[GNC] Gnucash invoicing and payment - questions on process

[R Losey]

So, in case 1, the invoices just show up as paid; however, the excess 500
should show up in the student account.

I'm not sure how the accounts are laid out... if there is an account for
each student, and then below are the R1, R2, etc, then you could credit the
2500 to the student account, pay the 2000 invoice, and that student's
account would still show a $500 credit. You may be able to create a report
just on the student reports with non-zero  balances to see the state of any
credits.

I think the above would also work for case #1 -- you'd credit the student
accounts with the gifts and pay the invoices from there.

Or, perhaps I am totally at sea.



On Thu, Oct 6, 2022 at 2:00 PM Charles Vincent <
membre1 at ecolefrancaisedebattambang.org> wrote:

> 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)
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-- 
_________________________________
Richard Losey
rlosey at gmail.com
Micah 6:8