Process payment of employee vouchers

iulian dragos jaguarul at gmail.com
Wed Feb 15 11:28:55 EST 2017


On Wed, Feb 15, 2017 at 4:26 PM, Derek Atkins <warlord at mit.edu> wrote:

> iulian dragos <jaguarul at gmail.com> writes:
>
> > 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.
>
> It's only the "default" when you fail to properly assign the target
> account during the import session.  You should assign it during import.
>

I'm just starting with GnuCash, so I wasn't sure what to choose there. Will
do so in the future.

>
> >     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?
>
> I don't know -- I didn't write this code.  I SUSPECT it was an
> oversight, so I would suggest you file a bug report.
>

I filed https://bugzilla.gnome.org/show_bug.cgi?id=778692


>
> >     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.
>
> Ah, so you blindly trust your bank never to make mistakes?  (I say this
> as someone who actually FOUND a bank error becuase my records didn't
> match theirs and I noticed during reconciliation)
>

Yes, I do, or at least, I trust myself less than the bank. I hope my
confidence will increase once I understand GnuCash a bit better :)


>
> Only create the transaction when you actually issue the payment; that
> way you wont forget to pay it.  I.e., enter it into your books when you
> write/send the check, or when you enter it into your bank's bill-pay, or
> whatever other method you use to send the money.
>

Thanks, I will do that.

iulian


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