Quick Start Guide

For Windows and Apple Mac

For users of:

MoneyWorks Licence
Licence: This guide and the software therein described (MoneyWorks)
are protected by copyright and are the exclusive property of Cognito
Software Ltd and all rights are reserved. Cognito Software Ltd grants
you licence to use this guide and software according to the clauses
herein stated and your continued use of them confirms your agreement.
The software may not, in whole or in part, be copied, reproduced,
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consent in writing from Cognito Software Ltd, except as a backup
copy. This guide may not, in whole or in part, be copied, reproduced,
translated or reduced to any machine readable form without prior
consent in writing from Cognito Software Ltd. As final user, since this
software is subject to the licence agreement, you may use this software
only on one computer at a time, unless you have a separate licence for
making further copies.
Limited Warranty: Limited warranty on disk only. To the original buyer
only, Cognito Software Ltd warrants the disk on which this product is
recorded as being free of defects in material and workmanship under
normal use. Your sole and exclusive remedy in the event of a defect in
material or workmanship under normal use is expressly limited to
replacement of the defective item. To obtain replacement, promptly
return the defective item to Cognito Software Ltd.
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Software Ltd has tested the software and manual and reviewed their
contents, Cognito Software Ltd and its distributors and dealers make
no warranties, either expressed or implied, with respect to their fitness
for a particular purpose. The program and the manuals are distributed
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and its suppliers assume no responsibility for such claims.
Copyrights: MoneyWorks program and documentation copyright ©
1992-2010 Cognito Software Ltd. All rights reserved. Information in
this guide and the manual is subject to change without notice and
does not represent a commitment on the part of Cognito Software Ltd.
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Trademarks: MoneyWorks® is a registered trademark of Cognito
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Welcome to MoneyWorks

You’re joining a family of tens of thousands of users in

over 70 countries. MoneyWorks will help you streamline
your business, manage your GST/VAT and get better
information on how your company is performing.
This Quick Start Guide is designed to help you install
MoneyWorks, learn how use it and to quickly set up your
accounts and get under way.
You also have the support of:
• A self paced tutorial, to help you learn MoneyWorks;
• A comprehensive manual (supplied as a PDF);
• Searchable Help that is easily accessed from within
MoneyWorks.
Details of the personal support available in your part
of the world are also included.
We trust you will enjoy using MoneyWorks, and that it
will help you to grow and strengthen your business.

Regards
The MoneyWorks Team

Quick Start Guide 1


Conventions used in this guide
Often keyboard shortcuts will be used for operations
in this Guide. These will appear in the form:
Press Cmd-X/Ctrl-X
Which means: On Mac, hold down the command key and
press X; On Windows, hold down the Ctrl key and press X.
2 Quick Start Guide
Contents
Installing MoneyWorks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
The first time you run MoneyWorks. . . . . . . . . . . . . . . . . . . 4
Registering your MoneyWorks. . . . . . . . . . . . . . . . . . . . . . . 5
Checking for MoneyWorks updates. . . . . . . . . . . . . . . . . . . 6
Learning how to use MoneyWorks. . . . . . . . . . . . . . . . . . . . 7
Getting MoneyWorks help and support. . . . . . . . . . . . . . . . 8
Setting up your own accounts . . . . . . . . . . . . . . . . . . . . . . 10
The Navigator. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Working with Lists. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Entry Screens. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Entering a Transaction . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Reports and Enquiries. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
Backing up your accounts file . . . . . . . . . . . . . . . . . . . . . . 25
Cognito Software Ltd, P.O. Box 33-353,
Takapuna 0740, New Zealand
www.moneyworks.net.nz
© Copyright 1992-2010, Cognito Software Ltd. All Rights Reserved.
Installing MoneyWorks

Installation is platform dependent, and requires at least 30MB of free disk space. After installation it is important not
to rename MoneyWorks or move it from the installed location, otherwise the Internet Software Update system will not
be able to function.

