to three dimensions over a nominated time range.
• Easily answer questions such as "who is buying these products?" and "what products did we sell into this region last quarter?".
• Analyse by dollars, quantities, costs or margins.
• Prepare tabular reports with live drill down, or present as charts (column, stacked-column, line or pie charts).
• Save analysis report templates for reuse later.
• Easily email report outputs as pdfs.
• MoneyWorks Gold/Datacentre also includes analysis of job data (e.g. "what resources have been used on this job?", "on what jobs has this resource been used?", "what has Grant been doing?").

Powerful custom report writer

MoneyWorks Gold/Datacentre include a powerful, built-in report writer. Create detailed reports to give exactly the information you need in the format you choose—no need for expensive add-ons to present your information how you want it.

• Modify any of the supplied reports¹, or create your own.
• Simple graphical design tools allow easy creation of general ledger type reports, but with the power to use any data in your database.
• Generate charts (pie graphs, line and column, stacked bar charts) to better explain your data.
• Reports can be previewed on screen, or output to PDF, Email, Excel, Word, Numbers, Clipboard, text or HTML file
• Report Signing and Privilege Control secures access to sensitive data, so only authorised users are allowed to use the report.
• Reports can be based on any data in your MoneyWorks files, and not just the general ledger.
• Use Excel-like formulas and functions in your report to make complex calculations, including access to internal variables, database lookups and built-in functions.
• For advanced reporting, you can use programming language-like control constructs (For loops, If/Else)
• Access other data sources, including other MoneyWorks Datacentre files, from within a report.

^1. some audit reports are non-modifiable.

Enhanced product database

Store product images and barcodes, manage multiple pricing and discounts.

• Store details of commonly used products or resources, including long descriptions and product images.
• Have product codes up to 31 characters long.
• Handles non-reducing items with standard costs (such as labour), or fully inventoried items.
• Attach sticky notes that can appear whenever the item is purchased or sold.
• Categorise products for easy searching or analysis (4 rename-able category fields and 4 rename-able custom fields)
• Store usual supplier and their product code for easy re-ordering.
• Store product barcode for use with scanner when selling or purchasing items.
• Print reports (such as product catalogue) that include barcode, product images and other information.
• Analyse sales or purchases by product or group of products.

Selling

• Multiple product prices: Have up to 6 prices for each product and record the price code for your customers.
• Pricing can be tax inclusive or exclusive, discount or cost plus, with additional customer and product discounts available.
• Up to 5 price breaks automatically selected by the sale quantity.
• Print individual customer price lists, based on price code and customer discounts.
• Selling too cheap alerts: When entering product prices, MoneyWorks will call-out sell prices that are below a specified markup or margin.

MoneyWorks Gold also has full inventory management, including serial/batch and location tracking.

Manage inventory and manufacturing

The MoneyWorks stock system is fully integrated with order entry and the job system, making stock management easy.

Inventory

• Track inventory levels, values and cost of goods with full audit trails.
• Manage inventory across different locations/warehouses.
• Keep track of serial numbers and batches (with optional exipring dates) for items.
• Automatically update stock levels when inventoried items are purchased or sold.
• Purchase and stock in different units (e.g. purchase by case, sell by the bottle).
• Allow negative stock and do automatic cost of sales adjustments when replaced.
• Perform stock adjustments (create, write-off, revalue, assemble, disassemble, transfers) with complete audit trail.
• Detailed inventory reporting, plus analyse ordered or committed inventory.
• Flexible stock take facility to easily manage either full or rotating physical stock takes.
• Warnings given when preset stock levels are reached.
• On-screen inventory analysis gives complete stock information.
• Automatically create purchase orders for low or out-of-stock products.
• Stock history report shows historic inventory levels and valuations.

Manufacturing/Bill of Materials

• Manufacture finished products from bill of materials.
• Annotate components on bill of material to aid assembly.
• Auto-build items when stock level falls below specified minimum.
• Bill of materials supports inventoried, labour and other non-stocked resources.
• Bill of Materials report for manufactured stock items.

