MoneyWorks — Products - products

By: Cognito Software  06-Dec-2011
Keywords: Invoices, General Ledger, Bank Statements

Cashbook and General Ledger


[All MoneyWorks products]

Record payments and receipts and automatically track the tax. Recurring transactions save re-entering repetitive items such as wages. Print cheques or create electronic direct payment files for supported banks.

  • Full record of payments and receipts.
  • Automatic tracking of tax.
  • Unlimited bank accounts.
  • Cashflow reporting.
  • Import downloaded bank statements in QIF, OFX, QBO formats
  • Quick allocation of income and expenses by predefined rules

Enquiry facility enables you to determine an account balance at any time

General Ledger

[All MoneyWorks products]

Maintains details of your accounts for over 7 years. Advanced department capability in MoneyWorks Gold provides independent cost centres. Dual budgets provide full budgeting support right down to department level.

  • Completely flexible chart of accounts allows MoneyWorks to operate the way your business does.
  • Full budgeting—with two separate budgets.
  • Compare actual performance to budgets.
  • Use the built-in budget editor or copy and paste from an external spreadsheet, or Import/Export budgets [Express and Gold]
  • No end-of-month or end-of-year rollover—have up to 90 periods open simultaneously.
  • Complete audit trail.
  • Account movement graphs with drill-down to actual transactions.
  • 7 character free-form account codes for reporting flexibility
  • Reports and graphical analysis going back up to 7 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.

Departmental Accounting

Departmentalised accounts provide powerful subledger capabilities, allowing departmental reporting and budgetting.

E.g. report by branch, salesperson, employee, curriculum department (for schools), project, vehicle (for fleet management) and many others.

  • 5 character free-form department codes in addition to the 7 character account codes for reporting flexibility
  • Departmental breakdown for reports
  • Departmental budgets
  • Departments can even be linked to products and inventory for product sales analysis by salesperson/branch etc.
  • Cashflow reporting with departments for salesperson commission calculations

Order entry

Sales Orders and Quoting

  • Backorders
  • Generate Purchase Orders from Sales Orders

Purchase Orders

  • Backorders
  • Depositis and pre-payments
  • Receive orders into inventory before invoice

GST/VAT and sales tax tracking

[All MoneyWorks products]

MoneyWorks was designed from the ground up to provide the best possible support for GST/VAT-type taxes, plus it also supports North-American-style sales taxes.

  • 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.
  • Complete handling of tax on both invoice/accrual [note: not MoneyWorks Cashbook] and payments/cash basis.
  • GST/VAT handling is based on 'transaction tagging', so you never need worry that a transaction has been omitted or double-counted.
  • Detailed reporting provides complete audit trail.
  • Tax code override for individual customers or suppliers (useful for offshore transactions).
  • Country-specific guides for form filling supplied for New Zealand (GST Return guide), Australia (BAS Guide), Singapore (IRAS), Nepal (VAT Guide), UK (VAT Guide). In other countries simply use the figures provided on the general GST/VAT and/or sales tax reports

Localise by document

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), Nepal, South Africa, Singapore and the UK, and for sales-tax tracking in the US.

If you keep accounts for organisations in more than one country, each document can be set up to track and report appropriately.

Receivables and Payables

Accounts Receivable

  • Produce free-form service invoices or quantity/item invoices with descriptions of up to 1000 characters per line item.
  • Prompt-payment discounts.
  • Head office billing: Do you ever sell to a branch office, but need to bill the head-office? MoneyWorks handles this common situation easily. Receive one payment from the head office to pay all branch office invoices. Plus the invoice is automatically addressed to the head office, while the delivery address is for the branch.
  • Subscription billing: Create one invoice and duplicate it multiple times for other customers. Great for billing subscriptions, membership dues, school fees—in fact any time you need to send essentially the same invoice to a number of other selected customers.
  • Open-item receivables with optional smart auto-allocation of receipts to invoices.
  • Tax code override for overseas customers.
  • Aged receivables including retrospective.
  • Automatic notification of overdue accounts for good debtor control.
  • On-screen receivables list.
  • Fast and comprehensive on-screen customer payments history.
  • Variable credit terms for customers.
  • Automatic credit hold for delinquent debtors or when credit limit exceeded.
  • Print invoices and statements (with optional remittance advice) on plain paper or pre-printed stationery.
  • Easy write-off, contra and cancellation facilities.
  • Handles overpayments and uneconomic balances.
  • Manages partial payments.
  • Customisable open-item or balance-forward statements.
  • Cash-only customers as well as credit customers.