Windows Installation Macintosh Installation

The MoneyWorks installer will create a folder
called MoneyWorks Gold (or MoneyWorks Express or
MoneyWorks Cashbook, depending on your product) on
your hard disk, with the program and support files in it.
By default this will be in the C:\Program Files directory.
1. Insert the CD, or for downloaded installers,
double-click the downloaded Setup.exe file
The MoneyWorks install window will open.
You may get a warning about downloaded or
“trusted” software—these can be ignored.
2. Follow the instructions on the screen
When installation is completed, a shortcut is
installed in the Start>Programs menu, allowing
easy access to MoneyWorks from the Start menu.
MoneyWorks will be installed in the /Applications folder.
1. Insert the CD and if necessary open it by double
clicking the CD image, or for downloaded versions,
double-click the .dmg file
2. Double click MoneyWorks.pkg file and follow the
steps in the Apple Installer
When installation is completed, you can start
MoneyWorks from your Application folder.
Datacentre Installation
Please refer to the Datacentre Administrators Guide,
which is included on your Datacentre CD.

Note: After installation, you should store your MoneyWorks CD and serial number in a safe place.

Quick Start Guide 3

 The first time you run MoneyWorks
The first time you start MoneyWorks you will be prompted
for your name and serial number.
4 Quick Start Guide
Demonstration Mode
If you are using a demo or trial version of MoneyWorks,
select Demonstration Mode. Any new MoneyWorks
file that you create will be usable for 45 days or 99
opens (whichever comes first), after which time you
will need a full version to access it. The sample Acme
file (used for the tutorial) can be used indefinitely,
allowing you to thoroughly explore MoneyWorks.
Full MoneyWorks [Gold, Express or Cashbook] Install
Select this if you have purchased and are installing a full
version of MoneyWorks. If you have not yet purchased a
serial number, click the Purchase Serial Number button
for an on-line purchase. You will be required to enter
your MoneyWorks serial number before you proceed.
Client for MoneyWorks Gold Server
Use this if this is a MoneyWorks Gold client (i.e. you
will connect to another machine hosting a full copy of
MoneyWorks Gold). You will be required to enter your
Client serial number before you can proceed.

Client for MoneyWorks Datacentre Server
Use this if you are a Datacentre client. Datacentre clients
do not require a serial number, as this is maintained on
the server.
Entering your serial number
When a serial number is required, fields will be exposed
for you to enter your name (or company name) and
serial number. These must be completed before you
can proceed. Note the serial number is in the form
XXX-nnnnn-nnnnn, and must be entered exactly as
provided.
Note: Should you need to swap your Gold licence to a
client machine or vice versa, you don’t need to reinstall
MoneyWorks. Instead choose Help>Enter Serial and the
Serial Number window will redisplay.
Registering your copy of MoneyWorks
If you have purchased MoneyWorks it’s important that
you register it – you will in fact be prompted to do this.
If you don’t register your copy of MoneyWorks and lose
your serial number (and you will be surprised how often
this happens), you will need to purchase another. If you
register, we can tell you what your serial number is in the
event that it is lost. If you don’t register, we won’t know
what it is.
When you register on-line, you can also provide your
accountant’s details. A special copy of MoneyWorks will
be made available to them so they can support you better
should the need arise. Accountant’s versions are only
available for registered users.
Registration involves giving us your contact details
so we can keep you informed of new developments in
MoneyWorks, training courses and so forth. Registering
on-line is quick and easy.
Note: If you change your address, phone number or other
details, you should re-register MoneyWorks by choosing
Register on line from the Help menu.
Quick Start Guide 5
 Checking for MoneyWorks updates

From time to time updates to your MoneyWorks program 2. Click Check Now. MoneyWorks will check the Cognito
or some of its components (such as reports and forms) web site for any updates, and list any that are found:
will be made available. It is important that you are using
an up to date version (the first time you run MoneyWorks,
it will automatically check for you).
You can set MoneyWorks to automatically check for,
download and install these updates. To do this:
1. Choose Software Updates from the Help menu
The software updates window will be displayed.

To see a brief summary of what is in the update, click

on it – the summary will appear in the Details section
at the bottom of the window.

