November 2008 - Broadcast - Auto
Contents
1. Note If you do not have an OLD DEBTORS Account already existing in MoneyWorks select Show gt Names gt Debtors click on New type OLDD in the Code and OLD DEBTORS in the Name then click OK Show gt Names gt sDebtors and highlight the Debtors you have just deleted in Auto Quote by holding down the Ctrl key then clicking on each Name Check that the amount in the Owing column is 0 00 for each highlighted name Click on Delete lf you are prompted for a Name to merge with type in OLDD or select this Code from the list then click on Merge Note If you do not have an OLD CREDITORS Account already existing in MoneyWorks select Show gt Names gt Creditors click on New type OLDC in the Code and OLD CREDITORS in the Name then click OK Show gt Names gt Creditors and highlight the Creditors you have just deleted in Auto Quote by holding down the Ctrl key then clicking on each Name Check that the amount in the Owed column is 0 00 for each highlighted name Click on Delete If you are prompted for a Name to merge with type in OLDC or select this Code from the list then click on Merge More information is available in your MoneyWorks User Guide and also in your MoneyWorks on screen Help under Names gt Deleting Receipt Overpayments For Version 5 Users If you are processing a Receipt in MoneyWorks version 5 and you get the following message on screen Receipt amount exceeds amounts allocated to invoic2. s Credit Note and the new Debtor Invoice will both post automatically in MoneyWorks If you attempt to Recall or Delete an Invoice from the Estimate OVD and the original Invoice is dated in a period that you have already locked in MoneyWorks you will get the following MoneyWorks Gold messages referring to the Debtor s Credit Note MoneyWorks is attempting to create for you The transaction was in a locked period so it was not posted Cancellation of this transaction could not be completed because the cancelling transaction could not be posted If you are using Recall the new Invoice will automatically post to the oldest period you still have unlocked in MoneyWorks It will automatically retain the original Date but the more recent Period To avoid this mis match you can change the Invoice Date during the Recall to a Date within a Period that you still have unlocked in MoneyWorks If you are using Recall or Delete from the OVD you must create a manual Debtor s Credit Note in MoneyWorks Locate the original Debtor Invoice in MoneyWorks Highlight it then use the Duplicate function Select Same reference number Use Shift Ctrl V to change it to a Debtor s Credit Note If you are using Recall change the Date to the Date you used on the Recall Invoice If you are using Delete from the OVD change the Date to a Date within a Period that you still have unlocked in MoneyWorks Finalise this transaction Contra this manual Debtor s Credit Note and t
3. Auto Quote Australia Pty Limited 496 Forest Road Penshurst NSW 2222 A AUTO QUOTE Ph 02 9570 7855 Fax 02 9570 6639 Email aqadmin auto quote com ZA TM Web www auto quote com Auto Quote Windows Broadcast November 08 Welcome to the Auto Quote Windows November 2008 Broadcast This month our focus is on MoneyWorks in particular upgrading to MoneyWorks Gold Version 5 We have listed just some of the new features that are available in Version 5 We have also included other MoneyWorks information that we know will be of benefit to you in your day to day use of this program Auto Quote Updates Auto Quote NTAR Times MoneyWorks Gold Upgrade to Version 5 Advantages of Upgrading to MoneyWorks Gold V5 MoneyWorks Regular MoneyWorks Updates Fixed Asset Accounts Recalling or Deleting OVD Invoices in a Locked Period Deleting Names Debtors amp Creditors Receipt Overpayments Viruses Warning If there is any topic or query you would like covered in the broadcasts please email aqadmin auto quote com and we will gladly add to the next one Enjoy The Auto Quote Team 1 of 8 Auto Quote 1984 Auto Quote Australia Pty Limited 496 Forest Road Penshurst NSW 2222 Ay AUTO QUOTE Ph 02 9570 7855 Fax 02 9570 6639 Email aqadmin auto quote com ZA TM Web www auto quote com A uto Quote Updates The last few months have seen us successfully update the majority of our sites to the latest versio
4. es Record eg 500 00 unallocated from this receipt as an overpayment click Go back and allocate the amounts correctly in the Pay column then finalise the Receipt transaction 70f8 Auto Quote 1984 Auto Quote Australia Pty Limited 496 Forest Road Penshurst NSW 2222 A AUTO QUOTE Ph 02 9570 7855 Fax 02 9570 6639 Email aqadmin auto quote com re Web www auto quote com For Version 4 Users If you are processing a Receipt in MoneyWorks version 4 and you get the following message on screen eg 400 00 has not been allocated to an invoice The overpaid amount will be credited to the debtor s account Continue click Cancel and allocate the amounts correctly in the Pay column then finalise the Receipt transaction Viruses e Warning There are some particularly nasty Viruses Spyware Malware doing the rounds at the moment Everyone needs to be EXTRA careful with regards to emails and Internet browsing Any emails that are even slightly suspicious DELETE In particular do not open any attachment unless you are sure it s from a safe source To safeguard against these Virus please check that all your PC s have current up to date Anti Virus software 8 of 8 Auto Quote 1984
