[GNC] Post invoice still wants to be paid

[dlbonline]

YEA!

I would have never figured that out on my own.

Thank you very much!

David

David Briggs
dlbonline at cox.net
918 625 9170


-----Original Message-----
From: gnucash-user [mailto:gnucash-user-bounces+dlbonline=cox.net at gnucash.org] On Behalf Of Adrien Monteleone
Sent: Tuesday, July 31, 2018 11:59 AM
To: gnucash-user <gnucash-user at gnucash.org>
Subject: Re: [GNC] Post invoice still wants to be paid

David,

The first three look fine - all balanced.

The last two are the issue.

One is a bill. (see the ‘I’ in the type column? GC uses ‘I’ for both bills and invoices) The second one is a payment. (probably should have a ‘P’ there for consistency, but it is blank)

So the payment is not linked to the bill.

You can solve this one of three ways:

Longer method - in the View Lots window, 1. Select the Payment lot 2. Select the payment split 3. Move it to the Splits Free pane on the left 4. Select the Bill lot 5. Select the free payment split 6. Move it to the Splits in Lot pane on the right

Now the Bill has a balanced payment split. Close the window. Double check the Business > Vendor > Bills Due Reminder and it should no longer appear as needing to be paid.

Alternatively (much easier in this case) - in the register you made the payment from (checking perhaps?),

1. Find and select the transaction for the payment.
2. Right-click the transaction and choose ‘Assign as payment...’
3. This brings up the Process Payment dialog.
4. Select the bill, be *careful* to make sure the payment amount, payment date and Num are all correct. (GC has a tendency to set the date as today, rather than the original transaction date so you might have to change it, as well as re-enter the transaction/check #)

A slight variation of this second method is to, 1. Choose Process Payment from the Business > Vendor menu 2. Enter the vendor, you’ll see all outstanding bills and unassigned (pre) payments.
3. Simply select both the invoice and the payment, be sure the date, amount and Num/Memo details are all correct, double check the account to credit (usually checking or cash) and click OK.

The functionality is the same as the second method, you just don’t have to remember which account was used to make the payment first to access that register.

All three methods work in similar fashion for any problems with A/R.

On a side note, it appears you are either using a custom A/P account or renamed the original A/P account. I’m not sure about renaming, but custom A/P accounts might not always work well with the Business Features. (perhaps this was the original cause of the dissociation - renaming the account) One of the more seasoned users or developers would need to advise on this point. You can certainly have an “Other A/P” account(s) and even make them children of the main A/P account that you manually make entries to, but the Business Features are really looking for only one account in the tree of type A/P and with the name Accounts Payable. (same goes for receivables) And you should rarely if never manually edit transactions in either of the default A/R or A/P accounts.

Finally, though the app uses the same base code for both, ‘Bills’ are the terminology used for A/P and ‘Invoices’ for A/R. Just an FYI to avoid confusion in any further discussions you might have with regard to either. (but the processes for both are nearly identical, only debits/credits and the actual accounts involved are different)

Regards,
Adrien


> On Jul 31, 2018, at 11:28 AM, dlbonline <dlbonline at cox.net> wrote:
> 
> Adrien,
> 
> I have attached a screen shot of the lot details for each "Lots in Account Due to Briggs" in the AP account Due to Briggs.  I believe the last two in the attached meet all 4 criteria.  I think the third entry (with a negative balance) is the one in question.  Is this the one that I should re-assign?
> 
> David
> 
> 
> David Briggs
> dlbonline at cox.net
> 918 625 9170
> 
> -----Original Message-----
> From: gnucash-user 
> [mailto:gnucash-user-bounces+dlbonline=cox.net at gnucash.org] On Behalf 
> Of Adrien Monteleone
> Sent: Monday, July 30, 2018 8:58 PM
> To: gnucash-user <gnucash-user at gnucash.org>
> Subject: Re: [GNC] Post invoice still wants to be paid
> 
> Rich,
> 
> Don’t unpost anything yet. It might make more of a mess.
> 
> 
> *EVERY invoice will have at least one split in the View Lots window (‘splits in lot’ pane) - itself.
> 
> 
> To clarify:
> 
> 1. When you go to: Actions > View Lots with the A/R account register 
> open, those invoices show ‘open’ in the ‘closed’ column and each only 
> have the one split for the invoice with no payment splits? (closed 
> invoices will have the date they were closed in that column instead)
> 
> 2. ALL other invoices show their proper invoice and payment splits everything dated correctly and the payment splits balance out the invoice split for each?
> 
> 3. There are no payment lots all by themselves in the upper right 
> ‘Lots in Account’ pane? (listed as their own row along with the 
> invoice lots)
> 
> 4. There is nothing at all in the bottom left, ’Splits free’ pane.
> 
> If ALL four of those are *exactly* as I’ve described, then go to the checking account, right click the appropriate payment transaction, choose ‘assign as payment’ and select the open invoice to re-link the payment to the invoice. Do this for each payment that doesn’t appear to be properly assigned.
> 
> If one or more of those four aren’t *exactly* as I’ve written, don’t re-assign anything but instead report back and we can go from there.
> 
> Regards,
> Adrien
> 
> 
>> On Jul 30, 2018, at 8:26 PM, Rich Shepard <rshepard at appl-ecosys.com> wrote:
>> 
>> On Mon, 30 Jul 2018, Adrien Monteleone wrote:
>> 
>>> I meant that as a reply for David Briggs who was having bill issues, 
>>> but the process should be the same for A/R and invoices. (I’ve used 
>>> it for
>>> both)
>> 
>> Adrien,
>> 
>> I know you were responding to David's A/P bills.
>> 
>> My 'open' A/R invoices have no splits. I suppose that I could unpost 
>> each invoice, then re-post it, but what's there to change? The 
>> invoice was sent to a client for a project (which posted it in A/R), 
>> then I processed payment for the invoice which put the amount in the 
>> checking account. Seems like there are no intermediate steps I could 
>> have done incorrectly and still have off-setting accounts in the transaction.
>> 
>> I suppose I can un-post it, then process payment again and see what 
>> happens. I must have missed a step somewhere in each of these 'open'
>> invoices.
>> 
>> Regards,
>> 
>> Rich
>> 
>> 
>> 
>> 
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