[GNC] gnucash-user Digest, Vol 228, Issue 11
David Long
davidvernonlong at gmail.com
Mon Mar 7 19:28:08 EST 2022
5. Re: Keeping tenant accounts on Gnucash - periodic 'rent
I agree with Adrien's comments exactly. For some time I avoided using the
business functions of GnuCash as it looked tricky, but a few months ago I
did and have saved a lot of time and have some neat reports. Invoices are
native in the business options, so do not have to fiddle around designing
them outside GnuCash. I duplicate repeat invoices every month which is just
a matter of seconds. Statements of account are also a report you can find
("customer report") which shows outstanding invoices. There is a cash
allocation to invoices process ,so you do not get unreconciled balances.
I am an accountant, and I have found many businesses think their needs are
unique, and they are, but from an accounting perspective they are
remarkably similar. I am sure there is no significant difference between
your tenants accounts/statements and my boat club account statement for
members. You invoice according to your lease agreements, I invoice
according to services provided, and if we are lucky they pay. rgds David
On Mon, Mar 7, 2022 at 5:01 PM <gnucash-user-request at gnucash.org> wrote:
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> Today's Topics:
>
> 1. Re: reports (Chuck)
> 2. Gnucash 3.8 Questions (Lokesh Yagnik)
> 3. Re: Gnucash 3.8 Questions (Liz)
> 4. Re: Gnucash 3.8 Questions (Alan A Holmes)
> 5. Re: Keeping tenant accounts on Gnucash - periodic 'rent
> owing' ? (flywire)
> 6. Re: Keeping tenant accounts on Gnucash - periodic 'rent
> owing' ? (Adrien Monteleone)
> 7. Re: Gnucash 3.8 Questions (Adrien Monteleone)
> 8. Re: reports (Michael or Penny Novack)
>
>
> ----------------------------------------------------------------------
>
> Message: 1
> Date: Sun, 6 Mar 2022 19:03:50 -0700
> From: Chuck <chuck598 at gmail.com>
> To: stepbystepfarm at comcast.net
> Cc: gnucash-user at gnucash.org
> Subject: Re: [GNC] reports
> Message-ID:
> <
> CAAyjqzSiUfdARM87NyYhETnag1ieWqoxwj7hATWVOtRYMjNisg at mail.gmail.com>
> Content-Type: text/plain; charset="UTF-8"
>
> Hi:
> Thanks for all the help, hints & so on.
> What do you think is the best option to generate a custom report?
> Chuck
>
> On Sun, Mar 6, 2022 at 8:15 AM Michael or Penny Novack <
> stepbystepfarm at comcast.net> wrote:
>
> > On 3/5/2022 9:29 PM, Charles Simcox wrote:
> > > What report & how do I use reports o generate a report by selecting
> > > specific accounts & some of their daughters not necessarily he whole
> > > account?
> >
> > Possibly confused about the process.
> >
> > In gnucash, you don't PRE select the options you want for the report (in
> > case that is what you are looking for). In stead you run the report
> > (open the report) and if runs with defaults for all the options. Not
> > done yet.
> >
> > You then use edit=>report options which opens windows that allow you to
> > change these defaults to what you want. For example, many of the reports
> > are for a date or date range. Gnucash might use "today" (or if you left
> > that report "open" (tab) the date(s) you set last time. So you change
> > the dates to what you want for THIS running of the report. There are
> > LOTS of options. If you are new to gnucash you should investigate what
> > those are so you can have the report s you run the way you want them.
> >
> > Michael D Novack
> >
> >
> > _______________________________________________
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>
>
> --
> *Tuesday**, February 22, 2022*
> *Isaiah 40:30-31*
> *Even the youths shall faint and be weary, and the young men shall utterly
> fall: But they that wait upon the LORD shall renew their strength; they
> shall mount up with wings as eagles; they shall run, and not be weary; and
> they shall walk, and not faint. *
> *Peace I leave with you, my peace I give unto you: not as the world giveth,
> give I unto you. Let not your heart be troubled, neither let it be afraid.*
> *John 14:27*
> *I restore the crushed spirit of the humble and revive the courage of those
> with repentant hearts.*
> *Isaiah 57:15 *
> Father, forgive our sins and selfish mistakes. We cast all our hopes for
> our marriage on Your truths, and together we wholeheartedly seek to obey
> Your will for us. Thank You for Your mercies, which are new every morning.
