NETWALK ACCOUNTING – THE COMPLETE GUIDE

Posted in Advanced Features, How To, on  August 6, 2015

Netwalk Accounting is a companion web app designed for retrieving, finishing, managing and processing all the accounting info coming from the Booking side (rates, expenses, taxes, payments etc.)

Netwalk accounting is not a Book Keeping software. It can be integrated (hard and soft integrations) with a Book Keeping software in order to have a uninterrupted flown of data from the booking side to the accounting side.

The process starts when a JOB is sent to the “Accounting Job Folder” by clicking on “lock” button.

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A few checks on rates and currencies are performed before sending.

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Locked Job cannot be edited in the booking side as they are waiting to be processed by accountants. This short tour on the booking side has ended, let’s move to Netwalk Accounting.

Netwalk Accounting landing page lists all the job waiting for being processed. This folder is called “Job Folder” is the container of all the locked jobs.

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Locked Jobs must be transformed in Job Docs in order to enter the process of feeding models and agencies statements or generating invoices etc.

Simply click on the invoice icon on the left of the client name to generate a Job Doc.

The first time a client, a model or a agency connected to the Job are involved in the accounting process they must be validated. To validate means to add all the details needed for generating a invoice (billing address, fiscal treatment, terms of payments). In case you get a alert at this stage you simply have to click on the name of the item to be validated, edit its personal details and confirm it.

If items have already been validated the system proceeds checking currencies.

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Netwalk allows users to manage multiple currency rates and expenses. If a Job includes rates with different currencies the system asks a conversion value to the default currency or the currency chosen as default for the invoice.

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Job Doc is a editable invoice draft. Details, rows descriptions and amounts as well as taxes and currency can still be edited or deleted.

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Job Doc Currency can be changed.

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Job Doc rows can be edited, deleted and grouped

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Invoice is a numbered printout of the Job Doc. Netwalk accounting can manage multiple invoice templates (multiple languages, different calculations layouts, etc.)

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Click on “Unlock and close” to unlock the Job Doc. Other accountants will be able to edit it again in the future although it is still locked for Bookers (in the Booking side)

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The effect of a Job Doc creation is changes on Models and Agencies Statement; click on the “Models” tab to enter the model’s page. Click on the model name to search and select the model.

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Click on Statement to access the model statement

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Easily add a new row by clicking on “+”

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Now back to statement: it includes 1.500,00 EURO to pay for the Job at Citigo Petroleum Inc. , 200,00 Euro to have for Hair and Make up and 500,00 Euro to have for Pocket money.

 

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Totals includes:

available balance: it calculates only rates whose jobs have been paid by the client. This Job has not been paid yet that’s why its rates are not included in the available amount (it only includes expenses)

unpaid jobs: the total amount of rates whose jobs still have to be paid by the clients

Balance: is the amount calculated using all the raws in the statement no matter if they have been paid by the clients.

Rows view can be changed by editing the additional statements filters. Totals change based on the filters set.

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Statement view can be changed by clicking on the “3 cols” button. This view is a 3 cols view (JOBS | PAYMENTS | EXPENSES)

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When a client pay the invoice, you can keep track of it by adding it the the corresponding Job Doc (we now know Job Doc is the editable instance of the Invoice and Invoice is just a numbered printout of the Job Doc). So go back to “Job Docs” panel and select the Job Doc we want to add a payment to (just edit it)

16Click on the pen icon on the Payment section of the page

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and enter date and amount. Don’t forget to Unlock and Close

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Back to model statement (Just click on “Models” panel and it will display the last model viewed. Now Available Balance and Balance are the same. Does it make sense? Yes it does: available balance now takes care of the client payment and includes the rate amount.

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In order to enter a model payment in the statement just select the rows it is referred to and click on “create a payment for selected rows”

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Edit payment details and submit

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Statement includes payment rows. Balance has dropped to zero.

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Models Payments can be managed by clicking on the “payments” link. Payments can be edited and deleted. Netwalk can manage multiple payment layout for printing.

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Model/Agencies relationships can be managed in the model page by clicking on the “agencies” link.

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If a model has a mother agency and if a commission has been added to this relationship every time a job doc feeds the model statement it also feeds the mother agency statement

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Taxes:

Model’s fiscal treatment affects the way statement calculation are made.

Default Models fiscal treatments methods available on Netwalk are:

Tax free: no taxes are added

Taxes on payments: taxes are added on the payment amount

Taxes on Jobs: taxes are added to rates

BTW we can add other methods based on country specific taxation

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Chelsea’s fiscal treatment have been changed to “tax on payment”. Let’s see which are the effects on her statement.

PLEASE NOTE: to see the effects I have just removed the payment we have previously added to Chelsea that dropped the balance to zero. 

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Balance has changed and totals show 800 Euro as available balance (the same for balance as job invoice has been already paid by the client) and a new total named “including taxes”. It is the sum I have to pay to model deducting taxes (in this case the default deduction is 30% on net)

Models Payments too are affected by fiscal treatments, they now includes taxes.

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This is the balance after the payment.

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Other interesting features:

“Search on job docs”: find and list job docs filtered by departments, booker, accounters, job type, date, status, client, model, invoice number, invoice status, payment status, etc.

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Listed Job Docs can be exported (to printer or to file), Exported xls file can be imported into a Book keeping software (soft integration)

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Job Docs can be manually added by clicking “add new”

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Credit note can be created by clicking on “add credit note”

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It’s easy to have a list of models filtered by any kind of details or parameter. Click on “models src” and create your own filter.

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Statement search let you find every statement row filtered by description, row type, date, invoice status, model payment status, etc.

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“Balance rpt” is a balance report

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“add massive exp” is a tool for massively add an expense to multiple models

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it’s easy to get a statement report for multiple models by clicking on “statement rpt”

 

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With “models rpt” managers can evaluate models/bookers performances

 

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Some other minor features have not been listed here as well as a lot of new tools we develop and add every week to Netwalk accounting. Drop a line to support@gapmultimedia.eu for any further info or for submitting new features to development roll.

 

 

 

 

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