[GNC] Closing Books - Pros & Cons

Ryan Carver ryan at 6040design.com
Mon Jan 3 18:34:07 EST 2022


Thanks Everyone.

ADRIEN hit the nail on the head!  I didn't know you could select "Period
Totals" to display in the Chart of Accounts.  This gives me what I was
looking to achieve without the need to use the "Close Book" feature which
as described can lead to some problems with running reports that overlap
fiscal years.

PS - Am I correctly replying to the List Serve in regards to "editing the
subject line" and "replying all" so the thread is documented correctly?
As mentioned, I am knew to all this.

Thanks again y'all!



Ryan Carver

SIXTY FORTY DESIGN
410-365-2747
6040design.com

-----Original Message-----
From: gnucash-user <gnucash-user-bounces+ryan=6040design.com at gnucash.org>
On Behalf Of gnucash-user-request at gnucash.org
Sent: Monday, January 3, 2022 6:08 PM
To: gnucash-user at gnucash.org
Subject: gnucash-user Digest, Vol 226, Issue 9

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Today's Topics:

   1. Re:  GNUCash 4.9 (Glenn Fowler)
   2. Re:  GNUCash 4.9 (Steve Mortimer)
   3. Re:  GNUCash 4.9 (David Carlson)
   4. Re:  GNUCash 4.9 (Steve Mortimer)
   5. Re:  A repository for user-contributed files (Adrien Monteleone)
   6. Re:  GNUCash 4.9 (Adrien Monteleone)
   7. Re:  Closing Books - Pros & Cons (Adrien Monteleone)
   8.  Frustrated at invoice options (Dave Hayes)
   9. Re:  Closing Books - Pros & Cons (Jesse MacDougall)
  10. Re:  Closing Books - Pros & Cons (Stephen M. Butler)


----------------------------------------------------------------------

Message: 1
Date: Mon, 3 Jan 2022 14:12:40 -0500
From: Glenn Fowler <gfowler1 at outlook.com>
To: Steve Mortimer <noahsark0852 at att.net>
Cc: Dan Black <dblack2001 at outlook.com>, GnuCash users group
	<gnucash-user at gnucash.org>
Subject: Re: [GNC] GNUCash 4.9
Message-ID:
	
<SJ0PR19MB4445654DE2FBFAC0BC44D6278F499 at SJ0PR19MB4445.namprd19.prod.outloo
k.com>
	
Content-Type: text/plain; charset="UTF-8"

Just use File Explorer and move it to the folder you prefer and then open
from new location with File > Open in GnuCash

On Mon, Jan 3, 2022 at 1:59 PM Steve Mortimer <noahsark0852 at att.net>
wrote:

> How do I get the main program to save other than to the desktop?
> Steve
>
> > Dan Black <mailto:dblack2001 at outlook.com> Monday, January 3, 2022
> > 12:21 PM You seem to be saving your main file on the desktop, which
> > is not a good practice. The program will save a backup and a log
> > file in the folder where the main file is located. In your email,
> > you show the log file and lock file. The lock file should be deleted
> > when you close the program.
> >
> > Dan
> >
> >
> > On January 3, 2022 12:51:15 PM Steve Mortimer <noahsark0852 at att.net>
> > wrote:
> >
> >
> > Steve Mortimer <mailto:noahsark0852 at att.net> Monday, January 3, 2022
> > 11:50 AM I have been running Gnucash on this computer, Win10, for
> > sometime now and have been having the same problem all along.  I
> > have upgraded to version 4.9.  When I close the program there are
> > two files that are not removed from the desktop and I have to go and
> > delete the manually.  If I do not delete them manually after each
> > time I close the program the program just keeps adding more of the
> > same files to the desktop.
> >
> > The files are:
> > 1223GNUCASH.gnucash.20...0103063517.gnucash.LCK
> > 1223GNUCASH.gnucash.201...cash.20220103114501.log
> >
> > What do I need to do so these files are deleted every time the
> > program is closed?
> >
> > Regards,
> > Steve Mortimer
> >
> > 2 Timothy 3:16-17 (ESV)
> > All Scripture is breathed out by God and profitable for teaching,
> > for reproof, for correction, and for training in righteousness that
> > the man of God may be complete, equipped for every good work
>
> --
> Steve Mortimer
>
> 2 Timothy 3:16-17 (ESV)
> All Scripture is breathed out by God and profitable for teaching, for
> reproof, for correction, and for training in righteousness that the
> man of God may be complete, equipped for every good work
> _______________________________________________
> 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.
>


------------------------------

Message: 2
Date: Mon, 3 Jan 2022 13:26:26 -0600
From: Steve Mortimer <noahsark0852 at att.net>
To: Glenn Fowler <gfowler1 at outlook.com>
Cc: Dan Black <dblack2001 at outlook.com>, GnuCash users group
	<gnucash-user at gnucash.org>
Subject: Re: [GNC] GNUCash 4.9
Message-ID: <2371027d-1b51-d9c8-9f9d-1d3a175527a6 at att.net>
Content-Type: text/plain; charset=utf-8; format=flowed

Using the File Explorer and moving the files to a GNUcash folder did the
trick.
Thanks for every ones help.