6 Quick Start Guide


3. Choose the items that you want to download and
install by setting the check box next to it, and click
the Install button.
The items will be downloaded and installed. If you
are downloading an update to MoneyWorks itself,
MoneyWorks will need to restart.
Automatically Check for Updates
To have MoneyWorks automatically prompt you to
check for updates, set the Automatically Check for
Updates option, and the frequency (daily or weekly)
that you would like to check. Checking for software
updates requires an internet connection.
Note: Firewall settings or proxy servers may block
MoneyWorks from checking for updates. If MoneyWorks
consistently reports that it cannot contact the Update
server, you should check with your IT support person.
Learning how to use MoneyWorks
If you are new to MoneyWorks, it’s a good idea to work
through the Tutorial before you attempt to set up your
own accounts. That way you will be able to find your way
about in MoneyWorks, create transactions and so forth.
To access the sample “Acme Widgets” tutorial file, click
the Sample button when you first start MoneyWorks.
The Tutorial itself is supplied as a PDF and is accessible
from the Help and Documentation panel of the Navigator
(or choose “PDF tutorial” from the Help menu in
MoneyWorks). On Windows you will need to have a
PDF reader, such as Adobe Acrobat Reader, installed.
Tip: The “Acme Widgets” file is created in your
Documents folder. If you throw it away (or change
its name), MoneyWorks will make a clean copy the
next time you click the Sample button.
Quick Start Guide 7
 Getting MoneyWorks Help and Support
We have taken great care to make the software as easy
to use as possible. However it may be that while using
MoneyWorks you would like additional help. If so, there
are several sources available, a number of which are listed
on the Help and Documentation panel of the Navigator.
A number of help resources are installed with MoneyWorks,
so are always available (even where there is no internet
connection). Other resources are made available on-line.
8 Quick Start Guide
Installed Help
The MoneyWorks manual is supplied in electronic format
and can be accessed directly from MoneyWorks using the
PDF Manual command in the Help menu (on Windows you
need to have a PDF reader, such as Adobe Acrobat Reader,
installed). The manual is the definitive reference guide to
MoneyWorks (over 430 pages of riveting prose); it is fully
indexed with live cross-referenced links. Use the search
capabilities of your pdf reader to quickly locate the
information you need.
Contextual Help is available by pressing F1 (Windows)
or Cmd-? (Macintosh), or choosing Help on This from the
Help menu.
Additional help for the function of many buttons, controls
and fields can be found by:
Windows: Hovering the mouse over the object for a
couple of seconds. Help text will appear at the bottom
of the MoneyWorks application window, or in certain
cases as a tool-tip;
Mac: Holding down the Cmd key and hovering the mouse
over the object for a couple of seconds will normally cause
a tool-tip to be displayed.
Online Help: MoneyWorks Community Country Phone Cost per minute
There is an active MoneyWorks user forum, where you Australia 1-800-140-859 $A2.00 + GST if applicable.
can post (and answer) questions and share your expertise 7am to 3pm EST Minimum charge of
and experience of MoneyWorks with other users. $A10.00 per call will apply.
You must have your Visa/
You can access this directly through the Navigator or the Mastercard available
Help menu, or by going to: www.cognito.co.nz/community when calling, which will
be charged in NZ dollars
Local Consulting Support converted, (minor exchange
rate variations may result).
There is a network of qualified and experienced Canada 1 800 818-6955 $C2.00 + HST if applicable.
MoneyWorks consultants and trainers that you can draw 9am to 5pm EST Minimum Charge of $10.00
upon for on-line support/training or a visit. As this network per call will apply. Please
have your Visa/Mastercard
is frequently updated, it is listed on the MoneyWorks available when calling.
website. Access the details for your country/region by New Zealand 0900-55-444 $NZ1.99 + GST. The call will
clicking the MoneyWorks support in your country button 9am to 5pm be automatically charged
on the Help panel of the Navigator. to your phone account.
South Africa 0861 249 649 0861 R.9,90 incl VAT. You must
Phone Support (BIZ NIZ) have your VISA/MasterCard
9am to 5pm available when calling.
Phone support for registered MoneyWorks users is USA 1 800 818-6955 $US2.00. Minimum Charge
available in several countries. Use this service if you are 9am to 5pm EST of $10.00 per call will apply.
having problems setting up or operating MoneyWorks – Please have your Visa/
Mastercard available
staff do not provide accounting assistance. Note that when calling.
listed charges were current at time of printing and are Elsewhere Email: intlsupport@cognito.co.nz
subject to change without notice. Charges will apply.

To save time when calling, please have MoneyWorks running on your computer. You’ll need to state the product you are using (MoneyWorks Cashbook,
Express or Gold), the platform (Windows or Macintosh), and give an outline of the problem you are having. You may be asked for the version being
used (available in the About MoneyWorks menu item in the Help menu on Windows, or the MoneyWorks menu on Mac). North American, South African
and Australian callers should provide their credit card details first.