> Amen.
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>
> ------------------------------
>
> Message: 2
> Date: Mon, 7 Mar 2022 15:56:47 +0800
> From: Lokesh Yagnik <yagniklokesh at gmail.com>
> To: gnucash-user at gnucash.org
> Subject: [GNC] Gnucash 3.8 Questions
> Message-ID:
> <
> CAHJ5QXnWbiBVhHy8hkioXGsbU0Noq5Hph23T4kunC7zkiETvsQ at mail.gmail.com>
> Content-Type: text/plain; charset="UTF-8"
>
> Dear all,
>
> I am not an accountant but with the help of the various threads I have
> managed to maintain the accounts for myself, my wife and a small business -
> three separately.
>
> My Accountant is quite used to using Xero and prefers I change to it. Xero
> makes his work flow easier. I understand that.
>
> I have advised that Gnucash is quite capable of handling most things I
> require and generating various reports. Accountant is willing to give this
> a go after I generated some reports for him and sent screenshots.
>
> Questions
> - Can this version (or any version) of Gnucash allow remote access? Or
> (from what I think is the case) will just have to allow him to remote log
> in to my computer and then look at Gnucash
>
> - Since I was learning, I have resisted the temptation to update to a newer
> version of Gnucash. To upgrade, my understanding is that I need to
> upgrade each version to the most uptodate stable version.
> As for backing up the current stuff, I will need to back up the various
> XYXYXY.gnucash files or does the entire string -
> Folder1/folder2/folder3/XYXYXY.gnucash has to be replicated?
>
> thanks in advance
>
> LY
>
>
> ------------------------------
>
> Message: 3
> Date: Mon, 7 Mar 2022 19:11:01 +1100
> From: Liz <edodd at billiau.net>
> To: gnucash-user at gnucash.org
> Subject: Re: [GNC] Gnucash 3.8 Questions
> Message-ID: <20220307191101.433f6dd7 at billiau.net>
> Content-Type: text/plain; charset=US-ASCII
>
> On Mon, 7 Mar 2022 15:56:47 +0800
> Lokesh Yagnik <yagniklokesh at gmail.com> wrote:
>
> > Questions
> > - Can this version (or any version) of Gnucash allow remote access? Or
> > (from what I think is the case) will just have to allow him to remote
> > log in to my computer and then look at Gnucash
> >
> > - Since I was learning, I have resisted the temptation to update to a
> > newer version of Gnucash. To upgrade, my understanding is that I need
> > to upgrade each version to the most uptodate stable version.
> > As for backing up the current stuff, I will need to back up the
> > various XYXYXY.gnucash files or does the entire string -
> > Folder1/folder2/folder3/XYXYXY.gnucash has to be replicated?
> >
> > thanks in advance
> >
> > LY
>
> Remote access can be achieved, but it involves technological knowhow to
> do it safely and securely.
> You could decide to email the file each reporting period, and have the
> accountant make any notes and email it back. I make the reports that my
> accountant needs and provide those.
>
> Keeping up to date with Gnucash is a *good idea*. Catching up when your
> version is a long way behind is difficult.
> I am not usually on the *latest* but one or two releases behind.