Accounts Payable

  • Automatic notification when creditor invoices overdue.
  • Full payments history.
  • Record invoices by item or by account
  • Open-item payables.
  • Head-office payments.
  • Automatic notification when payment on invoices is overdue.
  • Prompt-payment discounts.
  • Aged payables reports, including retrospective.
  • Print cheques and/or remittance advices.
  • Prepare direct credit schedules for electronic submission to bank (many NZ, Aus banks supported; requires special bank software; extensible file export).
  • Fast and comprehensive on-screen payments history.
  • Automatically track expenses against jobs for re-invoicing [MoneyWorks Gold]
  • Easy write-off, contra and cancellation facilities.
  • Manages partial payments.
  • Associate creditors with a payment method to easily select and pay by cheque, direct credit etc.

Names Database and Contact Management

[All MoneyWorks products]

  • Complete database of business contacts.
  • Alphanumeric customer/supplier codes up to 11 characters in length.
  • Record banking information.
  • Tax code override, for unregistered or overseas customers and suppliers.
  • Colour coding.
  • Default allocation code speeds recording of service invoices.
  • Import from Address Book (Mac)
    You can re-import to keep in sync with your address book. Existing information will be updated in MoneyWorks.

Item pricing

[All MoneyWorks products]

Enter sales and purchases using account coding or item lookup with quantities and discounts

Items and Inventory

Store details of commonly used products or resources. Multiple selling prices and price breaks for sold items. Graph item sales and purchases in both units and dollar value. Find which items aren't selling.

Automatically update stock levels when inventoried items are purchased or sold. Warnings given when preset stock levels are reached. Manufacture finished products from parts. MoneyWorks keeps track of costs and part inventory, with a full audit trail of stock transfers.

  • Handles non-reducing items and standard costs.
  • Have product codes up to 15 characters long.
  • Store usual supplier and their product code for easy re-ordering.
  • Discount items by product or by customer.
  • Print individual customer price lists.
  • Track sales by salesperson.
  • Specify sell prices as tax inclusive or exclusive.
  • Track inventory levels and cost of goods.
  • Produce purchase orders and packing slips.
  • On-screen inventory analysis gives complete stock information.
  • Reorder warnings when stock is low.
  • Inventory automatically updated when items are bought or sold.
  • Detailed current inventory reporting.
  • Stock items can be manufactured from components.
  • Stock adjustments (create, write-off, revalue, transfer, requisition) with complete audit trail.
  • Cost of sales calculated automatically.
  • Sales/purchase analysis by product.
  • Categorise products (4 category fields, renamble)
  • 4 renamable custom fields
  • Analyse ordered or committed inventory.
  • Average inventory cost calculated.
  • Set price codes for customers
  • Optional entry by barcode
  • Order Entry with Backorders: Comprehensive backorder support for sales and purchases.
  • Multiple product prices: Have up to 6 prices for each product and record the price code for your customers.
  • Cost-plus pricing
  • Discount-based pricing
  • Product images: include in forms and reports
  • "Selling too cheap" alerts: When entering product prices, MoneyWorks will call-out sell prices that are below a specified markup or margin.
  • Price Breaks: Up to 5 price breaks automatically selected by the sale quantity.
  • Bill of Materials report for manufactured stock items.
  • Automatically create purchase orders for out-of-stock products (and them to your suppliers!).
  • Stock history report shows historic inventory levels and valuations.

Job Costing and Time Billing

Enter time sheets and material used for jobs. Automatically trap job disbursements through the creditors and cashbook. Apply markups to job items and automatically create invoices for the work provided. Use job reports to accurately gauge your profit.

  • Print complete schedule of all cost components of jobs, organised by resource, cost centre, account.
  • Automatically prepare itemised or summarised invoices from job sheets.
  • Use cost centres to monitor job activity.
  • Complete job analysis & reporting.
  • Job/time sheets can be imported from other applications (Excel, FileMaker Pro, Access).
  • Automatically calculate work in progress.
  • Prepare job budgets from quotes.

Custom Forms Designer

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.

  • Smart forms capability—include formulas and conditional visibilty of form elements
  • Multi-part and multi-page forms.
  • Easily print mailing labels.
  • Include barcodes (EAN13/UPC and GS1/Code128) and product images

Alignment guides help you to create attractive layouts

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.


  • Set up an unlimited number of foreign currency bank accounts
  • Assign currency to customers and suppliers
  • Foreign currency cash sales and purchases
  • Foreign currency invoicing
  • Foreign currency order entry
  • Receive payments on invoices in different currency from invoice
  • Funds transfer between currency bank accounts


All MoneyWorks products come with a large selection of standard reports appropriate to the functionaility of the product.

