[GNC] Post invoice still wants to be paid

Mon Jul 30 19:36:22 EDT 2018

Open the A/P Register (since you’re dealing with a bill) and choose Actions > View Lots.

In the window that comes up, your bills and payments will be in the right hand upper pane: Lots in this account. Sort them as desired, I tend to prefer by date descending. You’ll have a row for each bill, paid or not, (will list as ‘Open’) and a line for each unlinked payment, but that is normally unusual.

Select a bill in that pane.

You’ll see the original bill split plus any payment splits in the lower right pane: Splits in Lot.

Take special care to follow each lot and make sure you have the CORRECT payment splits associated with it. (likely, somewhere, you don’t, which is causing the problem)

Your dates on each split will be a helpful clue in addition to amounts and maybe even transaction numbers. (if used)

You might have to adjust several lots, all the way back to the open bill date in question re-assigning payments appropriately as you go. (select the errant payment split in the bottom right pane, click the << icon to move it out of the lot into the Splits Free pane, and then when you find the proper lot it belongs to, select it and click the >> button to move it into the right pane to re-link it to the currently viewed lot/bill.

You might have to fix these one bill at a time, close the lots window, double check everything and then view lots again. (time consuming, I know, but better to be careful than make more of a mess)

If you find a real duplicate split, you can probably delete it from the appropriate register, or use the delete button in the lots window, but I’ve never used it, I’ve only edited in the registers. If you edit a transaction from a register always do so from the ‘other’ account, NOT the A/P account register. (just to be safe)

If a previously single payment split got divided into multiple splits (as Gnucash auto-assigned it to cover outstanding bills) you can re-link each of them to the proper lot, then go into the ‘payment from' register, (NOT the A/P register) edit the first one to be the full amount and delete the other extra payment splits. Then double check by viewing lots again to make sure all is well.

If what should be a split payment is somehow listed as a single split instead of spread over several bills, you can fix that from the payment from register and use the ‘assign as payment’ right-click option for that split, be sure to choose all appropriate bills the split is paying and GnuCash should divide it up appropriately.

Let us know if you run into any problems.

Regards,
Adrien

> On Jul 30, 2018, at 10:19 AM, David Briggs <dlbriggs at cox.net> wrote:
> 
> David, 
> Since this was one of the very first invoices i entered, and am sure I posted,  paid,  and unlisted several times,  I think that is exactly what happened. 
> I'm not particularly familiar with the data structures, and to be honest since it's all XML and I'm an old relational-database guy, it's a little confusing to parse through it. So to save me some time, can you tell me how the data maps? Is there a value in the XML string indicating it is an open unpaid vendor bill? A value that I can change that says I'm paid and closed leave me alone.
> Any additional thoughts? 
> 
> 
> Sent from my Sprint Samsung Galaxy S7.
> -------- Original message --------From: David Cousens <davidcousens at bigpond.com> Date: 7/29/18  10:11 PM  (GMT-06:00) To: David Briggs <dlbriggs at cox.net>, gnucash-user at gnucash.org Subject: Re: [GNC] Post invoice still wants to be paid 
> David
> 
> One possibility is that if you unposted the invoice at some point after
> having paid it and then reposted it, it may be that the link between
> the payment and the invoice has been broken by that action. 
> 
> There is also the law of conservation of invoices whereby they can only
> be created and not destroyed. Unposting an invoice takes it out of your
> accounts, but it doesn't remove the invoice record from the system. It
> can however be used for another transaction. 
> 
> 
> David Cousens
> 
> On Sat, 2018-07-28 at 22:51 -0500, David Briggs wrote:
>> Hi,  
>> 
>>   
>> 
>> First, let me say the books are in balance in all respects.
>> 
>>   
>> 
>> Early on, I created an invoice (let's call it Invoice #2) that was
>> posted
>> and paid.   when I open GnuCash I get a nag to pay it.  When I open
>> Vendor->Find Bills and search for that invoice I see it as posted and
>> paid.
>> I also see it in the appropriate ledgers as posted and paid.
>> 
>>   
>> 
>> I have opened the raw XML file and can only find one set of tags for
>> that
>> invoice (easy enough, there is some unique text on one of the split
>> lines.
>> )  My thought was to delete it, but if I do that, the books go out of
>> balance - as expected.
>> 
>>   
>> 
>> The "Pay me" nag persists whether the bill is flagged as active nor
>> not.
>> Interestingly, nothing bad happens when I flag it as inactive.  I
>> should
>> think the books would go out of balance, but that does not seem to be
>> the
>> case, and the invoice and associated payment are still in the
>> appropriate
>> ledgers.
>> 
>>   
>> 
>> Is there some way to get rid of this what appears to be a duplicate,
>> posted
>> but not paid, invoice? 
>> 
>>   
>> 
>> David Briggs
>> 
>> dlbriggs at cox.net <mailto:dlbriggs at cox.net> 
>> 
>> 918 625 9170
>> 
>>   
>> 
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