>
> What to back up is covered in the FAQ
> https://wiki.gnucash.org/wiki/FAQ#Questions_about_Backups
> which I see now leads to longer articles in the wiki
>
> Liz
>
>
> ------------------------------
>
> Message: 4
> Date: Mon, 7 Mar 2022 09:03:21 -0000
> From: "Alan A Holmes" <gnucash at alanaholmes.me.uk>
> To: "'Lokesh Yagnik'" <yagniklokesh at gmail.com>,
> <gnucash-user at gnucash.org>
> Subject: Re: [GNC] Gnucash 3.8 Questions
> Message-ID: <080001d83202$32710260$97530720$@alanaholmes.me.uk>
> Content-Type: text/plain; charset="us-ascii"
>
> Hi Lokesh,
>
> Unless you 150% trust your accountant to be honest I'd be reluctant to give
> remote access. Many accountants are totally honest, but there are a few,
> both self employed and employees of large accountancy companies, that
> aren't. You only have to look at how many people are laundering the
> proceeds
> of crime with the help of their accountants!
>
> You could present your accountant with a copy of your GnuCash file and the
> software required to look at it, or get your accountant to install the
> software and just present them with a copy of your GnuCash file.
>
> I suspect many accountants would be happy to have reports presented to
> them,
> which can be done electronically, that give all the required information.
> Or
> an export from your GnuCash file with the required information, in a format
> that can be imported into another tool.
>
> If they're trying to insist you use Xero, or any other specific software
> for
> that matter, I think I'd look for another accountant. They're meant to be
> serving you, not the other way around!
> And for every one of their customers they manage to transfer to using a
> specific software tool they probably get a bung/bonus from that company,
> remember what I said about being honest above!
>
>
> Alan A Holmes
>
> -----Original Message-----
> From: gnucash-user
> <gnucash-user-bounces+gnucash=alanaholmes.me.uk at gnucash.org> On Behalf Of
> Lokesh Yagnik
> Sent: 07 March 2022 07:57
> To: gnucash-user at gnucash.org
> Subject: [GNC] Gnucash 3.8 Questions
>
> Dear all,
>
> I am not an accountant but with the help of the various threads I have
> managed to maintain the accounts for myself, my wife and a small business -
> three separately.
>
> My Accountant is quite used to using Xero and prefers I change to it. Xero
> makes his work flow easier. I understand that.
>
> I have advised that Gnucash is quite capable of handling most things I
> require and generating various reports. Accountant is willing to give this
> a
> go after I generated some reports for him and sent screenshots.
>
> Questions
> - Can this version (or any version) of Gnucash allow remote access? Or
> (from
> what I think is the case) will just have to allow him to remote log in to
> my
> computer and then look at Gnucash
>
> - Since I was learning, I have resisted the temptation to update to a newer
> version of Gnucash. To upgrade, my understanding is that I need to upgrade
> each version to the most uptodate stable version.
> As for backing up the current stuff, I will need to back up the various
> XYXYXY.gnucash files or does the entire string -
> Folder1/folder2/folder3/XYXYXY.gnucash has to be replicated?
>
> thanks in advance
>
> LY
> _______________________________________________
> 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
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> -----
> Please remember to CC this list on all your replies.
> You can do this by using Reply-To-List or Reply-All.
>
>
>
> ------------------------------
>
> Message: 5
> Date: Mon, 7 Mar 2022 22:06:18 +1100
> From: flywire <flywire0 at gmail.com>
> To: Gnucash Users <gnucash-user at gnucash.org>
> Subject: Re: [GNC] Keeping tenant accounts on Gnucash - periodic 'rent
> owing' ?
> Message-ID:
> <
> CAOthWL2GNdoT7mwpR+UMLCNm_VHKrNL5UgjTRd9FQSM8CHPZbw at mail.gmail.com>
> Content-Type: text/plain; charset="utf-8"
>
> Arthur,
>
> Your original message was clarified to be about automatically posting
> weekly rent so a rental statement can be produced with the balance of the
> account at that date. This is a very simple schedule of regular dates and
> amounts but GnuCash can't do it without manual workarounds. (Interestingly
> it calculates much more complicated loan repayments.)