5. he Pay column will automatically transfer that figure to the transaction top Amount field Receivables amp Payables Aged Creditors Report Live Drill Down to view individual transactions When you move the cursor over a drill down hot spot a rectangle will outline the hot spot and the cursor will change to a magnifying glass Click to drill down Bank Reconciliation Separate top screen displays marked transactions Extremely easy to read Start Over option to clear all marked transactions in one click If you click Finalise without printing you will be reminded that you have not printed the summary and you will be given the opportunity to Print You can now choose to allow or disallow an unbalanced Bank Reconciliation to be finalised GST Report If you have overridden any of the GST fields in any of your transactions those transactions will appear in red when you select the Show Transactions option when printing or previewing the GST Report 3of8 Auto Quote 1984 Auto Quote Australia Pty Limited 496 Forest Road Penshurst NSW 2222 Ay AUTO QUOTE Ph 02 9570 7855 Fax 02 9570 6639 Email aqadmin auto quote com ZA TM Web www auto quote com General Ledger Reports Trial Balance Live Drill Down to view an individual Account Enquiry similar to DOS F6 MTD and F8 YTD From the individual Account Enquiry you can then view the individual details of any transaction Profit amp Loss Live Drill Down to view the
6. he original Debtor Invoice Deleting Names Debtors amp Creditors You may have some Debtors and Creditors in Auto Quote and MoneyWorks that you will not use again You should delete these on a regular basis Before proceeding confirm that each of these accounts have a 0 00 balance in MoneyWorks To confirm 0 00 balances Use Show gt Names or Ctrl 2 click on the Debtors tab then the Owing column heading and all 0 00 balances will group together Click on the first Name with a 0 00 balance hold down the Shift key then click on the last Name with a 0 00 balance This will highlight the 0 00 group Click on the Print icon Print as Shown on Screen should be selected Print selected Names only should be ticked then Print On the printed list mark the Names you wish to delete Follow the above procedure for the Creditors tab using the Owed column heading 6 of 8 Auto Quote 1984 Auto Quote Australia Pty Limited 496 Forest Road Penshurst NSW 2222 A AUTO QUOTE Ph 02 9570 7855 Fax 02 9570 6639 Email aqadmin auto quote com ZAA TM Web www auto quote com Deleting Names First you need to delete them in Auto Quote You will find these instructions in your Auto Quote Windows Easy Reference Guide under the Accounting heading as Delete a Debtor and Delete a Creditor After you have deleted them in Auto Quote you must then also delete them in MoneyWorks This is a single user operation in MoneyWorks
7. individual Account Enquiry From the individual Account Enquiry you can then view the individual details of any transaction MoneyWorks Regular MoneyWorks Updates Software Updates Version 5 Clients Only Note DataCentre clients must disregard the instructions below and contact Auto Quote Technical support for assistance with DataCentre Software Updates To determine what version of MoneyWorks you are currently running click on Help then About MoneyWorks Your current version number will be displayed eg Version 5 2 3 If you are using MoneyWorks Version 5 you should check for MoneyWorks Software Updates on a regular basis You must check the MoneyWorks Server first This is the computer that you turn on first each morning and turn off last each night In MoneyWorks click on Help then Software Updates then Check Now If there is a Software Update available you must exit all other users out of the Auto Quote Windows and MoneyWorks programs before continuing When you are in single user mode click on Install When this process has been completed on the MoneyWorks Server you must then update all the other MoneyWorks Work Stations immediately Fixed Asset Accounts Your Accountant may request details of your Fixed Asset Accounts to prepare Asset and Depreciation Schedules for last financial year The MoneyWorks Assets Report prints a list of all GL Accounts that have Account Type Fixed Asset FA The following report will list o
