Overview
Beeswax provides your with reports necessary to run your business:
- Money Search
- Who Owes Me ( Accounts receivable )
- What I Owe ( Accounts Payable )
- Profit and Loss
- General Ledger
- Tax Report ( e.g. BAS or VAT Report)
- Logged Time
Money Search
Money Search provides an Advanced Search feature allowing you to find anything and everything to do with Money.
While you need to specify a Date Range, all the other fields are optional.
The optional fields allow you limit what you're searching. These are as follows:
- Type (e.g. Expense)
Select the type of document you are looking for from the dropdown menu. By leaving the default as All Types you will search across every type of document within your Beeswax account. - ID (e.g. Invoice number)
If you know the specific document number ID then you can enter this here. This is a very quick way to find a specific Invoice for instance. - Company
You can specify a Company and your search will only include documents assigned or associated with that Company. - From and To range
Being able to search between a range of amounts can be extremely handy. For example if you know you are looking for an expense for $127, then you can add a From and To amount as say, From: $120 - To: $130. This will limit the search for any documents with a total value between these amounts.
Once you have entered the specific fields simply hit the Go button to search and if anything is found it will appear in the list below.
Who Owes Me
This is technically your Accounts Receivables report. It shows you what Invoices are outstanding and allows you to apply any Payments to an Invoice or to multiple Invoices if needed.
Note that you can apply payments also in the Bank Import section.
What I Owe
This is technically your Accounts Payable report. It not only shows you all the outstanding Expenses due but also provides a workflow where the business Owner or Super Admin User needs to Approve a payment first.
This feature is designed to be used in the situation where you have a Book Keeper or someone with the responsibility to set up payments at the bank but where the Owner or someone else with the Super Admin role or above, needs to authorise or approve payments before they are processed at the bank.
This workflow can be very helpful when trying to manage cashflow. For instance, in the case where you have started a Project, have entered expenses for that project but are still waiting on a deposit or payment of an invoice to hit your accounts before you wish to commit to making any payment for expenses relating to that clients project.
Profit and Loss ( P&L)
You will of course need Profit and Loss report. It's perhaps the most important report to any business owner.
While you can specify any Date Range, you are mostly going to be reviewing specific financial periods, like Monthly or Annually.
General Ledger
The General Ledger report is generally only used by your accountant or book keeper for the purposes of preparing end of year tax returns as well as to check the correct allocation of transactions to their proper account.
Tax Report
The Tax Report is a report specifically in regions where regular Monthly or Quarterly Compliance reporting is required. This report provides a breakdown of the specific Tax allocations for Income and Expenses.
Logged Time
You do also have the ability to drill down into your time logs in order to better analyse your Users productivity. You can specify and Date Range and a User
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
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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.