>
> In a recent message, you replied "use the business features might be the
> way to go" with Accounts Receivable. Do you understand the comment Michael
> made about Accounts Receivable only working when accrual accounting is
> used? In cash accounting income is recorded when payment is made but once
> an invoice is posted under accrual accounting it is recorded as income. If
> accrual accounting is used there is no way to know with say a normal profit
> and loss report if the income has been received (see attached
> TransactionReport.txt). This is a problem if you use cash accounting for a
> personal tax return.
>
> I don't think weekly rental statements are realistic so I've used 4 weekly
> with the Business Account template, and the attached reports are for the
> following test scenario:
> * Tenant T Smith commenced 01 Mar 2020 with a lease at $250 pw payable
> every 4 weeks.
> * Tenant deposits into bank account: 06 Mar 2020 $750, 28 Apr 2020 $2000
> * Reports are run 15 May 2020
> * Just a mention that some users might have both Expense:Rent and
> Income:Rent accounts which is a bad idea because eventually, they are
> likely to inadvertently use the wrong account
>
> I've never used GnuCash Business Finances so this was a good opportunity
> for a first impression. GnuCash has a good tutorial for Personal Finances
> but there's no equivalent for Business Finance. An invoice must be prepared
> for every rent due transaction and the payment processed. That's an
> incredible amount of manual processing for a simple schedule when, for
> example, dates must be entered for invoices without seeing a list of
> current invoices, and payment amounts without seeing the deposit in the
> bank account. Especially so when tenant deposit dates and amounts don't
> match invoices.
>
> Every manual process is a risk and eventually, an error occurs. For me,
> GnuCash would work well for your rental accounting but the process is too
> complex involving too much risk just using the features of GnuCash to
> produce a rental statement. In time I'd be interested to know what you
> settle on.
>
> >
> -------------- next part --------------
> Customer Report
>
> 15/05/2020
> T Smith
>
> Date Range:
> Date Due Date Reference Type Description Debits
> Credits Balance
> 01/03/2020 01/03/2020 000001 Invoice $1,000.00
> $1,000.00
> 06/03/2020 Payment
> $750.00 $250.00
> 29/03/2020 29/03/2020 000002 Invoice $1,000.00
> $1,250.00
> 26/04/2020 26/04/2020 000003 Invoice $1,000.00
> $2,250.00
> 28/04/2020 Payment
> $2,000.00 $250.00
> Period Total $3,000.00
> $2,750.00 $250.00
> Total Due
> $250.00
> Pre-Payment Current 0-30 days 31-60 days 61-90 days 91+ days Total
> $0.00 $250.00 $0.00 $0.00 $0.00 $0.00
> $250.00
> -------------- next part --------------
> Transaction Report
>
> From 01/01/2020 to 15/05/2020
>
> Date Num Description Transfer from/to
> Debit Credit
>
> Assets:Accounts Receivable
> 01/03/2020 1 T Smith Income:Rent
> $1,000.00
> 06/03/2020 T Smith Assets:Current Assets:Checking Account
> $750.00
> 29/03/2020 2 T Smith Income:Rent
> $1,000.00
> 26/04/2020 3 T Smith Income:Rent
> $1,000.00
> 28/04/2020 T Smith Assets:Current Assets:Checking Account
> $2,000.00
> Total For Accounts Receivable
> $250.00
>
> Assets:Current Assets:Checking Account
> 06/03/2020 T Smith Assets:Accounts Receivable
> $750.00
> 28/04/2020 T Smith Assets:Accounts Receivable
> $2,000.00
> Total For Checking Account
> $2,750.00
>
> Income:Rent
> 01/03/2020 1 T Smith Assets:Accounts Receivable
> $1,000.00
> 29/03/2020 2 T Smith Assets:Accounts Receivable
> $1,000.00
> 26/04/2020 3 T Smith Assets:Accounts Receivable
> $1,000.00
> Total For Rent
> $3,000.00
>
> Grand Total
> $0.00
>
> ------------------------------
>
> Message: 6
> Date: Mon, 7 Mar 2022 09:56:07 -0600
> From: Adrien Monteleone <adrien.monteleone at lusfiber.net>
> To: gnucash-user at lists.gnucash.org
> Subject: Re: [GNC] Keeping tenant accounts on Gnucash - periodic 'rent
> owing' ?
