Overview
Money Search allows you to find any document that is specifically related to Money.
That being any of the following types of documents:
- Quotes
- Invoices
- Expenses
- Payslips (Payroll)
- Bank Transfers
- Manual Journals (AKA General Journals)
- Invoice Payments
- Expense Payments
Narrowing your search
You have the ability to narrow your search by limiting your search criteria.
Such as:
- Date Range*
- Type
- ID
- Company
- From & To Amount
* While the Date Range is the only required field, we think you'll find using the other fields to limit your search pretty useful.
Lets look at each one in more detail:
1. Date Range
This field specifies the range of dates in which the document you are looking for was Dated. This is not the creation date. There are times when the Date of the document will not be the date that it was created. This is important if you are using the Accrual method of accounting. The Date of the document and the creation date will almost certainly be different when you import a CSV file from you bank and create Expenses or Bank Transfers, etc, during this import process. In such an instance the Date will be taken from the Date in the bank CSV line item, while the creation date will be the date that you actually allocate that line item.
2. Type
This is the Document Type. The Default to All Type, meaning that if you left this as the default you would be searching for all Type of documents.
- Quote
- Invoice
- Expense
- Payroll
- Bank Transfer
- General Journal (Manual Journal)
- Invoice Payment
- Expense Payment
3. ID
This is the document ID or number assigned to the document. In the case of Invoices or Expenses, the ID's are only generated when Finalised. In other words, only Finalised Invoices or Expenses are able to be searched for. You can't search for Draft Invoice or Expenses. (Although we know that would be handy...it's on the wish list)
4. Company
You can select one or several companies here to limit your search to. In the case of Bank Transfers or Manual Journals ( General Journals) your own company will be the one associated to those documents
5. From & To Amounts
These fields work together and both need to be populated. It will not work just by entering a value in one of these fields. This is important as you are establishing a range of amounts.
Note that these amounts will be the total value of the document including Tax if applicable.
By leaving everything blank you'll be searching for all documents within the specified Date Range. The Date Range is the only field that is required.
This might give you too many results.
By adding specific search terms into one or several of the other fields you will be able to narrow down the search results.
For example, if you are looking for an Expense then you would select Expenses from the Type field. This will only show results for Expenses.
If you also know the Company that the Expense is for then you could further limit the search by adding the Company name.
By doing this you will be searching within the specified Date Range for any Expense that is applied to that Company.
This will that you know is for a particular Company, then you may wish to limited the search to just documents for that company.
Or you may wish to just look for Invoices
Let's look at each Role
AKA: The Boss
This is the Owner of the Account and more often than not they are also the Owner of the business. The business Owner should obviously see everything so of course they have Full Access to all parts of the application but importantly they are unique in that they are the ones who are responsible for managing the Beeswax Subscription and associated Plan.
It's likely they have a business partner or a dedicated senior staff member who needs to be able to see and do all the same things that the Owner can. That's what the Super
Admin Role which we get to next.
Business Partner or a Senior Employee
The Super Admin User also has Full Access to everything however they don’t have access to the Subscription but that’s all. These are usually Partners in the business or Senior Employees who need to see and control everything in the Business. Warts and all!
Production Manager or Account Manager
The Manager Role is generally the person who takes care of the day to day running of Projects, and oversees Tasks.
This Role would be for a Production Manager, Studio Manager or Account Manager for instance.
They generally don’t get involved in Payroll financial reports and as such are not expected to know anything about Accounting or Tax related matters.
Of course these things aren’t necessarily that difficult to understand, however, so as to avoid the potential pitfalls associated with incorrectly allocated transaction Accounts and / or Taxes we have chosen to limit this Users access and control over such things.
So, while Manager can create Quotes, Expenses and Invoices, they can’t change the Transaction Account and Tax when working on any of these documents. While Managers can create Quotes, Expenses and Invoices, they can’t change the Transaction Account allocation nor the Tax Allocation when the are preparing any
These are defined by the Items that make up these documents and are therefore meant to be set up specifically by someone with this knowledge such as your Bookkeeper or Accountant.
Your Accountant (obviously) or your Bookkeeper
This Accountant Role is obviously for the Accountant or Bookkeeper who need access to all things Money. They essentially have full access to the entire system with the exception of being able to manage the subscription.
A User who primarily works on Tasks
This Accountant Role is obviously for the Accountant or Bookkeeper who need access to all things Money. They essentially have full access to the entire system with the exception of being able to manage the subscription.
External Resource
This is someone who usually is a freelancer that needs access to Tasks but not much more. They have a similar level of access as the Basic User but we've included this for future use.
The Client
Someone who probably would like to get access to all your stuff but really you only want them to see things you want them to see. Like outstanding invoices and access to Files you share with them but apart from this you don't really need much more.
Dashboard
Projects
Companies & People
Companies
Contacts
Users
Money
Items
Templates
Bank Reconciliation
Bank Import
Scheduled
Bank Transfers
Manual Journal
Chart of Accounts
Reports
Reports
Who Owes Me
What I Owe
General Ledger
Profit & Loss
Tax Report
Time
Statement
Subscription
Subscription
Overview
Companies exist for two main reasons:
- Assigning Projects & other related things
- Grouping Contacts and Users
1. Assigning – Projects and other related things
Most things in Beeswax, like Projects, Quotes or Invoices, need to be assigned to a Company. These things can’t be assigned to a specific User or Contact.
Why? Because small businesses, those businesses that Beeswax is specifically built for, generally work with and provide services to other businesses rather than individuals or customers. In other words, we think of Beeswax as being a B2B application rather than a B2C. It’s one of the key assumptions we’ve made when building Beeswax.
Remember a Quote or Invoice is technically a legal document that relates to the obligations that your business has to another party. And therefore the name of the other party, which is usually a business, should be stated specifically. Of course you will have a contact who will receive documents from you but they are still technically representing the third party and are usually not themselves obligated to fulfil their financial obligations to pay you.
It’s the company or business they represent. When they leave the company still owes you money.However, while we think of these entities as Companies, it’s not to say that a Company can’t be something else. That’s for you to decide.In any case just remember that Projects, Invoices, Quotes and Expenses are all allocated to this idea, this entity, this concept, that we call a Company.
2. Grouping Contacts & Users
SM
JC
DJ
JC
It’s the way Beeswax groups or organises Users and Contacts. We think it makes sense to keep all Users and Contacts under the specific Company that they are associated with.