Tracking Projects

[Katie Eldridge]

On 15/07/16 12:56, Hass, Michael wrote:
> This works for invoices but not if you are paying routine expenses out 
> of petty cash, with a credit card, or by check. You can post a bill to 
> a Job but not a simple expense.
>
>             On Jul 13, 2016, at 5:26 PM, Pete Haworth
>             <pete at haworths.org <mailto:pete at haworths.org>> wrote:
>
>             I am the treasurer for an organization that promotes
>             musical concerts.  Is
>             there a way for gnucash to associate income and expenses
>             with a specific
>             concert?  Right now I keep a spreadsheet to keep track
>             since I can't find a
>             way to do it in gnucash.  I guess it's a kind of project
>             accounting.
>             Thanks,
>             Pete
>
>     Hi Pete,
>     I think this should not be quite as awkward as the suggested
>     steps... If you use the 'business features' you should be able to
>     class each concert as a 'job' (or 'client' if that makes more
>     sense for your situation - depends on what you mean by 'promote')...
>
>     Then each time you have expenses for that concert you mark the
>     'default chargeback project' when entering the bill or expense
>     voucher, mark the expenses as 'Bi' - billable items; and each time
>     you receive income for that concert process via an invoice (even
>     if you are not actually issuing an invoice).  The expense items
>     will appear on the invoice to set against the income received, or
>     you could use a combination of invoices and credit notes to set
>     off the totals.  Then you can use the customer/job report to look
>     at each concert.  I'm no longer working in this field so can't
>     check for you, so experiment first using test data, especially if
>     different concerts are 'promoted' on different basis...
>
>     Hope that helps,
>     Katie
>
I've just checked this, and you can charge to 'jobs' from petty cash, 
credit card or cheque, by entering each expense as a 'bill' rather than 
straight into the transaction register.  Bills can be paid from petty 
cash or credit card, so your reconciliation should not be a problem.  If 
you were worried about extra overhead in listing vendors you could just 
add a dummy vendor for 'shop'.

Katie