> Message-ID: <t059un$9ka$1 at ciao.gmane.io>
> Content-Type: text/plain; charset=UTF-8; format=flowed
>
> On 3/7/22 5:06 AM, flywire wrote:
> An invoice must be prepared
> > for every rent due transaction and the payment processed.
> The 'preparing' is only the first time. After that, you just hit
> 'Duplicate' and enter the new posting date.
>
> 'Processing Payment' is how you apply a specific payment to a specific
> invoice. It is also very little work. If importing actual payments from
> the bank, then one need 'Assign as Payment' after import. The process is
> otherwise the same.
>
> That's an
> > incredible amount of manual processing for a simple schedule when, for
> > example, dates must be entered for invoices without seeing a list of
> > current invoices
>
> I'm not sure what you mean by 'must be entered without seeing a current
> list'. If you are charging next months/weeks rent, you know the due
> date. You don't need a list of previous due dates. But if you want one,
> that exists too. It is called 'Bills Due Reminder' and there is one for
> AR and one for AP. And you can keep that window open so you can always
> see at a glance which rental invoices haven't been paid.
>
> and payment amounts without seeing the deposit in the
> > bank account.
> If they haven't been received they shouldn't be entered. That's the same
> with cash or accrual. But once received, you have the money, so either
> manually enter a payment, or 'Process Payment' depending on method.
>
> Especially so when tenant deposit dates and amounts don't
> > match invoices.
>
> The Process Payment/Assign Payment window shows you which rental
> invoices haven't been paid. You get to choose which one to apply it to.
> And precisely because they won't match, the Business Features help you
> keep track of which applies to which. The Customer Report can even show
> you a column with that detail so you and the tenant can see which rent
> periods were paid and on what dates with which payments.
> >
> > Every manual process is a risk and eventually, an error occurs. For me,
> > GnuCash would work well for your rental accounting but the process is too
> > complex involving too much risk just using the features of GnuCash to
> > produce a rental statement. In time I'd be interested to know what you
> > settle on.
>
> I'd be interested to.
>
> And please don't mistake my above comments. I'm not trying to stump for
> a particular method. I just want to clear up what I see are
> misconceptions about the workload involved or how the features work that
> I've observed and experienced while using them.
>
> I do agree with your observation, the Guide could maybe use some
> attention in this matter. Better still, the Wiki is a great place for
> such 'use case' tutorials. I have some other Wiki stuff on the back
> burner, but once I get that out of the way, I might see about adding a
> page for this type of situation with screenshots. (if someone doesn't
> beat me to it)
>
> Regards,
> Adrien
>
>
>
> ------------------------------
>
> Message: 7
> Date: Mon, 7 Mar 2022 10:06:00 -0600
> From: Adrien Monteleone <adrien.monteleone at lusfiber.net>
> To: gnucash-user at lists.gnucash.org
> Subject: Re: [GNC] Gnucash 3.8 Questions
> Message-ID: <t05ah9$moh$1 at ciao.gmane.io>
> Content-Type: text/plain; charset=UTF-8; format=flowed
>
> The other questions were well answered, but I thought it important to
> mention about upgrading that you don't need to upgrade through each
> *minor* version, just the major versions.
>
> 3.x is a major version.
> 4.x is a major version.
> 5.x (due 2023) will be a major version.
>
> It is a good idea to upgrade to the last minor version of each major
> version before jumping to the next major one. So in your case being on
> 3.8, you'll upgrade straight to 3.11 which is the last of the 3.x
> series. (you can skip 3.9 & 3.10)
>
> Then make a backup copy of your file after opening it in 3.11.
>
> Then upgrade to the latest 4.x version, presently, 4.9. (4.10 is due
> next week though) Thus skipping 4.0?4.8/9.