Quick Start Guide 9

 Setting up your own accounts

Setting up your accounts is not hard, but nor is it necessarily
simple, especially as most users will never have set up
their accounts before (and this is further complicated by
the fact that you might be still learning to use MoneyWorks).
Below is an outline of the steps that are needed to create
your own set of accounts. For a complete explanation,
please refer to the Getting Started chapter in the manual
(available under the Help menu).
The critical thing about setting up is to be careful and
methodical. If it all gets too much, you can always get
a MoneyWorks consultant or your accountant to give
you a hand.
1. Create a new file
This is just an ordinary file that sits on your computer
and which stores all the information you have entered
into MoneyWorks. You should give it a sensible name,
and make sure it is in a sensible location (because you
will want to back it up every so often!).
To create a new file, start MoneyWorks and click the
New button.

10 Quick Start Guide

 You will be prompted for the file name and location.
Be sure to name sensibly (“XYZ Accounts” is good,
“MoneyWorks File” is not good), and to keep it in a
sensible location (the “Documents” folder, or a folder
within the “Documents” folder). The file should be
on your local hard drive and not (unless you are using
Datacentre) on a server.
Having created the file, the following screen will
appear to help you through the next steps of the
setup process:
2. Specify your company details
Click the Company button to enter your company
details (including company name, address, phone
number, etc). These details will appear on things
like reports and invoices. If you don’t have all the
information to hand you can change this later by
choosing Show>Company Details.
Quick Start Guide 11
 3. Set your financial year
You need to tell MoneyWorks when your financial year
starts—this is normally your tax year (although for
personal accounts you might prefer a calendar year).
It is important to get this right as it cannot be changed
easily later.
12 Quick Start Guide
4. Choose your chart of accounts and localisation
A chart of accounts is just a coding structure for
allocating your income, expenses etc. MoneyWorks
comes with a number of templates you can choose
from, or you can create your own. If you choose one
of the pre-supplied templates, you can of course
modify it later.
The Localisation is the country for which you want your
company set up; this determines things like the tax type
(VAT, GST, Sales Tax etc). Note that this option is not
available in the US or Canadian versions of MoneyWorks.
5. Set your cycle
If you need to collect tax (i.e. are registered for
GST/VAT/HST/Sales Tax), you can set your tax
cycle at this point. Again, if you do not have the
information to hand, you can set this later by
choosing Edit>Document Preferences.
If tax is not an issue (e.g. you are setting up personal
accounts, or are not registered for tax), turn off the
I need to account for Tax option.
Once you have entered the information required in
the Set Up New Document window, click the Accept
button. A screen will be displayed so you can enter
your opening bank balances.
6. Enter your opening bank balances
These are taken off your bank statement(s),
and are technically the closing bank statement
balances immediately prior to your start date.
This screen allows you to rename the bank accounts,
and turn off unwanted ones. If you have more bank
accounts than are catered for in this screen, you can
create them later.
The more adventurous can skip this screen and enter
their opening bank balances later, as a journal or
payment/receipt transaction.
Clicking the OK or Skip button will take you to the
Setting Up panel on the Navigator:
Quick Start Guide 13
 7. Check the Tax Rates
The tax rates (GST/VAT/Sales Tax) that you use might
be different from the ones that we supply. You should
check these by clicking the GST/VAT/Tax Rates button.
If you are setting up Cashbook, or are starting an entirely
new company, then that’s about it for setting up.