Prepare quotes, estimates & sales orders

Prepare and manage quotes and estimates.

• Enter quotes and estimates, and see line by line costs and margins.
• Print or email quotes/emails on the pre-supplied forms, or create your own.
• Print professional quotes with product images for greater impact.
• Convert accepted quotes into sales orders or jobs.
• Customise the quote forms or create your own with the Forms Designer.

Manage sales orders, backorders and shipping.

• Record and manage deposits on orders.
• Part ship sales orders if insufficient stock; MoneyWorks will handle the backorders.
• Print delivery notes, picking lists, mailing labels, product labels and shipping labels.
• Automatically create invoices when items ship or as services provided.
• Handles both cash and invoiced sales.

Manage purchasing & reordering

Manage purchasing and reordering

• Create purchase orders in any currency.
• Reduce overstocking by automatically generating required purchase orders from selected sales orders.
• Implement order approval using validations, scripts and custom forms.
• Print/email purchase orders on the pre-supplied forms, or create your own.
• Easily manage deposits and pre-payments on purchases.
• Process goods arriving before, with and after the invoice.
• Process orders in full or in part, with automatic backorder handling.

Serial & batch number tracking

Track serial and batch (lot) numbers.

• Set selected inventoried items to require serial or batch numbers.
• Record serial/batch numbers on newly purchased stock.
• Batches can have an optional expiry date.
• Scan or enter serial/batch numbers, or select from choices window, during sales.
• Serial and batch numbers can be up to 31 characters.
• Use and track serial and batch numbers in jobs.

Multiple warehouses/locations

Track stock over multiple locations/warehouses.

• Define as many locations as you need.
• Location codes are up to 15 characters.
• Buy/sell stock from designated locations.
• Transfer stock between locations.
• Manage serial and batch numbers across locations.
• Complete audit trail of all stock movements by location.

Asset register

The fully integrated asset register allows for the easy management of your assets, including acquisition, depreciation, revaluation and disposal. A comprehensive record of the events that affect each asset is maintained, allowing for better asset management.

• Manage asset acquisition and disposal, with links back to corresponding accounting entry.
• Monthly, quarterly or annual depreciation using straight line or diminishing value.
• Revalue assets, automatically recording gains or impairment.
• Maintain asset "groups", such as desks, chairs.
• Record asset location, department and serial number, along with image.
• Keep notes on events in the life of each asset.
• Import asset information from other systems.
• Asset categories simplify management of like assets.
• Comprehensive reporting on assets and their history.

Work in multiple currencies

Issue and receive invoices/payments in any currency, and MoneyWorks will do the background accounting.

• Set up any currency in MoneyWorks.
• Create an unlimited number of foreign currency bank accounts.
• Assign currency to customers and suppliers.
• Enter orders and invoices in any currency.
• Maintain receivable and payable balances in the original currency.
• Handle invoice payments/receipts in different currency from invoice.
• Transfer funds between different currency bank accounts at a nominated rate.
• Automatic management of realised and unrealised currency gains/losses.
• Per period currency rates for each currency with transaction override as needed.
• Script available for automatic exchange rate updates.

Departmental/cost centre accounting

The powerful subledger capabilities of MoneyWorks Gold allow for departmental/cost-centre accounting and budgeting. A department might be a branch, salesperson, vehicle (for fleet management), curriculum area (for schools), project, building (property management) etc.

• Easily create new departments, group them and classify them.
• Each department is represented by a set of sub-ledgers in the chart of accounts, allowing for precise coding, reporting and budgeting.
• Creating a new department automatically creates all subledgers required.
• Report by department, department classification or consolidated group of departments. Most standard reports can be run for a selected department, group or classification, giving you instant departmental reporting.
• Link departments to products and inventory for product sales analysis by salesperson/branch etc.
• Use departments as cost centres in the job system, to better monitor job revenue and costs.
• Reconcile departmentalised accounts using the standard MoneyWorks bank reconciliation.