>
> As soon as you open your file in 4.9/10, from the Accounts tab, perform
> Actions > Check & Repair > Check & Repair All. (do this after every
> *major* version jump)
>
> You should be good to go after that.
>
> ---------
> The reason for upgrading to 3.11 rather than 4.9/10 straight out is that
> 4.x is supposed to be able to read a 3.11 file just fine, but there
> might be incompatibilities trying to read a 3.8 file. (or so says the
> Wiki about Upgrading)
>
> Regards,
> Adrien
>
> On 3/7/22 1:56 AM, Lokesh Yagnik wrote:
> > - Since I was learning, I have resisted the temptation to update to a
> newer
> > version of Gnucash. To upgrade, my understanding is that I need to
> > upgrade each version to the most uptodate stable version.
>
>
>
> ------------------------------
>
> Message: 8
> Date: Mon, 7 Mar 2022 11:17:23 -0500
> From: Michael or Penny Novack <stepbystepfarm at comcast.net>
> To: Chuck <chuck598 at gmail.com>
> Cc: gnucash-user at gnucash.org
> Subject: Re: [GNC] reports
> Message-ID: <53aba7ed-fbd5-4a1f-f8ea-9eb0f70240d8 at comcast.net>
> Content-Type: text/plain; charset=UTF-8; format=flowed
>
> On 3/6/2022 9:03 PM, Chuck wrote:
> > Hi:
> > Thanks for all the help, hints & so on.
> > What do you think is the best option to generate a custom report?
> > Chuck
>
> It depends.
>
> Consider that I was a pro (and though not fluent in LISP, can read most
> anything -- SCHEME is a LISP dialect). But even so, when I first began
> using? gnucash for an organization the lawyer/accountant on the board
> said "Mike, don't bother writing custom reports. Just generate the raw
> reports, export them, and we'll use our favorite editors to assemble the
> finished product. It's what any of us accountants would do."
>
> So you need to decide for yourself, which will be easier. Doing the
> customization inside gnucash (and printing that out) or if the data
> needed for the finished report is available on existing gnucash
> report(s), just get the report(s) out of gnucash and edit/message them
> outside of gnucash. It depends on WHAT your "customizations" are. Just
> selecting certain accounts? Well existing reports allow you to do that.?
> You want something else for the report title, ditto.? You wan to check
> out ALL the report options for a report before asking about "custom".
>
> Describe for us WHAT customization you want/need for what report(s). We
> can then better advise. Might already exist.
>
> Michael D Novack
>
> PS: Mind, I was going to need LOTS of "customizing" besides simple
> things like showing two side by side. Things like the ability to add
> annotation (an amount that was unusual "marked" with a symbol and in the
> footnotes text explaining. Like an account that was supposed to be
> showing an amount being zero might be flagged and the matching note
> below "invoice for printing and mail annual meeting notice not yet
> received for the vendor". Also mind that as treasurer, I might need a
> level of detail (for gov't reporting) that would be of no interest shown
> that way to the board at quarterly meetings.
>
> Thus for deciding whether 1099-MISCs needed and for whom I need the
> annual "Statement of Revenues and Expenses" report (that's what a
> non-profit calls the report a business would call "Profit and Loss") to
> show for each intern how much paid, how much for mileage reimbursement.
> But the board would only want to see the parent "interns" total among
> expenses. Not how much we gave Tom and how much Mary and how much of
> what we gave them was pay vs mileage reimbursement. In other words,
> easier to run the full report in gnucash, export it, keep one as the raw
> report and make a copy in which unwanted information is edited out.
> Existing report options can be useful but sometimes not. Thus "omit
> accounts with zero amount" is an option but I might not want that
> globally << an account with an unexpectedly zero amount might belong on
> the report, probably with an annotation >>
>
>
>
> ------------------------------
>
> Subject: Digest Footer
>
> _______________________________________________
>
> gnucash-user mailing list
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> To update your subscription preferences or to unsubscribe:
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> If you are using Nabble or Gmane, please see
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> End of gnucash-user Digest, Vol 228, Issue 11
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