14 Quick Start Guide

8. Enter outstanding historic transactions
If you are using Express or Gold, you should really
enter any historic transactions that are still outstanding.
By “outstanding” we mean invoices that are not yet
paid, and cheques that have been issued but not yet
presented. It is better to enter these at the outset,
otherwise you will receive payment for them or they
will appear on some future bank statement, and you
won’t know what they are for.
These transactions should be dated on the date of
the original transaction. Because they will have been
accounted for in your previous accounting system,
you don’t code them to the original income/expense
account, but rather to the special SETUP account.
For a more detailed explanation of the setup process, please refer to the Setting Up section of the Manual
(available under the Help menu in MoneyWorks).
9. Enter your opening balance sheet
If you want a complete set of accounts (and most
businesses do, because (a) it is a legal requirement,
and (b) you need to know this stuff if you are to run
a successful business), you should also enter in the
opening general ledger balances (these are in fact
the closing balances from your old system). The faint
hearted can defer this and leave it to their accountant
to do later if they want. If you are just running a simple
cashbook, you probably wouldn’t worry about this.
Note that, if you have followed the steps above,
the bank balances and opening receivable and
payable balances will have already been entered
into MoneyWorks. So when you come to enter these
values, use the SETUP account instead of the bank
or receivable/payable control account.
Quick Start Guide 15
 The Navigator
The Navigator provides a visual representation of common
workflows, and is a good place to start using MoneyWorks.
It is divided into three sections; Getting Started, Navigation
and Dashboard. Each section is divided into one or more
panels, each of which provides information or accesses
functions within MoneyWorks. The Sections and Panels
are listed in the sidebar on the left of the Navigator.
16 Quick Start Guide
• To bring the Navigator to the front,
press Cmd-0/Ctrl-0 (zero);
• To move to the panel above or below,
press the left or right arrow key respectively;
• The panels in the Navigation section are numbered
starting from 0. Pressing 0 will take you to the
Day-to Day panel, 1 to the one below it and so forth;
• To find out more information about an icon,
hover the mouse over it for a couple of seconds;
• To activate a function, click on it;
• To close (or open) a Navigator Section, click the
disclosure control to the left of the section name;
Many Navigator icons/buttons give access to
MoneyWorks Lists (see next section). Such icons
are usually shown with a small blue + icon attached
at the bottom, right corner:
• To display the list,
click the list icon itself
• To add a new record to the list,
click the associated blue + icon.
Working with Lists
Once you become familiar with MoneyWorks, you will
probably bypass the Navigator and just use the lists.
There is a list for each of the main areas in MoneyWorks
(Accounts, Transactions, Items, Names etc), all of which
can be accessed from the Show menu, or, for the most
commonly used, by a simple keyboard shortcut. The list
shows the information (records) that are stored in that
area of MoneyWorks.
Navigating through the list
• Use the up and down arrow keys to move through
the list record by record;
• Use the page up and page down keys to move
through the list page by page;
• Press the Home key to go the top of the list,
and the End key to go to the end.
Customising the list
• Sort a list by clicking on a column heading;
• Rearrange the columns by dragging the column
heading;
• Add additional columns by right-clicking in the
body of the list and choosing Customise List View.
Viewing records in the list
• Constrain the records in the list to a particular
view by clicking on a side-bar tab on the left;
• Search the list by clicking the Find button
(or press Cmd-F/Ctrl-F);
• Store common searches by clicking on the Filter
and selecting Edit.
Quick Start Guide 17
 Adding, modifying and deleting records in the list
• Create new records in the list by clicking the New
button (or pressing Cmd-N/Ctrl-N);
• View the details of a record by double-clicking it;
• Duplicate an item in the list by clicking on it once
to highlight, then clicking the Duplicate icon;
• Delete an item in the list by clicking on it once to
highlight, then clicking the Delete icon (note that there
are controls on what can be deleted in MoneyWorks).
Highlighting multiple records
• Highlight multiple items in the list by clicking on the
first record to highlight, then holding down the Shift
key and clicking on the last record. That and all
intervening records will be highlighted;
• Highlight (or unhighlight) additional records by holding
down the Cmd/Ctrl key and clicking on each item.
18 Quick Start Guide
Working with highlighted records
• Step through the Highlighted records by pressing
Cmd-M/Ctrl-M, then click the Next button (or press
Enter on the keyboard);
• Print/email the highlighted items by pressing Cmd-P/
Ctrl-P (for reports) or Cmd-[/Ctrl-[ (for forms such as
invoices);
• Get a quick total of the highlighted records by clicking
the Sum toolbar icon (or pressing Cmd-=/Ctrl-=);
• Copy the information in the highlighted records to the
clipboard by pressing Cmd-C/Ctrl-C. You will be able to
paste them into a text editor, word processor or (better
still) spreadsheet.
Entry Screens

The entry screen is used to enter, view or modify an Moving through the screen
individual record (such as a Customer, Item or Transaction). • Press the tab key to move from field to field;
• Hold down the shift key and press tab to move
backwards through the fields.

