[GNC] Expense accounts in bills

Sun Mar 17 08:15:00 EDT 2019

Derek,

Thanks for this. I have now had a play with my set-up (or rather a
copy of it) and see that I need to change my work flow.

I think I'm going to work on that and then close the books at the end
of the season and start afresh in the new season with what I hope will
be a better set-up.

Thanks for your guidance with this.

David

On Fri, 15 Mar 2019 at 19:31, Derek Atkins <derek at ihtfp.com> wrote:
>
> 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
> >> >>
> >> >>
> >> >> _______________________________________________
> >> >> gnucash-user mailing list
> >> >> gnucash-user at gnucash.org
> >> >> To update your subscription preferences or to unsubscribe:
> >> >> https://lists.gnucash.org/mailman/listinfo/gnucash-user
> >> >> If you are using Nabble or Gmane, please see
> >> https://wiki.gnucash.org/wiki/Mailing_Lists for more information.
> >> >> -----
> >> >> Please remember to CC this list on all your replies.
> >> >> You can do this by using Reply-To-List or Reply-All.
> >> >
> >> >
> >> >
> >> > --
> >> > David Whiting
> >> >
> >>
> >>
> >> _______________________________________________
> >> gnucash-user mailing list
> >> gnucash-user at gnucash.org
> >> To update your subscription preferences or to unsubscribe:
> >> https://lists.gnucash.org/mailman/listinfo/gnucash-user
> >> If you are using Nabble or Gmane, please see
> >> https://wiki.gnucash.org/wiki/Mailing_Lists for more information.
> >> -----
> >> Please remember to CC this list on all your replies.
> >> You can do this by using Reply-To-List or Reply-All.
> >
> >
> >
> > --
> > David Whiting
> > _______________________________________________
> > gnucash-user mailing list
> > gnucash-user at gnucash.org
> > To update your subscription preferences or to unsubscribe:
> > https://lists.gnucash.org/mailman/listinfo/gnucash-user
> > If you are using Nabble or Gmane, please see
> > https://wiki.gnucash.org/wiki/Mailing_Lists for more information.
> > -----
> > Please remember to CC this list on all your replies.
> > You can do this by using Reply-To-List or Reply-All.
> >
>
>
> --
>        Derek Atkins                 617-623-3745
>        derek at ihtfp.com             www.ihtfp.com
>        Computer and Internet Security Consultant
>

--
David Whiting