Steve
> Glenn Fowler <mailto:gfowler1 at outlook.com> Monday, January 3, 2022
> 1:12 PM Just use File Explorer and move it to the folder you prefer
> and then open from new location with File > Open in GnuCash
>
> Steve Mortimer <mailto:noahsark0852 at att.net> Monday, January 3, 2022
> 12:59 PM How do I get the main program to save other than to the
> desktop?
> Steve
>
>
> Dan Black <mailto:dblack2001 at outlook.com> Monday, January 3, 2022
> 12:21 PM You seem to be saving your main file on the desktop, which is
> not a good practice. The program will save a backup and a log file in
> the folder where the main file is located. In your email, you show the
> log file and lock file. The lock file should be deleted when you close
> the program.
>
> Dan
>
>
> On January 3, 2022 12:51:15 PM Steve Mortimer <noahsark0852 at att.net>
> wrote:
>
>
> Steve Mortimer <mailto:noahsark0852 at att.net> Monday, January 3, 2022
> 11:50 AM I have been running Gnucash on this computer, Win10, for
> sometime now and have been having the same problem all along.? I have
> upgraded to version 4.9.? When I close the program there are two files
> that are not removed from the desktop and I have to go and delete the
> manually.? If I do not delete them manually after each time I close
> the program the program just keeps adding more of the same files to
> the desktop.
>
> The files are:
> 1223GNUCASH.gnucash.20...0103063517.gnucash.LCK
> 1223GNUCASH.gnucash.201...cash.20220103114501.log
>
> What do I need to do so these files are deleted every time the program
> is closed?
>
> Regards,
> Steve Mortimer
>
> 2 Timothy 3:16-17 (ESV)
> All Scripture is breathed out by God and profitable for teaching, for
> reproof, for correction, and for training in righteousness that the
> man of God may be complete, equipped for every good work


------------------------------

Message: 3
Date: Mon, 3 Jan 2022 13:32:24 -0600
From: David Carlson <david.carlson.417 at gmail.com>
To: Glenn Fowler <gfowler1 at outlook.com>
Cc: Steve Mortimer <noahsark0852 at att.net>, GnuCash users group
	<gnucash-user at gnucash.org>
Subject: Re: [GNC] GNUCash 4.9
Message-ID:
	
<CADYgSbn4chkSrO_BLe9suszxxHMN8Mig4gGnXVnBx1agJP52gQ at mail.gmail.com>
Content-Type: text/plain; charset="UTF-8"

Steve,
In Windows you have a folder called Documents or similar.  Using your file
explorer create a sub folder in Documents called "MyGnucsahData" or
whatever you like.  Then, as the others here have said, move your  data
file there either with your file explorer or by using File > Save As from
inside GnuCash.  Then set your GnuCash preferences using Edit >
Preferences
> Retain Log/Backup files to save them for 30 days or 7 days, but
> forever
would, IMHO, be too long.

On Mon, Jan 3, 2022 at 1:13 PM Glenn Fowler <gfowler1 at outlook.com> wrote:

> Just use File Explorer and move it to the folder you prefer and then
> open from new location with File > Open in GnuCash
>
> On Mon, Jan 3, 2022 at 1:59 PM Steve Mortimer <noahsark0852 at att.net>
> wrote:
>
> > How do I get the main program to save other than to the desktop?
> > Steve
> >
> > > Dan Black <mailto:dblack2001 at outlook.com> Monday, January 3, 2022
> > > 12:21 PM You seem to be saving your main file on the desktop,
> > > which is not a good practice. The program will save a backup and a
> > > log file in the folder where the main file is located. In your
> > > email, you show the log file and lock file. The lock file should
> > > be deleted when you close the program.
> > >
> > > Dan
> > >
> > >
> > > On January 3, 2022 12:51:15 PM Steve Mortimer
> > > <noahsark0852 at att.net>
> > > wrote:
> > >
> > >
> > > Steve Mortimer <mailto:noahsark0852 at att.net> Monday, January 3,
> > > 2022 11:50 AM I have been running Gnucash on this computer, Win10,
> > > for sometime now and have been having the same problem all along.
> > > I have upgraded to version 4.9.  When I close the program there
> > > are two files that are not removed from the desktop and I have to
> > > go and delete the manually.  If I do not delete them manually
> > > after each time I close the program the program just keeps adding
> > > more of the same files to the desktop.
> > >
> > > The files are:
> > > 1223GNUCASH.gnucash.20...0103063517.gnucash.LCK
> > > 1223GNUCASH.gnucash.201...cash.20220103114501.log
> > >
> > > What do I need to do so these files are deleted every time the
> > > program is closed?
> > >
> > > Regards,
> > > Steve Mortimer
> > >
> > > 2 Timothy 3:16-17 (ESV)
> > > All Scripture is breathed out by God and profitable for teaching,
> > > for reproof, for correction, and for training in righteousness
> > > that the man of God may be complete, equipped for every good work
> >
> > --
> > Steve Mortimer
> >
> > 2 Timothy 3:16-17 (ESV)
> > All Scripture is breathed out by God and profitable for teaching,
> > for reproof, for correction, and for training in righteousness that
> > the man of God may be complete, equipped for every good work
> > _______________________________________________
> > 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.
> >
> _______________________________________________
> 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 Carlson


------------------------------

Message: 4
Date: Mon, 3 Jan 2022 13:39:44 -0600
From: Steve Mortimer <noahsark0852 at att.net>
To: David Carlson <david.carlson.417 at gmail.com>
Cc: Glenn Fowler <gfowler1 at outlook.com>, GnuCash users group
	<gnucash-user at gnucash.org>
Subject: Re: [GNC] GNUCash 4.9
Message-ID: <110059b6-6279-bc9f-1dfb-b7aeecd67476 at att.net>
Content-Type: text/plain; charset=utf-8; format=flowed

David,

Thanks for the information.
Steve

> David Carlson <mailto:david.carlson.417 at gmail.com>
> Monday, January 3, 2022 1:32 PM
> Steve,
> In Windows you have a folder called Documents or similar.? Using your
> file explorer create a sub folder in Documents called "MyGnucsahData"
> or whatever you like.? Then, as the others here have said, move your?
> data file there either with your file explorer or by using File > Save
> As from inside GnuCash.? Then set your GnuCash preferences using Edit
> > Preferences > Retain Log/Backup files to save them for 30 days or 7
> days, but forever would, IMHO, be too long.
>
>
>
> --
> David Carlson

-- 
Steve Mortimer

2 Timothy 3:16-17 (ESV)
All Scripture is breathed out by God and profitable for teaching, for
reproof, for correction, and for training in righteousness that the man
of God may be complete, equipped for every good work


------------------------------

Message: 5
Date: Mon, 3 Jan 2022 16:08:55 -0600
From: Adrien Monteleone <adrien.monteleone at lusfiber.net>
To: gnucash-user at lists.gnucash.org
Subject: Re: [GNC] A repository for user-contributed files
Message-ID: <sqvs5n$13co$1 at ciao.gmane.io>
Content-Type: text/plain; charset=UTF-8; format=flowed

I didn't examine the Message-ID because it had the same subject line.
(so it *appears* that it *should* have been threaded properly) But I
guess if they are replying to the digest and they copy-paste the
subject, as they should, then it will appear un-threaded.

I guess in that case, the problem is with the client where it only
threads by in-reply-to Message-ID and doesn't also factor in the
Subject. (Thunderbird if anyone is curious. If anyone knows how to make
it consider the Subject as well, that info would be very much appreciated)

Regards,
Adrien

On 1/3/22 8:51 AM, Fred Bone wrote:
> If (as here) someone is replying to *the*digest*, their reply isn't
> likely to link to any existing thread. Why would you expect it to?



------------------------------

Message: 6
Date: Mon, 3 Jan 2022 16:12:11 -0600
From: Adrien Monteleone <adrien.monteleone at lusfiber.net>
To: gnucash-user at lists.gnucash.org
Subject: Re: [GNC] GNUCash 4.9
Message-ID: <sqvsbr$13co$2 at ciao.gmane.io>
Content-Type: text/plain; charset=UTF-8; format=flowed

Steve,

I'll add that it appears you are opening backup files, not the main
GnuCash file. The very long file names indicate this. So it seems you
have backups of backups. If you find the main file, it might not have
all the same transactions as whatever you are currently working in.

Regards,
Adrien

On 1/3/22 1:26 PM, Steve Mortimer wrote:
> Using the File Explorer and moving the files to a GNUcash folder did the

> trick.
> Thanks for every ones help.