Closing the Entry Screen

• Click the OK button (or press Enter) to accept
the record with any changes you have made in it;
• Click the Cancel button (or press Escape) to discard
any changes you have made to the record.

Getting information on what a field,

button or control is for
• On the Mac, hover the mouse over the field/control
and hold down the Cmd key for a couple of seconds;
a yellow tool tip window will be displayed under the
cursor (also, any controls such as buttons on the
screen will be renamed with their keyboard shortcut
equivalent);
• On Windows, hover the mouse over the field/control
and the help text will be displayed at the bottom left
of the frame window.

Note that not all fields or controls in MoneyWorks have

Help information.

Quick Start Guide 19

 Configure a field by right-clicking and choosing:
• Don’t tab into: The field will be skipped when you tab
out of the previous field;
• Remember value: When a new record is made, default
to the previously entered value;
• Always Today: For the transaction date field, default to
today’s date;
• Custom Validation: To set a range of allowable values
for that field;
Note that not all fields support configuration in this manner.
20 Quick Start Guide
Adding a Note
• Click the Note icon to add a note to the
record. The note will display when the
record is opened, or (optionally) when
it is used in a transaction.
Entering a calculation:
• If the first character of the entry is an “=”, MoneyWorks
will treat it as a calculation and, when you exit the field,
will evaluate the calculation and overwrite it with the
result. E.g. “=1+2” will result in 3. If the calculation is
malformed, you will not be able to exit the field.
• Pressing Cmd-L/Ctrl-L will normally bring up the
system calculator.
Entering a transaction
Transactions (invoices, payments, receipts, orders,
journals, etc) are all entered through the transaction
entry screen. There are several ways to access this:
• In the Navigator, click on
the appropriate blue + icon.
The type of new transaction
is shown beneath the icon;
• In the Transaction list, click the New toolbar button,
or just press Cmd-N/Ctrl-N. The type of transaction is
determined from the current view of the Transaction
list (e.g. if you are viewing Payments, a new Payment
entry screen will open);
• From almost anywhere in MoneyWorks, simply pressing
Cmd-Option-N (Mac) or Ctrl-Shift-N (Windows). This
will create a new transaction entry window provided
there is not a modal window open, such as an Alert.
Return/Enter Key
In the Transaction entry window, the Return key and the
Enter key operate differently. The Enter key (which is the
key on the numeric keypad) will accept the transaction;
the Return key, on the body of the keyboard, will move
to the next field, or (in the detail lines) move to the next
detail line. This behaviour can be configured in the
MoneyWorks Preferences.
To change the transaction type
• Click the transaction icon in the top
left of the window and choose the
new transaction type (note that any
information in the existing window
will be discarded).
To move from the header
• Press Ctrl-Tab (Mac) or Ctrl-~ (Windows) to move
from the transaction header to the first detail line
(and back);
Quick Start Guide 21
 To move from one detail line to the next
• Press Return while on the detail line;
• Press the tab key until the end of the line is reached.
Managing source images
Managing source documents
(e.g. a scan or pdf of a purchase
order) is done through the Image
icon on the top right hand corner.
Click on this and choose:
• Import Image, for a file on your
disk;
• Paste, for an image on the clipboard
(this overwrites any existing image);
• Display Image, to view the source document
in the Preview;
• Delete Image, to permanently delete it.
You can also drag and drop a file onto the Image icon to
store the image in MoneyWorks. Note that MoneyWorks
always takes a copy of the file, leaving the original intact.
Source images cannot be stored in MoneyWorks Cashbook.
22 Quick Start Guide
A note on Posting
MoneyWorks is a “Posting” system, which means that you
can only modify (or delete) an existing transaction if it has
not been “posted to the ledgers”. Once a transaction has
been posted, you can no longer modify the accounting
substance of the transaction, or delete it (you can however
Cancel it, which effectively reverses it out). Posting provides
additional protection and integrity to your accounts, giving
them the advantage of full audit trails, so you (or your
accountant) will always be able to trace how ledger values
have changed. Posting is a requirement for certain types of
accounting in some jurisdictions. MoneyWorks allows you
to run reports and enquiries that will include the effect of
unposted transactions.
To post transactions
• Set the Post Icon in the bottom right corner of the
transaction entry window and click OK or Next.
• Post a batch of transactions by highlighting them
in the list and choosing Command>Post.
Reports and Enquiries

One of the benefits of running an accounting system is

that you can get good information on how your business
is performing. MoneyWorks comes with a lot of reports
(and, in MoneyWorks Gold, the ability to create your own).
To run a report, select the desired report from the Reports
menu or from the Navigator. When a report is run, a
Settings window will normally be displayed, allowing
you to determine how the report should be prepared.
The settings available will depend on the report.