Key Performance Indicators (KPIs)

MoneyWorks allows the storage of "off-ledger" values— non-financial monthly time series data (both actual and budget) that allow you to specify and monitor your own key performance indicators (KPIs).

• Keep actual values for over seven years.
• Store forward budgets for next 15 months.
• Access off-ledger values in reports, scripts and forms.
• Calculate KPIs based on stored and budgeted values.
• Display KPIs in custom dashboards.

Track client jobs and bill for time

Manage jobs, create budgets, trap job expenses, and bill jobs. Automatically collate time and disbursements for billing.

• Create jobs and subjobs, either quoted or cost-plus.
• Prepare job budgets from quotes.
• Record time, disbursements and resources used for individual jobs.
• Record time and materials against jobs using a mobile device (e.g. iPad, smartPhone) [requires Datacentre]
• Automatically trap disbursements against jobs (and apply markups) when recording cash expenses or creditor invoices.
• Manage stock requisitions for jobs.
• Import job/time sheets from other applications (Excel, FileMaker Pro, Access etc).
• Automatically prepare itemised or summarised invoices from job sheets.
• Use job reports to accurately gauge your profit/margin.
• Determine costs and revenue by job, and compare to budget.
• Print complete schedule of all cost components of jobs, organised by resource, cost centre, account or activity.
• Use cost centres to monitor job activity.
• Complete job analysis & reporting.
• Automatically journal work in progress at month or year end.

Control privileges for multiple users

MoneyWorks Gold and Datacentre offer enhanced user-level security over the simple single-password level of Cashbook and Express:

• Create login profiles for each user based on their role.
• Restrict access to operations using the extensive per-user privilege controls.
• Restrict access to sensitive general ledger accounts, such as payroll, using account and user security levels.
• Provide read-only access to designated users.
• Access to reports is automatically determined by a user's privilege.
• Sign reports and forms to further restrict access to nominated user(s).
• Audit trails keeps track of, for example, who entered which transaction.
• Use mwScript to enhance security to meet unusual requirements.
• Use SSL protocols for secure network connections to MoneyWorks Datacentre over the internet.

Scripting for more customisation

MoneyWorks Gold/Datacentre have a powerful built-in scripting system (mwScript) and user-interface builder, allowing you to extend functionality, automate repetitive tasks and refine how MoneyWorks interacts with the user.

• Automate repetitive tasks by adding new menu commands and/or buttons on lists and entry windows.
• Communicate with external websites to look up supplier pricing, extract exchange rates, get the latest stock market quotes etc.
• Add special functionality, such as customised price books, special discount rules and automatic transaction creation.
• Provide enhanced data integrity checks and workflow management, such as custom purchase order approval.
• Design your own list or entry windows, or extend existing windows.
• Access external data sources in real time, or read and massage unstructured text files.
• Exchange data with other MoneyWorks files, even when stored on remote Datacentres.

mwScript, the simple but powerful scripting language, is cross-platform and easy to use, even for novice programmers.

• Scripting editor is colour-coded for live syntax checking.
• mwScripts have access to MoneyWorks tables and functions.
• Event driven for easy integration with user interface.
• Scripts can display simple alerts and custom designed list or input screens.
• Individual scripts can be enabled and disabled as needed.
• Access to special user tables for storing persistent data within MoneyWorks.
• mwScript incorporates a rich subset of CURL for easy communication with other on-line systems, as well as functions for JSON parsing and BASE64.
• mwScripts can be easily imported and exported, for quick deployment.

Window designer, to streamline workflow

The MoneyWorks window and user interface builder allows you to create new list views, entry windows and alerts, and even add new fields to some existing entry window.