------------------------------

Message: 7
Date: Mon, 3 Jan 2022 16:23:25 -0600
From: Adrien Monteleone <adrien.monteleone at lusfiber.net>
To: gnucash-user at lists.gnucash.org
Subject: Re: [GNC] Closing Books - Pros & Cons
Message-ID: <sqvt0t$ac2$1 at ciao.gmane.io>
Content-Type: text/plain; charset=UTF-8; format=flowed

The list archive is littered with such questions and answers.

I'm not sure if anyone put any definitive Pro-Con write up together.

The short answer is, you don't ever *need* to close because you don't
*need* to reset your CoA.

GnuCash dutifully reports both 'from the beginning' and 'this
year/period' just fine without doing so. (there are selectable columns
on the CoA tab to do just that)

All reports default to 'this year' unless you've saved customized
reports otherwise. (the exception being the Balance Sheet, which is
always in any software 'since the beginning')

This saves you the need to make closing and then reversing entries each
year. (and if you use the Business Features, you'll have to manually do
your accrual transactions)

By not closing, you can run reports that cross annual boundaries with no
issues should you ever find the utility in doing so.

If you do close, your P&L will be zero afterwards for that prior year.
(because the closing entries zero out all expenses and revenue to equity
as of the last day of the year.)

So you'd have to run that report, save a copy, then close, then ideally
save a backup of your file, then continue on. By not closing, you just
continue on. You can run that report at any time with the same accuracy.

If you ever need to re-run that P&L (say after making edits or
adjustments) you'd have to do so from within that backup copy, or else
delete/reverse the closing entries, and go from there.

In short, whatever the reason for having to 'close' in the past due to
the limitations of number of pages in a physical book, or for
organizational purposes relating to that, computers don't require the
same. You can just keep going, and going, and going.

Personally, I don't close. I have no compelling reason to add work for
myself or complicate my accounting life.

Regards,
Adrien

On 1/3/22 12:25 PM, Ryan Carver wrote:
> Hi All,
>
>
>
> I am using Gnucash for my small business (a design consultancy) and I
have
> no experience or knowledge of accounting.
>
>
>
> Could someone please explain the PROs & CONs of using the ?Close Books?
> feature in layman?s terms?
>
>
>
> The online database states that using the ?Close Books? tool will result
in
> some report inaccuracies.  Could someone elaborate on which reports
would
> result in inaccurate reports?  I ran a few test reports after using the
> ?Close Book? tool and I did not notice any report inaccuracies.
>
>
>
> Given my limited accounting knowledge it only seems intuitive that one
> would always want to reset their chart of accounts for each fiscal year
so
> you can quickly see the correct period totals for each account.
>
>
>
> What does everyone else do when starting a new fiscal year?



------------------------------

Message: 8
Date: Mon, 3 Jan 2022 14:25:24 -0800
From: Dave Hayes <dave at jetcafe.org>
To: gnucash-user at lists.gnucash.org
Subject: [GNC] Frustrated at invoice options
Message-ID: <20220103142524.38c3f71a at bigus.dream-tech.com>
Content-Type: text/plain; charset=US-ASCII

I build packages every quarter as most FreeBSD people should. Every
quarter
I have to apply the following diffs:

 > diff invoice.scm realpath.scm.orig
 225c225
 <     "k" (N_ "Display the entry's discount?") #f))
 ---
 >     "k" (N_ "Display the entry's discount?") #t))
 230c230
 <     "l" (N_ "Display the entry's taxable status?") #f))
 ---
 >     "l" (N_ "Display the entry's taxable status?") #t))
 331c331
 <     (G_ "Thank you for the opportunity to assist you!")))
 ---
 >     (G_ "Thank you for your patronage!")))

This is because, unlike most options boxes I have seen, the gnucash
invoice report options do not remember their settings at all.

I realize there's some fancy scheme going on here, but is there ever going
to
exist the ability to persist invoice options across invoices and even
releases
of GnuCash?

Thank you for understanding my frustration.
-- 
Dave Hayes - Consultant - LA CA, USA - dave at dream-tech.com
>>>> *The opinions expressed above are entirely my own* <<<<

It is extremely important to absorb what one is taught,
not to just taste it or swallow it.

People generally are in such a hurry that they do not allow
themselves to digest materials which, however, can be useful
only if absorbed.


