assign 1 payment to different invoices

[David Gillam]

I may not be doing it correctly, but the following seems to work for me:

3 invoices as described below, 1 payment as described below.  Let's say the payment is check #1234.

Pay invoice 1: $3, check #1234, remaining balance = $2
Pay invoice 2: $2, check #1234, remaining balance = $8
Pay invoice 3: $1, check #1234, remaining balance = $3

Note how the three payments are all the same check number.

I have one customer who routinely pays multiple invoices with one check, so in my case, usually the remaining balance on each invoice is $0.  There are times when the customer doesn't write a check large enough to pay all invoices, so I just apply the amount to pay in full the oldest invoice(s) leaving a partial payment on the newest invoice.  I then notify the customer of the current payment status.

Is there anything wrong with this method?

David
Gillam Data Services, Inc. - Computer Training & Support
dave at davegillam.com | www.davegillam.com | 972-383-9391

 

> On Jan 29, 2015, at 6:59 AM, Geert Janssens <geert.gnucash at kobaltwit.be> wrote:
> 
> On Thursday 29 January 2015 20:27:34 __ wrote:
>> I had a several thread a while ago, but still I can't sort this out
>> 
>> INV1 = $ 5,-
>> INV2 = $ 10.-
>> INV3 = $ 4,-
>> 
>> 1 deposit payment = $ 6.-
>> 
>> payment amount needs to be distributed over 3 invoices. The tricky
>> part is: I want to define how much exactly of the amount paid is being
>> sent to which invoice.
>> So in the end I should see that
>> 
>> INV1 has received $ 3.-    (remaining $ 2.-)
>> INV2 has received $ 2.-    (remaining $ 8.-)
>> INV3 has received $ 1.-    (remaining $ 3.-)
>> 
>> I tried to:
>> 
>> 1) post my payment to my cash account
>> 2) "assign payment" to INV1 (using the entire sum received ($ 6.-)
>> 3) create 3 splits with the intended values in my A/R
>> 4) "assign payment" to the 2 new splits
>> 
>> before Step 5) I have a reduced payment amount ($3.- instead of $6.-)
>> shown in my customer Report for example
>> 
>> I don't succed assigning the single splits as payments individually. I
>> only get one single payment out of this so this is actually split in
>> 2. One part (which I define as payment amount) and the 2nd part
>> (which is the remainder) that is not assigned as a payment
>> 
>> any hack to do such a thing?
> 
> That is a brain teaser :)
> 
> There is - depending on your version of gnucash.
> 
> The internal logic is perfectly fine with such fine-grained payment 
> assignments. The payment window and assign as payment command however 
> are not really up to it though.
> 
> On 2.6.5 you could do this:
> - remove your payment attempts such that all 3 invoices are completely 
> unpaid.
> - Business->Customer->Process Payment
> - Select all 3 invoices which will propose a payment of $19,-
> - Hit ok to accept that payment to your cash account.
> - Now open your cash account register
> - Enable split view on the payment of $ 19,-
> - Adjust all splits to your taste - each of the splits matches one 
> invoice, so lower the payment amounts as you want and then adjust the 
> balancing split to $6.
> 
> That's it.
> 
> On GnuCash 2.6.4 it should work the same, unless there are some bugs 
> still preventing it.
> 
> On 2.6.0-2.6.3 the concept is similar. The major difference is that 
> these versions of gnucash make heavy use of "Lot Link" transactions. So 
> to remove the existing payments you'd have to find the associated "lot 
> link" transactions in your accounts receivable register and remove those 
> in addition to the payments themselves.
> Then you cann create the $19;- payment. This will also create a "lot 
> link transaction. The payment splits linking to the invoices will be in 
> that transaction and hence that should be modified (from $19 to $6 in 
> total and the other splits to your taste as above). After the lot link 
> has been updated, you should also fix the payment transaction itself in 
> your cash account. This transaction is a simple transaction you should 
> reduce from $19 to $6.
> 
> Hth,
> 
> Geert
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