MoneyWorks^®

Accountant's Copy

Whether your accountant uses Windows or a Macintosh, they can work with your books.

When you register your copy with us, let us know who your accountant is, and we will provide them with a free download copy of MoneyWorks.

Additional User Licenses

Additional MoneyWorks Datacentre concurrent user licenses are available for $299 per user.

Additional MoneyWorks Gold licenses are available for $179 per copy.

General Ledger

The fully integrated General Ledger maintains a complete summary of your accounts for over seven years.

Simplified period management allows you to control the opening, locking, closing and purging of periods and or financial years. There is no limitation on the number of periods that can be left open.

• Flexible chart of accounts allows MoneyWorks to operate the way your business does.
• No end-of-month or end-of-year rollover, have up to 90 periods open simultaneously.
• Enquiry facility enables you to determine an account balance at any time. Account movement graphs drill down to actual transactions.
• Complete, bullet-proof audit trail with up to 11 levels of detail in chart of accounts.
• Compare current and previous year's data and/or actual performance to budgets (two budgets supported).
• G/L reports are fully customizable

Budgets

If you are heavily into budgets, you will be pleased to know that MoneyWorks supports two alternate budgets, A and B. Budget information for each of these can be entered for the Previous, Current and Next financial years, and is used to generate variance data in your account enquiries and reports.

Budget data can be entered directly into MoneyWorks, it can be copied out of a spreadsheet (or from the MoneyWorks historic actual or budget data) and pasted into the MoneyWorks budget editor, or it can be imported from a text file (except Cashbook).

Bank Reconciliation

Moneyworks imports bank statements via multiple formats: .qbo file format (typically listed as Quickbooks), .ofx file format (typically listed as MSMoney as well as the older .cvs and .qif formats.

Although importing of bank statements is necessary in Cashbook, the unique and simple bank reconciliation feature does not require imported statements to reconcile accounts in Express, Gold and Datacentre, you can still do it, but really not necessary. You'll see when you try it.

Recurring Transactions

MoneyWorks allows you to set up transactions that will recur (as an unposted transaction) at regular intervals. These recurring transactions could be used to enter weekly, biweekly, monthly payroll, rents or other automatic payments. Also ideal for annual or periodic subscriptions or fees.

Checks

You can print checks (multiple styles) from multiple banks directly from the Payment transaction window, with full control of check numbering.

The check forms (templates) provided are for standard three part computerized checks and are fully customizable using the MoneyWorks Form Designer in Express, Gold and Datacentre. (Cashbook does not have Form Designer but does provide standard forms)

The check templates have been formatted in standard layouts provided by NEBS.

NEBS Style 9085 with the check at the top and two stubs below.

For three checks to a page, most standard forms fit.

Password Protection

You can protect the information in your document from casual prying eyes by giving each document (company file) a password. For MoneyWorks Gold and Datacentre customers in multi-user environments, see multi-user passwords and privileges below.

FileMaker Pro Integration

For FileMaker Pro developers, we have prepared a plug-in that allows seamless integration between Filemaker Pro and MoneyWorks.

From your customized FileMaker Pro front end you can extract information directly from MoneyWorks, and also send information (quotes, sales orders, invoices, purchase orders, time sheets etc) directly to MoneyWorks.

There are two plug-ins (one for Windows and a Universal Binary one for Mac). Both these plug-ins provide the same command set, so a single FileMaker database can talk to MoneyWorks using the same commands, regardless of platform. The plug-ins work with FileMaker Pro 7 and later.

Customer and Supplier Database

• Store details of customers and suppliers that can be automatically entered on transactions.
• Store records for two contacts per supplier and/or customer record storing Names, addresses, multiple phone numbers, email addresses and web addresses.
• Track easy to access, transactional history for each customer or supplier. Graph sales and purchases by customer or range of customers.
• Prepare form letters or emails to selected customers & suppliers.
• Record details of calls with follow-up reminders.

Sales and Purchase Analysis

Over and above the large number of reports included with the MoneyWorks applications, you can also create custom inquiries to analyse your company's performance. The inquiry screens offer a quick way to retrieve and display information in a useful format from MoneyWorks.

