using account numbers in gnucash

[David Carlson]

On 12/18/2014 9:47 PM, David Carlson wrote:
> On 12/18/2014 9:20 PM, Wm wrote:
>> Thu, 18 Dec 2014 20:43:51 <549390E7.4040800 at gmail.com>  David Carlson
>> <david.carlson.417 at gmail.com>
>>
>>> On 12/18/2014 6:34 PM, Wm wrote:
>>>> Mon, 15 Dec 2014 16:58:05
>>>> <CALj19FkEa9hAPNXd6h5KnOV3fArg9PXvimE=7n_Ch3M9U+zs=w at mail.gmail.com>
>>>> Mark Mason <jmwmason at gmail.com>
>>>>
>>>>> Hello Gnucash - I am treasurer of a not for profit Community Amateur
>>>>> Sports
>>>>> Club in UK.  I am just completing two years use of Gnucash.
>>>>>
>>>>> I want to number the accounts I use, with the purpose of making it
>>>>> a bit
>>>>> quicker to post entries.
>>>> Not sure I get that, I'll say why, depending on settings:
>>>>
>>>> if you start entering a transaction you've done before by typing
>>>> "refreshments" into the Description gnc should fill in the rest of the
>>>> desc and fill in the Transfer bit with what you used last time
>>>> (something like Expenses:Refreshments) leaving you to type a number
>>>> (the cost of the barrel of fizzy lemonade), press enter and you're
>>>> done.
>>>>
>>>> or
>>>>
>>>> type a new Desc like "squeaky plimsolls", enter ex(for
>>>> expenses):sq(for squeaky) in the Transfer and it should fill it in or
>>>> offer to create a new account.
>>>>
>>>> Where were you expecting numbered accounts to help?  gnc doesn't pay a
>>>> lot of attention to Account Codes if that was what you meant by
>>>> numbered accounts it behaves better with
>>>> Income:Tickets:ParentsDay2013
>>>> Expenses:ParentsDay2013:Tent
>>>> or whichever way you want to structure your CoA
>>>>
>>>>> I thought I would be able to enter the account number into the
>>>>> transfer box
>>>>> - I have not found how to do this.  Please can you advise if this is
>>>>> possible?  All the best - Mark Mason
>>>> It is possible but, unless I misunderstand, it is a "I wouldn't start
>>>> from there" situation.  Account numbers aren't necessary in gnc though
>>>> you can use then for reporting if you want to.
>>> I use account numbers sparingly for certain asset and liability accounts
>>> especially for things that might be paid out of different accounts from
>>> time to time.  I followed the general guidelines that are easily found
>>> on the internet or even in the Gnucash help such as asset accounts start
>>> with 1, liability accounts begin with 2, etc.  For example my primary
>>> checking account happens to be 10090, Cash is 12120, one of my credit
>>> cards is 20010, from a rather long list that I set up several years ago.
>> But that makes no sense to me or anyone else unless you are following
>> a specific legislative guideline that connects account numbers to
>> reporting accounts.  The OP and I are in the UK and I can assure you
>> we don't have to use certain account numbers.
>>
>>> There is no trick to using the numbers other than you need a paper list
>>> to use until you memorize the numbers because there is no drop down list
>>> to help with entering the account numbers into the account boxes.
>> OK, I'm going to seriously question why memory is better than just using
>> Ex for expense
>> In for income
>> : to say next part
>> and (say)
>> F for food
>> B for beer
>> R for rent
>>
>>> Initially, you need to show the account number column in the account
>>> list window while you are assigning the numbers.  Then, when you enter
>>> valid account number into the account box, Gnucash automatically changes
>>> the account to the correct name.  This is actually a lot faster than
>>> entering a fully qualified account name.
>> I never enter a fully qualified account name, they just work because I
>> use my head rather than someone else's accounting rules when I do
>> stuff to my CoA.
>>
>> If you are using a nationally imposed one you should know that is
>> required for reporting rather than use.
>>
> My account numbering is only for my convenience, nobody else's.  I find
> it much easier to enter a six digit number on a numeric keypad than to
> enter a sequence of letters separated by colons on a full keyboard. 
> What works for you is different, obviously.
>
> David C

Going back to the OP's question, Mark asked how to do it, not whether he
should.  My answer is, as I stated, set up a list of account numbers in
the Accounts window, then just enter those numbers in the split Account
boxes instead of the complicated fully qualified account names, GnuCash
does the rest.  GnuCash even has a wizard to automatically assign or
re-assign account numbers for you if you care to read about it in the
manual. 

One needs to devise a set of rules before assigning numbers so they make
some sense.  Some users, like me, just choose to use a scheme similar to
that which is already used by many accountants.  Each user can decide
what works best for him or herself.

David C