• Create custom windows to streamline your workflow.
• Add fields and controls (check-box, radio buttons etc).
• Use webviews to display data from websites, or access clever web-based analytical tools such as google charts.
• Display data within MoneyWorks from other sources, such as SQL databases.
• Use "overlays", to extend transaction entry windows.

These windows can be fully controlled (open, closed, field validations etc) using MoneyWorks scripts.

Concurrent multi-user access

MoneyWorks Datacentre supports multiple, concurrent users, allowing authorised users to perform tasks simultaneously. For example, several users can be entering sales orders at the same time.

MoneyWorks Gold acts as the client, and MoneyWorks Datacentre can be installed on a local server, a desktop machine (which you would leave running all the time), or a remote/cloud server¹

• Concurrent licencing enables you to install the MoneyWorks Gold client on as many workstations as you like - only active connections are counted.
• Datacentre comes standard with three concurrent client licenses, add more as required (supports over 50 concurrent users).
• Single company or multiple company options are available.
• Serves multiple accounting files: any (authorised) user can access any file on demand.
• Server is always available, making remote access possible over the internet.
• Datacentre has highly optimised networking and server-side operations, making for extremely fast remote connections without the need for expensive thin client solutions.

¹MoneyWorks Datacentre and Gold run on Windows 7 and later, and Mac OS X 10.12 (Sierra) or later.

Optimised networking

MoneyWorks Datacentre has highly optimised networking, coupled with a powerful database engine to provide extremely fast remote connections without the need for expensive thin client solutions.

Example: a typical small business remote office scenario, with a user in Auckland, New Zealand, connecting to a Datacentre hosted on a Mac Mini in Wanaka, a distance of about 1500km (900 miles).

• Sort 29,792 item records by description: less than 1 second.
• Sort 29,792 item records by unit price: less than 1 second.
• Find all item records that contain the word "pedestal": about 2 seconds (87 records found out of 29,792)
• Preview Profit & Loss Comparison report for month: about 2 seconds (2 pages).
• Preview Ledger report: about 19 seconds (95 pages).

Live access from mobile devices

With MoneyWorks Datacentre you can access your accounts at any time from anywhere¹, using your smartphone, tablet, or just a browser on your computer. Included with Datacentre are two example apps that provide ability to do specific tasks, and which can be modified or extended to meet your mobile access requirements.

• Timer: For job management in the field: enter time and materials against jobs; mark jobs as complete; see newly assigned jobs.
• Reports: Authorised users can view almost any (authorised) report at any time, including financial reports, dashboard reports, and sales reports.

For rapid development of more complex solutions for iphone/ipad, we have provided a FileMaker Go template that you can easily modify

The FileMaker Go template provides functionality to:

• Stash a local copy of customer and product database so can work off line.
• Live update of customer information changed on mobile device.
• View specified reports.
• Customer dashboard, showing balances, historic transactions, and any invoice.
• Input and submit new quotes/orders/invoices.
• FileMaker Go is free to deploy, and is available from the App Store.

¹You will need a static IP address and some configuration of your router/firewall.

Server based, for easy management

Datacentre has the convenience, scalability, and interoperability opportunities of a dedicated, multi-user server¹.

• Allow other users to simultaneously access your accounting data.
• Single company and multi-company sharing options available.
• Automatic deployment of plug-ins (custom reports, forms etc).
• Concurrent client licensing: install MoneyWorks Gold client on as many workstations as you like - only active connections are counted.
• Server is always available: this makes remote access possible over the internet.
• Mix Windows and Mac on the same network: server can also be Mac or Windows.
• Accelerated server-side reporting. Many reports can be run on the server making them up to 500 times faster for remote clients connected over an internet link.
• Regular automatic backups and archives can be directed to Dropbox or OneDrive for offsite, cloud backups.
• Partition users: allow users logging into the multi-document server to see only a subset of documents.
• Console application for server management.
• Client updates deployed automatically from the server.
• Expanded integration options: some third party solutions require a MoneyWorks Datacentre Server.
• Works well with Citrix and Terminal Server, but these are not normally required.
• Extremely simple install. No other special server software required.

