[GNC] Expense accounts in bills

Fri Mar 15 15:31:01 EDT 2019

David,

You are doing it all wrong.

You have two choices:  Use Business Features or Not.

If you choose NOT to use the business features, then create a set of ASSET
accounts of the form you have, one account for each member.  If you are
NOT using the business features, then you MUST NOT use A/R and A/P type
accounts.  When you invoice a member, it's a transfer from Income:Dues to
the specific member Asset account.  Then when they pay, it's a transfer
from their Asset to Assets:Checking.

If you choose to use the business features, then you DO NOT need the whole
hierarchy of accounts.  You only need pone A/R account.  You set up each
member as a customer, and then to bill them create an invoice with a
line-item to Income:Dues, and then post the invoice to your A/R account. 
Then when you're done, process payment to transfer from A/R to Checking.

I suggest you revert to a backup before you set this up and start over. 
It'll be easier than trying to clean up.  Alternately, you can unpost all
your invoices, then go through all your A/R accounts and remove all
transactions, then delete all your A/R accounts except the top-level. 
Then you can re-post.

Hope this helps.

-derek

On Fri, March 15, 2019 3:03 pm, david whiting wrote:
> Thanks. Unfortunately I can't move transactions to an account that is
> of a different type. If I create a new account with type Asset, it
> doesn't show up in the list of accounts that I can move the
> transactions to. If I change the type AR, it appears, but then once I
> have moved the transactions, I can't change it back to type Asset. So
> I think I'm stuck.
>
> David
>
> On Fri, 15 Mar 2019 at 09:54, Adrien Monteleone
> <adrien.monteleone at lusfiber.net> wrote:
>>
>> Probably because they contain transactions. You should be able to
>> re-assign the type to any that are empty.
>>
>> Note, you shouldn’t need to manually migrate the transactions, as you
>> delete the errant accounts, GnuCash should prompt on where to move the
>> transactions. Simply select the proper account(s) in that dialog.
>>
>> Regards,
>> Adrien
>>
>> > On Mar 15, 2019, at 2:47 AM, david whiting <dw at davidwhiting.me.uk>
>> wrote:
>> >
>> > Ah, yes, you are correct. The accounts I can see are assets and the
>> > other are A/R. The problem I now have is that I don't seem to be able
>> > to change the account type from A/R to asset now that they have been
>> > created as A/R. Looks I might have to create new accounts and migrate
>> > each transaction across, which is going to take some time.
>> >
>> > Thanks for your help.
>> >
>> > David
>> >
>> > On Thu, 14 Mar 2019 at 22:04, Adrien Monteleone
>> > <adrien.monteleone at lusfiber.net> wrote:
>> >>
>> >> When I’ve had issues in the past with accounts not showing up in the
>> Business Features like this, it was due to their type not being
>> correct.
>> >>
>> >> They should all be of type Asset, *not* type Accounts Receivable.
>> (but you can certainly make them children of A/R or better yet,
>> create an ‘Other A/R’ account and make them children of that. The
>> main A/R account is special)
>> >>
>> >> Check the type on the ones that are showing up and a few that aren’t.
>> This is likely the issue.
>> >>
>> >> Regards,
>> >> Adrien
>> >>
>> >>> On Mar 14, 2019, at 4:11 PM, david whiting <dw at davidwhiting.me.uk>
>> wrote:
>> >>>
>> >>> Hi,
>> >>>
>> >>> Gnucash Version: 3.3
>> >>> Build ID: 3.3+ (2018-09-29)
>> >>> Ubuntu 18.10
>> >>>
>> >>> I'm using gnucash for a community club where we have members who I
>> >>> represent in gnucash as Assets:Accounts Receivable:Members:Firstname
>> >>> Lastname
>> >>>
>> >>> I need to create bills for members and wish to select the relevent
>> >>> account receivable in the Expense portion of the bill, i.e. it is an
>> >>> expense for the member and not for the club. However, very few of
>> the
>> >>> accounts receivable show up in the selection box. I have got around
>> >>> this by creating a spreadsheet that I then import to create the
>> bills,
>> >>> but it means that I need to do extra work to keep that spreadsheet
>> up
>> >>> to date when new members join.
>> >>>
>> >>> Is there a limit on the number of accounts that can appear in the
>> >>> selection box? Is there any other reason why only a handful of the
>> >>> 300+ members show up?
>> >>>
>> >>> Thanks.
>> >>>
>> >>> David
>> >>> --
>> >>> David Whiting
>> >>
>> >>
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>> >
>> >
>> > --
>> > David Whiting
>> >
>>
>>
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>
>
>
> --
> David Whiting
> _______________________________________________
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-- 
       Derek Atkins                 617-623-3745
       derek at ihtfp.com             www.ihtfp.com
       Computer and Internet Security Consultant