There are five types of enquiry:

1. Account Inquiry: Used to display and graph balance and budget information from the general ledger
2. Payments History: Used to see if invoices have been paid, and how payments have been allocated. (Not available in Cashbook)
3. Product Sales: Used to display and graph information about product sales or purchases
4. Customer Sales: Used to display and graph information about customer sales and supplier purchases
5. Stock Inquiry: Used to extract information on the status of inventoried items (MoneyWorks Gold only).

The inquiries are all activated from one Inquiries menu, and can also be accessed from Toolbar buttons in the appropriate list windows for fast verification.

Data Importing

MoneyWorks has very powerful and flexible data importing facilities for importing transactions, job/time sheets, new or updated customers, products or jobs.

Define import maps to map your source data into the MoneyWorks database. You can even calculate values on the fly.

Importing can also be accessed from external scripts(AppleScript for Mac, Visual Basic for Windows).

You can even duplicate swathes of data by simply copying and pasting records. When you paste them back in, you can use the import setup to adjust the data (perhaps add a month to the dates etc.).

Accounts Payable

Providing a complete payments history to record product and or service invoices from suppliers. Accounts Payable handles open-item payables, head office payments and/or partial payments, as well as prompt payment discounts. There is also auto-notification of overdue payment.

Integrates with Purchase Orders, Inventory Management and Job Costing within MoneyWorks Gold and MoneyWorks Datacentre.

Customizable Check Forms

Check/Cheque forms provided match the most commonly used three part check/cheque forms (Check/Cheque at the top, with two stubs below or three single checks/cheques to a page.

Additionally check/cheque templates are customizable to match specialized corporate standards.

For Canada the cheque forms supplied are CPA compliant.

Departmental General Ledger

Departments provide powerful sub-ledger capabilities, allowing departmental reporting, including budgets. Ideal for analysis by branch, salesperson, employee, department, project, vehicles, type of product or service.

Departments are one way that MoneyWorks Gold and Datacentre provides to simplify your account codes. Although not applicable to every user, they can be extremely useful in the right situation, typically where there are a number of entities that have a similar cost and/or revenue structure. Departments can also simplify reporting. Most reports in MoneyWorks can be printed for the entire company or for just selected departments.

A department is basically a further level of breakdown in an account (in accounting parlance, a department is a subledger). Departments are useful when the same income or expense codes are applicable to more than one similar item. Without departments each item would need an individual general ledger code, and potentially your chart of accounts could get very large. With departments, the same general ledger code can be shared by more than one item.

Departments can also be grouped for enquiry and reporting purposes by using Classifications. In a vehicle fleet for example, some of the vehicles might be diesel and some petrol. Some of the projects done by a builder might be residential and some commercial. Using classifications, we can easily see how the diesel fleet is performing compared to the petrol, or the residential side of the business compared to the commerical.

Each department can also have its own set of budgets, and any of the budget reports can report on actual and variance performance by department (e.g. a specific vehicle), by classification (e.g. diesel vehicles), or consolidated for the whole company.

Multiple Currencies

The Multi-currency feature of MoneyWorks Gold and Datacentre allows for purchasing and sales to be made and tracked in more than one currency, and for bank accounts and accounts receivable/payable to be held in a currency other than the local one.

MoneyWorks handles fluctuating exchange rates by allowing you to change the system exchange rate at any time (and also to specify a transaction rate for individual transactions if you need to).

A separate currency rate is held for each currency for each period.

Sales Orders

Use a sales order to process a sale through MoneyWorks. Sales orders integrate into the stock system, allowing backordering of goods that are out of stock.

When you enter a sales order, it is held in the system until you are ready to ship the goods ordered (or provide the service). At this point you specify how many goods are being shipped, and process the sales order. The processing can be done as the orders are entered, or as a batch some time later.

Sales Orders track backorders to customers providing the ideal mechanism for product allocation when priority orders must be filled first.

Sales Orders can automatically be generated from Quotes

Purchase Orders

When you make a purchase of goods or services and where there is a delay between ordering the items and the receipt of those items, the details of the purchase should be recorded as a purchase order.

When the items are finally delivered, you should check the pricing against the original order, and enter the quantity actually received. When you “process” this, MoneyWorks will automatically create a creditor invoice, and if necessary update your stock. Any items not delivered will be held as back-ordered items.

Purchase Orders, similarly to all forms can be modified to your corporate image and can then be printed, emailed or exported.

