[GNC] Follow up on Gnucash invoicing and payment - questions on process

[Charles Vincent]

Following my previous email on the subject, thank you to members and to the
four friends who responded. Feedback and additional question below.

It took me a while to understand what you were saying, but with your
indication of liabilities, that got me thinking and I did manage to find
the solution.
- Create liabilities accounts for each donor under Liabilities,
- $ is credited to the bank account and to the donors Receipt account,
- $ are debited from the donors Receipt account to the donor's newly
created liability account
- Invoices are paid by inserting the payment in the PAY on the posted
invoice and debiting the liability account.

It all squares. Thank you

Now if you guys can tell me how to produce a report (spreadsheet like)
which shows all customers invoices in column A with the name of the
customer and the invoices , amount invoiced per invoice in column B, amount
paid per invoice in column C, and balance due per invoice in column D,
you will have made my day!!!


*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)




On Thu, Oct 6, 2022 at 8:59 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)
>
>
>