Process Payment and Split Transaction Question

[Derek Atkins]

Hi,

This is an FAQ.  Invoices are always paid in FIFO order.  You cannot
assign a payment to a specific invoice; payments are always applied to
the oldest invoice (by due date).

Pay the invoices in date order and you wont get split transactions.

-derek

Fred Dirkse - Big Easy Cafe and Coffeehouse <fred at bigeasycoffee.com> writes:

> Greetings - 
> I am needing some advice on how to properly pay an invoice.  
> I am currently setting up my GnuCash system and am entering several
> months of past invoices.  For one of my vendors, I have entered all of
> their invoices (about 10).  When I attempt to record a payment of an
> invoice, it is entering unexplainable split transactions in my accounts
> receiveable more times than not, and not marking the invoice I am
> attempting to pay as Paid.  Here is my process:
>
> 1. Business -> Vendors -> Find Vendor
> 2. I search for and find my vendor, highlight them, and click on
> Vendor's Bills.
> 3. I now see my invoices for this vendor.  I highlight the one I want to
> pay and click Process Payment.
> 4. The payment dialog opens and has the vendor filled in, todays date,
> and the proper amount of the invoice I have highlighted.  I change the
> Date (because these are old transactions) and enter the check number I
> paid the invoice with in the Num field.  I select the Transfer Account
> (Checking Account), and click Ok.  
> 5. I've had a few that post the whole transaction without a split in AP
> and mark the Paid column with a check for that invoice.  However, more
> times than not it does not mark the Paid column and I see very odd split
> transactions in my AP.  The splits don't seem to make sense at all -
> sometimes there are only two, sometimes several, and most do not match
> any other single AP transaction.  
> I'm confused.  I don't want a split at all - just want to pay an entire
> invoice.  I can go into my AP, find the transaction, and Remove the
> Split, but my invoice still does not show as being paid.
>
> One thing I did notice is that my vendors invoice numbers are not in
> ascending order for some reason.  Older invoices have a higher invoice
> number.  Don't know if this matters. 
>
> Any advice as to what I am doing wrong or what I'm missing?
> -- 
> Regards,
>
> Fred 
>
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>
>

-- 
       Derek Atkins, SB '93 MIT EE, SM '95 MIT Media Laboratory
       Member, MIT Student Information Processing Board  (SIPB)
       URL: http://web.mit.edu/warlord/    PP-ASEL-IA     N1NWH
       warlord at MIT.EDU                        PGP key available