¹A desktop machine can also be used if no server is available: just don't turn it off if you want 24/7 access

Accessible through the cloud

MoneyWorks Now is a full cloud based solution, hosted on a central server and accessible through the public cloud. Unlike traditional cloud services, MoneyWorks Now provides full access to desktop services, and, because it is not browser based, is fast and efficient to use.

With MoneyWorks Datacentre you can operate your own private cloud, using your own server and infrastructure, providing you with greater control of your sensitive accounting information.

Regardless of whether you choose the public or private route, MoneyWorks offers full cloud capabilities including:

• Access your MoneyWorks accounts from any PC or Mac^*.
• Live access to your MoneyWorks accounts from tablet and smartphone apps.
• Update MoneyWorks from other web-enabled systems (e.g. ecommerce) using the REST APIs.

^*Internet access is obviously required for any cloud service

Enhanced security and backups

MoneyWorks Datacentre incorporates enhanced security for your protection.

• Optional per-folder user and password control to access the Datacentre server
• Provision to encrypt your data connections using SSL.
• Provision to secure REST services using SSL.
• Extensive per-user password access and privilege controls at the file level.
• MoneyWorks Audit trails keep track of who entered which transaction.
• Automatic daily backup and monthly archiving of data-files for added peace of mind.

Advanced APIs for system integration

REST and Command Line APIs enable extensive integration with other systems. These can be either local or remote (mobile devices, external databases etc).

• REST APIs allow access from remote devices (tablets and smart phones), and also web apps and websites.
• Authorised Websites can directly interrogate and update MoneyWorks data.
• Command line access allows integration with backend services using tools such as PHP or Perl.
• Open source Perl module available.
• mwScript, the built-in scripting language, can access other data sources and websites.

MoneyWorks Datacentre Single Company Server

The single company Datacentre, as its name suggests, serves out a single MoneyWorks file to multiple concurrent users over a network, providing a cost effective multi-user accounting solution.

The Datacentre server software can be installed on an always-on PC or Mac in your office, a Windows or Mac server, or on a cloud server such as MS Azure.

With all the other benefits of the full, multi-company Datacentre, including fast networking and remote access, the single company Datacentre is available by subscription only.

Datacentre features >

MoneyWorks Datacentre Multi-Company Server

The multi-company Datacentre server provides simultaneous access to multiple company files by multiple concurrent users on demand. It is the ideal solution for organisations made up of more than one legal entity, or for accountants who need to maintain accounts for more than one entity.

The Datacentre server software can be installed on a Windows or Mac server, an always-on PC or Mac in your office, or on a cloud server such as MS Azure.

Licences for MoneyWorks Datacentre Multi-Company Server are available for purchase or subscription.

Datacentre features >

MoneyWorks Subscriptions

With MoneyWorks, you have the choice of buying a licence, or subscribing to one, or a combination of both.

MoneyWorks subscriptions enable you to pay a low, monthly fee for continued use of MoneyWorks. Here's how it works:

1. Create or login to your MoneyWorks account
2. Register your Visa/Mastercard credit or debit card details¹
3. Choose the product to which you wish to subscribe
4. Agree to the Terms and Conditions
5. Your credit card will be charged for the first month's subscription, and a MoneyWorks activation code will be sent to you
6. Every month from that date, your credit card will be automatically charged for the next month's subscription.
7. To modify or suspend the subscription, simply log into your MoneyWorks account

A subscription will cover any updates and upgrades released while the subscription is current, but does not include support (which will be charged separately).

Note that, with subscriptions, MoneyWorks will occasionally check back to our server to check your subscription status. For this reason you need to have internet access every ten days or so.

If you suspend your subscription, or otherwise don't pay, your MoneyWorks will stop working. Simply renew the subscription for continued access.

¹Your credit card details are held securely by our payment gateway supplier, DPS.

Datacentre features >