Quick Start Guide 23

 Reports can previewed, printed, emailed, or opened
directly in other applications such as Excel or Numbers.
Use the Output To… menu to direct output to the desired
location.
To include the effect of Unposted transactions, set the
Include Unposted option—such reports should not be
regarded as final.
Accounting reports are normally time-based. Use the
Period pop-up menu to select the accounting period in
which to run the report. Where there is a From and To
period, a separate report will normally be prepared for
each period.

Some reports are better printed on Landscape than

Portrait. If you find the printing is too small on a report,
click the Page Setup button and set the Orientation to
Landscape.

24 Quick Start Guide

Backing Up your Accounts File
Computers are mechanical devices and do fail (or get
stolen), normally at the most inconvenient of times. It is
therefore essential that you backup your MoneyWorks
data file(s) regularly. MoneyWorks has a built in Backup
facility to make this easy.
Choose Save A Backup As … from the File menu.
MoneyWorks will prompt you to save all current work
before the backup can commence, and will create a
compressed, date-stamped file.
Choose the location of the backup:
• If you are intending to backup to a CD, save the backup
file to your hard drive first, then create and burn the CD
(targeting the backup file) using whatever software you
have for doing this.
• If you intending to backup to a USB flash drive, the
device should be inserted and visible to the computer
before you start backing up. You should have several
memory sticks and rotate them for each backup. Never
open your file in MoneyWorks directly off a USB flash
drive—they are slow and unreliable.
• If you are backing up to cloud-based storage such as
DropBox, point the backup to the appropriate location.
Remember that it will take some time to upload the file
once MoneyWorks has completed its backup.
If you have some sort of automated tape backup, don’t
rely on it totally. Periodically ask for a restore of the last
backup to make sure that it is working.
Don’t forget your Custom Plug-ins
While choosing the location to save your backup,
you can also choose to include your custom plugins
(i.e. custom forms and reports, but also product/
transaction images).
Emailing your Accounts File
To email a compressed copy of your file, choose
Accountants Export from the File menu and set the
Send as Email option. You will be prompted where
to save the compressed file, and then this will be
automatically attached to an email for you to address
and send.
Quick Start Guide 25
MoneyWorks Useful Keyboard Shortcuts

On the Mac, hold down the Cmd key, on Windows hold down the Ctrl key, then simultaneously press the keys indicated:

Mac Win Mac Win

Navigating Enquiries & Printing
Accounts List 1 1 Account Enquiry E E
Budgets 6 6 Customer Enquiry 8 8
Category List Opt-1 Shift-1 Index to Reports I I
Classification List Opt-4 Shift-4 Page Setup Opt-P Shift-P
Close All Windows Opt-W Shift-W Payment History Shift-H H
Close Window W W Print P P
Company Details Opt-6 Shift-6 Print as Form [ [
Department List Opt-2 Shift-2 Print Last Report Opt-G Shift-G
Group List Opt-3 Shift-3 Print Statement(s) ] ]
Job Sheet List 5 5 Product Enquiry 7 7
Jobs List 4 4 Stock Enquiry 9 9
Log File Opt-8 Shift-8 Procedural
Navigator 0 (zero) 0 (zero) Banking B B
Name List 2 2 Bank Reconciliation ; ;
Period Names Opt-5 Shift-5 Batch Payments Y Y
Item List 3 3 Batch Receipts R R
Tax Rates Opt-7 Shift-7 Bill Job \ \
Transaction List T T Calculator L L
Zoom Window F12 Cancel Transaction - -
New Records Contra Transaction + +
New in List N N Open/Close Period Opt-O Shift-O
New Transaction Opt-N Shift N Print Statement(s) ] ]
New Time Sheet Opt-J Shift-J Writeoff Invoice * *