Granular tracking of reimbursed expenses

Macho Philipovich macho at
Sun Oct 16 18:44:56 EDT 2016


This gets me immeasurably closer than I was before. Two problems remain, 

First, the Cash Flow Report aggregates all the children accounts into 
one global sum, and breaks its results down according to the accounts 
from which and to which the money came and went. Because I'm always 
paying from a single bank account, it ends up in one place, and so 
that's not fatal, except that the aggregate sum I end up with doesn't 
let me see whether, for example, I exceeded the $750 limit in the 
example I gave below on a particular child account. You can only see 
whether you exceeded the global cut-off.

Second, although it is possible to get around this by creating a 
separate Cash Flow Report for each child account, that seems 
unnecessarily complicated and each report largely contains irrelevant 
information, with only one line being of interest, and that line is not 
particularly obvious to pick out.

I suspect that on the basis of the Cash Flow Report I could code a 
single custom report that contains all the information I want (and not 
more) if I really had to, but I just want to check with the members of 
this list first that there's no out-of-the-box solution that would solve 
the problem before I go to the trouble. Please let me know!

Thanks again,


On 2016-10-16 04:45 PM, Edward Doolittle wrote:
> I think you want a Cash Flow Report. Reports -> Income & Expense -> 
> Cash Flow. In Options -> Accounts, select your Assets:Receivable (and 
> perhaps click the button to Select Children). In Options -> General, 
> select the start and end dates. It's best if you can use the drop-down 
> menus to select current month or current quarter or current accounting 
> period; otherwise you'll have to edit the start and end dates each 
> time you use the report.
> You will have to check that there are no reimbursements from other 
> sources in the account, or it will affect your subtotals. What I would 
> do is set up a subaccount of Assets:Receivable for your insurance 
> reimbursable expenses, then run the report on that subaccount instead 
> of on Assets:Receivable.
> When you've set it up the way you like, you can save the report 
> configuration for easy access.
> Edward)
> On 16 October 2016 at 07:47, Macho Philipovich <macho at 
> <mailto:macho at>> wrote:
>     Hi there,
>     I've been using an overarching Assets:Reimbursable account to
>     handle my reimbursable expenses. I'd like to be able to see how
>     much I've been reimbursed in the current period for specific
>     costs, to make sure that I don't exceed my insurance's annual
>     maximums. For example, 80% of my physiotherapy costs are
>     reimbursed up to a maximum of $750 per year, which I would like to
>     stay within.
>     With my current setup, when I incur the expense, 20% is assigned
>     to a health expense account and the other 80% to reimbursable, but
>     the 80% is then subtracted off of that account when I'm reimbursed
>     and the account returns to zero, so there's no obvious way to me
>     to do this cumulative kind of tracking. I don't want to determine
>     the how much has been reimbursed by multiplying my health expense
>     account total by four (80% ÷ 20%) for a few reasons, notably
>     because it would be broken by the fact that my expenses become
>     100% reimbursable after I hit an overall annual out-of-pocket
>     maximum of $400.
>     Is there an easy fix that I'm missing?
>     Thanks so much for your help!
>     Macho
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> Edward Doolittle
> Associate Professor of Mathematics
> First Nations University of Canada
> 1 First Nations Way, Regina SK S4S 7K2
> « Toutes les fois que je donne une place vacante, je fais cent 
> mécontents et un ingrat. »
> -- Louis XIV, dans Voltaire, Le Siècle de Louis XIV, Chap. XXVI

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