8. n 5 please email your interest to aqadmin auto quote com and you will be contacted by one of our sales team To determine what version of MW you are currently running open MoneyWorks click on Help About MoneyWorks and you will see the version number Advantages of Upgrading to MoneyWorks Gold Version 5 Transaction Entry Window Transaction Toolbar Pop Up menu allows you to set the type of transaction before entering any information You can change to the type of transaction you require from within any transaction entry window 2of8 Auto Quote 1984 Auto Quote Australia Pty Limited 496 Forest Road Penshurst NSW 2222 A AUTO QUOTE Ph 02 9570 7855 Fax 02 9570 6639 Email aqadmin auto quote com ZAA TM Web www auto quote com Debtors Recall Invoices from Auto Quote OVD Automatic creation of Debtor s Credit Note in MoneyWorks for Invoices being recalled in any Locked and Unlocked Period Receivables amp Payables Aged Debtors Report Live Drill Down to view individual transactions When you move the cursor over a drill down hot spot a rectangle will outline the hot spot and the cursor will change to a magnifying glass Click to drill down Creditors Payment Transactions Includes Write Off checkboxes These are convenient to adjust the odd cent differences and are suitable for both unders and overs To overpay click the W O box before entering the Pay figure Clicking on the total at the bottom of t
9. n of Auto Quote Please check the following versions and if you are not up to date please email us immediately so we can forward these emails to you again Please confirm the email address that you require Auto Quote to use for all contact with you Auto Quote Go into Auto Quote Windows and click on the Estimating Icon on the top left of the screen the version will display 1 23 66 Check this setup for each computer running Auto Quote Windows NTAR Times Go into Auto Quote Windows and click on the Estimating Icon Click on the N located at the end of the first address line under AQ Veh The IAG NTAR Vehicle List will display The top line should read IAG Released Date 23 05 08 Check this setup for each computer running Auto Quote Windows To use this list tap the letter of the make of vehicle you need eg H for Holden click on the model eg Commodore VY Acclaim 2000 6cyd Sedan F8 SEL the highlighted vehicle This list displays the new R amp R times and the Refinish times for each paint group allowed for by IAG F3 PRINT if required New Auto Quote NTAR Program We would like to take this opportunity to extend our thanks to all of our clients who participated in the new Auto Quote NTAR Program Trial which has now come to a close If you are interested in obtaining this program please contact our sales team MoneyWorks Gold Upgrade to Version 5 If you are interested in updating your current MoneyWorks Gold Version 4 to the latest Versio
10. nto the original Period in MoneyWorks using the original Date If you Recall or Delete an Invoice from the Estimate OVD and the original Invoice is dated in a period that you have already locked in MoneyWorks the new Debtor Invoice will post automatically into the first available unlocked Period in MoneyWorks and it will retain the original Invoice Date The Debtor s Credit Note for the original Invoice will post automatically into the current Period using the current Date If you Recall an Invoice from the Estimate OVD and the original Invoice is dated in a period that you have already locked in MoneyWorks you can change the Invoice Date during the Recall to a Date within a Period that you still have unlocked in MoneyWorks The new Debtor Invoice will post automatically into the unlocked Period in MoneyWorks that matches the new Date you used The Debtor s Credit Note for the original Invoice will post automatically into the first available unlocked Period in MoneyWorks and it will retain the Date of the original Invoice 5 of 8 Auto Quote 1984 Auto Quote Australia Pty Limited 496 Forest Road Penshurst NSW 2222 A AUTO QUOTE Ph 02 9570 7855 Fax 02 9570 6639 Email aqadmin auto quote com es Web www auto quote com Period is already locked in MoneyWorks Version 4 If you Recall or Delete an Invoice from the Estimate OVD and the original Invoice is dated in a period that you still have unlocked in MoneyWorks both the Debtor
11. ut all Asset purchases and disposals for last Financial Year 4of8 Auto Quote 1984 Auto Quote Australia Pty Limited 496 Forest Road Penshurst NSW 2222 A AUTO QUOTE Ph 02 9570 7855 Fax 02 9570 6639 Email aqadmin auto quote com rs Web www auto quote com How to print an Asset Report in MoneyWorks for last Financial Year Click on Reports highlight General Ledger slide across and click on Assets Fin Year Movements select the Print Movements option Sort By Account Code Year 2007 08 Note Version 4 Clients need to select Last Year in this field Breakdown None Page Setup Landscape Print You can also obtain details of any GL Account individually by using the Account Enquiry function Click on Enquiries click on Account Enquiry key in the number of the GL Account click on the Movements tab from Jul 2007 08 to Jun 2007 08 If required you can highlight a transaction of interest and double click to open it up then click on OK to close If you want to print this Account Enquiry Click on File click on Print select your required print options Print Recalling or Deleting OVD Invoices in a locked period Period is already locked in MoneyWorks Version 5 If you Recall or Delete an Invoice from the Estimate OVD and the original Invoice is dated in a period that you still have unlocked in MoneyWorks the Debtor s Credit Note for the original Invoice and the new Debtor Invoice will both post automatically i
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