Process payment of employee vouchers

[iulian dragos]

On Tue, Feb 14, 2017 at 6:14 PM, Derek Atkins <warlord at mit.edu> wrote:

> Hi,
>
> iulian dragos <jaguarul at gmail.com> writes:
>
> > Hi,
> >
> > I am using Gnucash to manage a small business. We often have employee
> > expenses that need to be reimbursed, but I can't find a way to associate
> an
> > employee voucher to an actual payment *that was imported from my bank*.
> >
> > - I see the employee voucher expense in Accounts Payable
> > - I download and import statements from the bank
> > - the payment appears in my Checking Account
>
> What is the "other account" from the transaction you imported?  My guess
> is that you're assigning it to an Expense account instead of your A/P
> account.
>

Initially it is called "Imbalance-CHF", I guess that's the default when
importing bank transactions. I then set it manually to A/P.


>
> If you assign it to your A/P account you can then assign it to the
> Employee.
>
> > Here's what I tried:
> >
> > - right-click and "Assign as Payment" on the imported transaction. This
> > dialog will try to find a "Vendor", not employees, so I can't select the
> > voucher
> > - "Process payments". This adds a new transaction in my checking account
> so
> > now I have two for the same sum
> > - Manually set the imported transaction to "Accounts Payable". However,
> > this does not associate it to the expense voucher, and the "Bills due
> > reminder" keeps showing the payed vouchers.
> >
> > What is the best way to handle such payments? Maybe of note: these
> vouchers
> > usually have several entries for different expense accounts.
>
> It's POSSIBLE that even after you assign the transaction to A/P that
> Assign as Payment might not allow you to assign to an employee.  In that
>

That's indeed the case. Do you think this is a bug that I should report, or
simply the way it's supposed to work?


> case, you will have to change your work flow.  Specifically, you will
> need to process payment for the employee (adding the transaction into
> your Checking account), and then import the account *after* that and
> mark the payment as a duplicate.
>

I'll try this approach, though I prefer to start with the "truth" coming
from the bank. That way I am sure I don't forget to pay it, and it seems to
work well for bills and invoices.

Thanks,
iulian