[GNC] Gnucash invoicing and payment - questions on process

[Charles Vincent]

Hello Gnucash users list members,
I come back on the issue of invoicing clients and payment by the clients or
a third party.

As background:
For info, I am keeping the accounts for a small not for profit school in
Cambodia.
I have done the 70 invoices, one for each child, using a standard
accounting layout: R1 income school fees, R2 income registration, R3 income
extracurricular, etc etc..
So far so good.
I post the invoices, still good.
The invoices show up in  an accounts receivable STUDENT INVOICES as I
believe they should. If so, so far so very good.

The problem comes up with the management of the accounts when I receive
funds
I have two cases which are giving me problems related to the income that we
receive for which I am consulting this group:

Case 1:  The parents have anticipated some expenses from trimester 2 and 3
and hence have paid more than the posted invoice. Let us say the invoice is
for USD 2,000 and the payment received in the bank is USD 2,500.
When I use the payment option, I do not see the 500 extra payment when I
print the invoice (which I would consider by this time as a Statement of
Account)
Advice appreciated on how to enter the amount and that the printed invoice
shows the overpayment.

Case 2:  We received in the bank a donation of say USD 8,000 on say 1
September from a donor for a scholarship fund for 4 students.  I have
therefore credited the bank account on 1 Septemberr for 8,000$ and credited
the income account of the donor (let's call it R7) for the amount of
$8,000.
The issue becomes how I credit the 4 invoices which are dated 15 September
for the students as the funds are a. in the bank, b. credited to the income
account R7.  I could not "pay" the invoice from the R7 account (not
possible in the Gnucash setup it seems) so that the various amounts flow to
the various Rs, R1, R2, R3,... .  as per the invoice set up.  From my
perspective it is more of a Journal Voucher type transaction, moving funds
from R7 to R1, R2, R3,... so that the proper amounts are credited to the
proper income accounts, reducing the amount under R7, i.e. allocating the
donors funds to various activities.
I tried various ways but the PAY option in the invoice does not work.  Any
suggestions?

Thank you


*Charles Vincent*

Trésorier et ancien président du Conseil d'Administration

EFB - Ecole *Française* de Battambang

www.ecolefrancaisedebattambang.org


Tel:  +33 6 7082 0475

        +855 12 635612 (Telegram)