Managing Your File

The information you enter into MoneyWorks for a company or entity is kept in a document (also known as a file). Since the document contains vital accounting information, it is important that it is managed properly and backed up regularly.

Opening Your Document

Open your document from the MoneyWorks Welcome screen by double-clicking it in the Recent Documents list, or by using the Open Other button. Alternatively double-click the document icon in the Finder (Mac) or Windows Explorer.

Note: If you are connecting to a MoneyWorks Datacentre Server or using the MoneyWorks Now cloud service, use the Connect instead of Open Other. See Accessing a shared document

Note: Unless the Multiple Instance MoneyWorks Preference is on you will only be able to open one MoneyWorks document at a time.

Note: MoneyWorks Gold can open any MoneyWorks Cashbook and Express files. However MoneyWorks Cashbook can open a MoneyWorks Gold (or Express) file only if no Gold (or Express) features, such as invoicing, have been used in the file. Similarly Express can open all Cashbook files, but only those Gold files which do not use Gold features (such as multi-currency, departments and inventory).

When you open your document, MoneyWorks makes a copy of it and works on the copy. It does this to protect your information. For example, if it has half-written a transaction to the document and there is a power cut, the integrity of the document would be destroyed. Because you are working on a copy, the original document will survive unscathed if there is a power cut or system failure1.

When you open the document, MoneyWorks also checks the document for internal consistency to ensure that it has not been modified by some outside agency, disk or network error. If a consistency problem is found, you will not be able to open the document, but will need to revert to your latest backup.

Mac users

If you are using a Mac, your file must be kept on a Mac formatted hard disk. Non-Mac formatted disks, such as Linux or Windows drives, are not supported.

Disk Space

When opening the document, MoneyWorks needs to make a temporary copy of it. The copy will be at least the same size as the original. Hence you will only be able to open your document if there is sufficient free disk space available, i.e. the amount of free disk space must be greater than the size of your document. If there isn’t enough space you will be warned, and will need to clear some space on your disk by deleting old files before you can open your document.

Windows: Normally the temporary copy will not be visible in Windows Explorer because it is created in the Temp directory. However if your document is stored on a volume that does not have a Temp directory, the copy will be created in the same directory as the original document. So if you see a file named something like: “Accounts.temp.moneyworks”. Do not touch it!

1  Unless you have turned the Session file option off — see Enable Rollback and Crash Recovery, MoneyWorks will have kept a record of any changes you have made prior to the crash, and you will be able to recover most of the work done.