------------------------------

Message: 9
Date: Mon, 3 Jan 2022 14:50:21 -0800
From: Jesse MacDougall <macdougall.jesse at gmail.com>
To: Ryan Carver <ryan at 6040design.com>
Cc: gnucash-user at gnucash.org
Subject: Re: [GNC] Closing Books - Pros & Cons
Message-ID:
	
<CABLQEU5SviThCDSrmOH43q4D5jPb-LO4AD2hHqn_KzffkDhwZA at mail.gmail.com>
Content-Type: text/plain; charset="UTF-8"

Hi Ryan I am pro accountant.

Closing books means no one can post for that period anymore. So u close
books once your have completed your final review and maybe got some
entries
from an accounting firm like me. You probs dont need an accounting firm
though so once all your transactions are in and your cash account agrees
to
your bank account you now make your year end entries. Then close.


You dont create a new set of chart of accounts. They roll forward each
year. I think of chart of accounts as the framework of a skyscraper
building being built. Chart of accounts are your financial infastructure.

On Mon., Jan. 3, 2022, 10:31 Ryan Carver, <ryan at 6040design.com> wrote:

> Hi All,
>
>
>
> I am using Gnucash for my small business (a design consultancy) and I
have
> no experience or knowledge of accounting.
>
>
>
> Could someone please explain the PROs & CONs of using the ?Close Books?
> feature in layman?s terms?
>
>
>
> The online database states that using the ?Close Books? tool will result
in
> some report inaccuracies.  Could someone elaborate on which reports
would
> result in inaccurate reports?  I ran a few test reports after using the
> ?Close Book? tool and I did not notice any report inaccuracies.
>
>
>
> Given my limited accounting knowledge it only seems intuitive that one
> would always want to reset their chart of accounts for each fiscal year
so
> you can quickly see the correct period totals for each account.
>
>
>
> What does everyone else do when starting a new fiscal year?
>
>
>
>
>
> Thanks,
>
> Ryan Carver
> _______________________________________________
> 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.
>


------------------------------

Message: 10
Date: Mon, 3 Jan 2022 15:07:44 -0800
From: "Stephen M. Butler" <Stephen.M.Butler51 at gmail.com>
To: gnucash-user at gnucash.org
Subject: Re: [GNC] Closing Books - Pros & Cons
Message-ID: <3a406a27-01ac-d9f8-2d43-c0ea8221122a at gmail.com>
Content-Type: text/plain; charset=UTF-8; format=flowed

On 1/3/22 14:23, Adrien Monteleone wrote:
> The list archive is littered with such questions and answers.
>
> I'm not sure if anyone put any definitive Pro-Con write up together.
>
> The short answer is, you don't ever *need* to close because you don't
> *need* to reset your CoA.
>
> GnuCash dutifully reports both 'from the beginning' and 'this
> year/period' just fine without doing so. (there are selectable columns
> on the CoA tab to do just that)
>
> All reports default to 'this year' unless you've saved customized
> reports otherwise. (the exception being the Balance Sheet, which is
> always in any software 'since the beginning')
>
> This saves you the need to make closing and then reversing entries
> each year. (and if you use the Business Features, you'll have to
> manually do your accrual transactions)
>
> By not closing, you can run reports that cross annual boundaries with
> no issues should you ever find the utility in doing so.
>
> If you do close, your P&L will be zero afterwards for that prior year.
> (because the closing entries zero out all expenses and revenue to
> equity as of the last day of the year.)

Not in my experience.? The P&L knows about the closing entries and will
ignore them (unless you tell it not to).

>
> So you'd have to run that report, save a copy, then close, then
> ideally save a backup of your file, then continue on. By not closing,
> you just continue on. You can run that report at any time with the
> same accuracy.
>
> If you ever need to re-run that P&L (say after making edits or
> adjustments) you'd have to do so from within that backup copy, or else
> delete/reverse the closing entries, and go from there.

I've been known to delete the closing entries (just 2 transactions),
make a change, and re-close.? It is a pain but if your wife is an
accountant you mirror paper as much as possible!

>
> In short, whatever the reason for having to 'close' in the past due to
> the limitations of number of pages in a physical book, or for
> organizational purposes relating to that, computers don't require the
> same. You can just keep going, and going, and going.
>
> Personally, I don't close. I have no compelling reason to add work for
> myself or complicate my accounting life.
>
> Regards,
> Adrien

I do close.? Personal preference (so my spouse informs me).? YMMV

--Steve

-- 
Stephen M Butler, PMP, PSM
Stephen.M.Butler51 at gmail.com
kg7je at arrl.net
253-350-0166
-------------------------------------------
GnuPG Fingerprint:  8A25 9726 D439 758D D846 E5D4 282A 5477 0385 81D8



------------------------------

Subject: Digest Footer

_______________________________________________

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You can do this by using Reply-To-List or Reply-All.


------------------------------

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