Inventory Management

Gold and Datacentre feature a comprehensive inventory system that stores the details of products, parts, services and resources and is fully integrated with sales, purchases, invoicing and job costing.

• Manufacture finished products from parts.
• Keep track of costs and part inventory, with a full audit trail of stock transfers.
• Features up to 15 character product codes (alphanumeric), 6 pricing levels for each product that can be coded for each customer and up to five volume price breaks that are automatically selected by the invoice sale quantity.
• Items can be discounted by product or customer.
• There are customizable reports and fast on-screen inventory analysis.
• A full audit trail is provided for all stock adjustments (create, write-off, revalue, transfer, requisition) with full audit trail.
• Categorize products with 4 custom fields, optional entry by barcode and a Bill of Materials report for manufactured stock items and much more.

Product Discount Options

Besides volume price breaks, you can also set multiple discount percentages or margin percentages or assign customer discount over rides.

Job Costing

If you are an architect, graphics designer, mechanic, lawyer, builder or similar your income is derived primarily by selling your skills and time.

In order to maximize your income, you need to manage and record the time you spend on specific projects or for specific clients.

In addition to time, you may have incurred direct expenses in completing the work (courier charges, parts, subcontractors and more). You will want to recover these expenses from the client when you bill them, or, if you have provided a fixed quote for the work, you will want to check that you have made a profit when the job is completed.

The job costing within MoneyWorks allows you to keep track of time and disbursements, and if necessary automatically invoice these. You can automatically create new jobs or add to existing jobs from accepted Quotes

Trap job disbursements directly from to supplier invoices or cash payments. Apply markups to job items and automatically create itemized or summarized invoices for the work provided (complete or partial).

Create partial invoices for work to date and manage and report on the work in progress

Job and time sheets can be imported from other apps (i.e. Excel, FileMaker Pro) and Gold will automatically calculate the work in progress trapping all disbursements against jobs when recording cash expenses or supplier invoices.

Budgets can easily be created from your initial Quotes and or separate budgets. And of course more.

Multi-User Network Sharing

Moneyworks Gold is multi-user capable, meaning that you can purchase additional client licenses for $179 each.

MoneyWorks Gold is in itself a software server: this means that, when it has a file open, other MoneyWorks users can see that file, over the network and connect to it, providing fast multi-user access.

So typically MoneyWorks Gold is installed on the "main" accounting machine (let's call that the host machine). The file is opened in the morning on this machine; once this is done, other machines running the additional licenses (we call them clients), can connect to the running MoneyWorks Gold on the host machine over the network.

They do this by simply clicking a 'Connect" button, and they can connect to the file that is open on the host machine. The key is that the file must be Open on the host machine -- if this is not the case, the client machines cannot see them.

Note that this server software model allows several people to "open" the same file at once. For this reason you do not need a separate file server to run MoneyWorks Gold (any recent Mac OSX or Windows desktop will do).

In fact, even if you have a dedicated file server, you would not in the normal course of events use this to host MoneyWorks Gold (although you might with Datacentre).

However, the fact that the file has to be open on the host machine and that only one company (account) can be accessed at a time, many customers upgrade to MoneyWorks Datacentre which has all the operational features of Gold, but is hosted on a server and allows simultaneous access to multiple companies.

Plus the application is always available and is much more accessible to remote connectivity from other offices or from home in the case of management.

MoneyWorks Datacentre is multi-user out of the box shipping with 3 concurrent users. Concurrency in this case means that the client licenses are loaded on as many user cpus as required, but only three users can connect at a time. i.e. a company with eight users, who did not require access all day long might get by with 3 connections or a company with 20 might get by with 10. Additional concurrent Datacentre users can be purchased.

Report Writer

In addition to a wealth of standard reports, Gold and Datacentre includes a powerful report writer that allows you to create your own analysis reports or create detailed reports to give exactly the information you need in the format you choose.

Report Writer can report on all data recorded in MoneyWorks making an unlimited number of user defined reports possible.

Preview reports on screen, print, email or export reports to other applications including Quick Look reports under the Leopard operating system.

Automatic Backup and Archive

Automatically protects and avoids loss of valuable data

Direct Command Line Client

Enhances connectivity to e-commerce solutions