Custom Report Writer

In addition to a wealth of standard reports, MoneyWorks Gold includes a powerful report writer that allows you to create your own reports.

Create detailed reports to give exactly the information you need in the format you choose. There is no limit to the reporting power of MoneyWorks.

  • Simple to create GL reports, but with the power to use any data in your database.
  • Comes with Trial Balance, Income, Cashflow, GST, Cash Projection, Ledger and Balance Sheet, plus profit, trading, inventory, sales, job and budget reports.
  • Include barcodes and product images.
  • Generate charts
  • Sort and consolidate accounts by Accountant's code.
  • Full expression evaluation 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)
  • Report Signing to secure access to sensitive data—only authorised users will be allowed to use the report.

Custom Sales Analysis

Easy on screen sales analysis and graphs by customer or product, plus in-depth customised cross-tab analysis by almost any criteria—the possibilities are virtually unlimited.

  • Flexible, user-specifiable analysis reports allow powerful cross-tabulation analysis of transactions in up to three dimensions.
  • Format cross-tab analysis as column, stacked-column, line or pie charts.

  • Instant on-screen enquiries of accounts, products, customers and jobs.
  • Represent customer or product sales history numerically or graphically for any given month or range of months.
  • Enquiry graphs offer drill-down capability to movements and transaction detail level.

Advanced Networking and Access Control

If you need networked access and/or multi user privilege control then you need MoneyWorks Gold or MoneyWorks Datacentre Server.

Fast networking

  • Easily share your accounts on a Local Area Network.
  • MoneyWorks Gold employs a host-guest networking model. The master user opens the accounts and multiple guest (client) users can connect.
  • MoneyWorks networking performance is typically many times faster than competing products. Software performance can make a big difference to staff productivity.
  • Advanced database allows simultaneous access to the same functions (e.g. Accounts Receivable) by multiple users
  • Mix Macs and Windows PCs on the same network

Advanced security

  • Extensive per-user privilege controls.
  • Keeps track of who entered which transaction.

apply per-user access control

Mix Macs and Windows PCs on the same network

Multi-company dedicated server

Datacentre has all the same functionailty as MoneyWorks Gold (MoneyWorks Gold is the network client), but with the convenience, scalability, and interoperability opportunities of a dedicated server.

  • Share accounts documents for multiple companies simultaneously.
  • Concurrent client licensing: install MoneyWorks Gold client on as many workstations as you like - only active connections are counted.
  • Server comes standard with 3 concurrent client licenses. Easily add more. Support several dozen users with ease.
  • Server is always available: this makes remote access possible over the internet.
  • 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.
  • Partition users: allow users logging into the server to see only a subset of documents.
  • Console application for server management.
  • Expanded integration options: some third party solutions require a MoneyWorks Datacentre Server.

Which server should I choose?

Although MoneyWorks Gold server can support a dozen or more clients, we recomend MoneyWorks Datacentre for more than 2 or 3 users.

If you need any of the specific functionality offered by Datacentre Server then the choice is obvious.

You can easily and cost-effectively upgrade from a MoneyWorks Gold network to the power and convenience of MoneyWorks Datacentre Server at any time.

Note for accountants

MoneyWorks Datacentre Server 6 offers multi-user access to MoneyWorks Cashbook and MoneyWorks Express files as well. You can prepare client end-of-year accounts using customers' own data files with no tedious conversion procedures.


Full access to your data

Some business systems lock your data up and make it hard to access or achieve interoperability with other systems your business relies on. "Cloud"-based systems may not give you access to your raw data at all (a real problem if the provider goes out of business).

MoneyWorks makes free access to your data a priority. Extensive data export and import facilities are at your disposal.


[All MoneyWorks products]

  • Configurable importing for transactions, names, items, accounts, jobs, timesheets etc (as appropriate for product; in Cashbook this is via Copy/Paste)
  • Export from all main database lists (Copy/Paste in Cashbook)


[All MoneyWorks products]

  • Automate data transfer using Applescript (Mac) or Visual Basic (et al) via COM (Windows)
  • Attachable Applescripts or VBS scripts for extended data validation (MoneyWorks calls your script in response to user interface events such as tabbing out of a field)

Keywords: Bank Statements, General Ledger, Invoices, Recurring Transactions

Contact Cognito Software

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Other products and services from Cognito Software


MoneyWorks — Products

The functionality of MoneyWorks Gold plus the convenience of an always-on multi-company server. Simple single-user cashbook and GL for cash-based organisations. Simple single-user accounting with invoicing and statements. Comprehensive accounting and business information system. Multi-user ready (additional client licenses.