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  • Writer's pictureEH Lim

Refrain from purging the data if you need the information later

It's crucial to remember not to purge the data if you might need the information later. This caution can prevent potential data loss and keep your records intact.


My predecessor told me she had entered the transactions, and I verified that the 2015 to 2016 Customer's refundable deposit was in the transaction list. The Balance Sheet shows the accumulated amount of the Customer's refundable deposit from the start of the accounting year in 2015 to today, 10 July 2024—which is correct! However, the fact that I cannot show them in the ledger report significantly impacts our accounting process.


Why does the ledger report's period printing option start in January 2017 and not in December 2014, the beginning of the file? How do I print all the transactions?


Period Management


From the command menu, I launched the period management. Windows shows that my first period is November 2016, and the financial year begins in January 2017. The two periods, November and December 2016, were stated closed! Ha, okay; that explains why the first period of the ledger option is January 2017. But where is the period from December 2014—the period auto-created by MoneyWorks to record the opening balances—and January 2015 to October 2016?


How could they get removed?

Why are those 2015 to 2016 transactions still on the list, but the period has gone?

How do I print a report with all the Customers' refundable deposits?


Purging Data


I consulted the MoneyWorks accounting software's user guide; okay, I got it.

I must reconcile the bank account used before the system removed transactions when purged. That explains why the transactions are still on the list where the system removed the period.


Be careful; do not purge the periods [should print or export the report first] if you need those transactions later. It would help if you had a habit of preparing an accounting schedule for accrual, prepayments and deposits.


Financial reports go by period, not date range; I cannot print using the ledger report. Instead, get the transactions printed from the transaction list itself. How?


Find related transactions


First, search for the 'Customer's refundable deposit' account in the 'All' section of the transaction list. This section contains all types of transactions, including Sales Invoices, receipts, and journals. A transaction such as a receipt may include the Customer's refundable deposit and the sales revenue; therefore, I cannot use the amount shown in the found list. I have to filter the detail line account.



Find related transactions in MoneyWorks


Select all the transactions from the found set, click the related button on the icon bar, choose the 'detail line item' radio button option, leave the show in view as 'all lines', and hit 'Go'.


I have the found set with all the detailed lines separated, as shown in the related list. Next, I filter the list to show only the Customer's refundable deposit account. Enter the Customer's refundable account in the search field, and I got it!



Detailed line transactions

Add a lookup ( ) function


I must have the name to sort and subtotal to know who deposited. Go to the 'customer list view' from the 'edit' menu; I added the NameCode field. Yes, now I can sort the list using the NameCode. But I still need the Customer's full name. Therefore, I added a heading field and entered the calculation [the formula] as—lookup (nameCode, "name.name")—to find the customer name from the name table using the name code, and renamed the column header as 'Customer'.


I print the list with subtotal by 'nameCode'.


I'm Done!

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