[GNC] AR problems

[Bruce Irving]

Thank you Adrien for your detailed reply.  And my BP has dropped - I should have waited another day before I made my "rant".  My apologies.

> Win10, GC 3.8, SQLLiteI am very disappointed - to the extent that I'm angry!  I have tried all the reports in Business and Experimental and I could find none that give me a summary of my customers WITH a balance!  Neither Customer Overview nor Customer Summary include the Balance and the Customer Report won't show which invoices are paid!

The Receivables Aging Report shows all customers with a balance, as well as the aging breakdowns of those balances. By default, only customers with a balance are shown, but you can opt to show all customers if you like. Note, there are problems with the standard version of this report. The beta version in the experimental menu is better and will eventually be the standard. This is probably the report you are looking for.

The Customer Overview *does* show a balance, though maybe not by default. There is a down arrow with a drop-down menu to the far right of the header. >From there you can select visible columns, where you will find ?balance? as an option.

The Customer Summary is not designed to show balances owed, but rather profitability. However, it appears it doesn?t presently work properly. (and some columns I can?t seem to figure out how to influence, that is, how does the report calculate markup or expenses if those associated figures have no place to be entered in the app?)

Seeing which invoices are paid is a little different, and arguably the UI could be better here.

First, the new beta Customer Report has the option to show you the linked ?documents?, that is, which payments apply to which invoices and do so in a simple or detailed fashion. Think of this report as a ?statement of account? where you can show more or less detail as desired.

Second, the traditional and current official method for seeing which invoices are paid/unpaid is to run a Find for all invoices (or by customer). There you will see a Paid? checkbox column. You can?t mark them paid here, but you can see if they are paid or not. You can also filter your search by if they are paid or not, thus only giving you unpaid invoices, if you prefer. Sadly, this result is not exportable nor can you copy/paste it somewhere else for processing or tracking outside of GnuCash. (I?m pretty sure there is a bug filed on this)

Third, the Business > Customer > Invoices Due Reminder dialog will list all invoices that have not been paid in full, along with their remaining balances. I normally run GnuCash less than full width on a 1080p monitor and I have enough room on the side for this reminder list to always be visible. (as well as the AP equivalent, and my scheduled transaction up-next list)

There are lots of ways to see the info you want, right out of the box. There are others that might involve some creative searches and reporting based on the AP or other Registers as well, but the above methods are much easier to work with.

Wow!  When I get back to the office tomorrow, I'll dive into those reports again.  I guess my frustration was that there wasn't an edit report from the toolbar.  What I want to do is print statements for customers with a balance due.  As it stands, I have to look at each of 100+ customers one by one to see if they have a balance, then print their statement.


> Also, I attempted to enter a Credit Memo and it would NOT allow me to designate Cash on Hand.  The message said something to the effect that the account must be in the same currency.  ALL of my accounts are USD!I finally exported the AR Register and massaged it in a spreadsheet - a rather cumbersome effort to get it massaged.

I?m not exactly sure what went wrong here. I?d have to do a test. But make sure the customer you are issuing the credit note for is set for USD. (should be by default) I believe the warning is about the customer?s assigned currency has to match the account.

I also have been using GNC since 2.6.?  I have over 100 potential customers - all members of my Post (club).  I imported the members last year from my member spreadsheet. I will order items for them and most pay me sometime after they receive them - even a year later.  This one, however, paid by cash and the item is still in-transit - and that is a rare occurrence.  It's my understanding that this credit will be applied to the invoice which will be made in the future.  Payments either go into Cash on Hand or Checks on Hand. (They haven't been deposited yet.)


Though I would ask, why do you want to issue a credit note linked to ?cash on hand??
Usually a credit note line item will be posted against an income/revenue account which will act as a reversing transaction. (a debit to income, rather than the normal credit) The credit note itself will post a credit to AR, which would reduce the customer?s AR balance.
Maybe a walk-through of the particular reason for issuing this note might help someone here offer clearer advice and steps to accomplish what you want.

It is my understanding, and procedure, that the invoice credits an income/revenue account while debiting the AR account.  The payment... Oh! I see what you mean.  I should have Posted a Payment rather than a Credit Memo.

Bruce Preach the Gospel wherever you go.  If necessary, use words.