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Sun Sep 8 02:50:07 EDT 2024

I’m Treasurer of a Rotary Club, which keeps its books on a cash basis - so can’t use the business features necessary for invoicing. (For this reason, I have to ask members NOT to pay by electronic means before the 1st July - early payments by cash and cheque can hit the books on or after the 1st).

The method I use is to create an entry for each member at the beginning of the Rotary Year (1st July)  with a subscription payment of zero. When the members pay up, I adjust the date and amount paid accordingly, like this:

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Opening the Income:Members’ Subscriptions account, filtered to include dates from 1st July 2024 to today,  I can easily see the cluster of unpaid subscriptions at 1st July, with those who have now paid below.

I have a report for each Rotary Year, and I run the current year’s one periodically until all members have paid.

It would be possible to set up Scheduled Tranaactions to create each member’s payment of zero every 1st July until he/she leaves the club, but I haven’t got round to doing this - our membership is small.

Michael

> On 8 Sep 2024, at 06:36, sunfish62--- via gnucash-user <gnucash-user at gnucash.org> wrote:
> 
> I use the approach that Tommy describes for my charitable donations and it works pretty well for comparing a moderate number of entries. I created two reports that are identical except for the date range (one for current year, the other for previous) and put them side by side on a multi column report page, which I also saved. Now, when I want to see whether I'm up to date with contributions, I run the saved multicolumn report. 
> 
> I'm not certain about how well it scales, but even with 300 entries, it could be addressed in a reasonable time. 
> 
> ⁣David T. 
> 
> On Sep 8, 2024, 3:19 AM, at 3:19 AM, Tommy Trussell <tommy.trussell at gmail.com> wrote:
>> On Sat, Sep 7, 2024 at 3:50 PM Gareth Davies via gnucash-user <
>> gnucash-user at gnucash.org> wrote:
>> 
>>> All the members have their names and membership numbers entered on
>> one
>>> line.
>>> 
>>> I can do a search using their individual membership no or names, but
>> that
>>> only brings up the payment history for that one person.
>>> 
>>> To do that for over 300 members would be a nightmare
>>> 
>> 
>> The most certain way to handle it would be to create a separate account
>> in
>> GnuCash for each member and use something like the budget reports to
>> generate lists, but it sounds like that would be a great deal of effort
>> with 300 members.
>> 
>> Given the way you describe entering the membership information (names
>> and
>> membership numbers OR membership numbers and names -- hopefully you
>> were
>> consistent from year to year!) I suggest you can generate a Transaction
>> report on whatever asset account(s) you used to receive the membership
>> money, sorted by whatever line you used to enter the information
>> (Description, Notes or Memo, for instance) and generate that report for
>> a
>> period of two years. Looking through it, you should be able to quickly
>> see
>> the folks who have only one entry for the two years.
>> 
>> You may need to go back and do some clean-up of your data to enforce
>> some
>> consistency, and distinguish between people with similar names or
>> mis-entered membership numbers.
>> 
>> NOTE this should still work fine if you received money into separate
>> accounts (checking, Venmo, PayPal) as long as you were consistent in
>> the
>> way you entered the information about each member.
>> 
>> 
>>> 
>>>> On 7 Sep 2024, at 9:08 PM, Murugan Mariappan
>> <m.muruganandam at hotmail.com>
>>> wrote:
>>>> 
>>>> You need to provide little more details on how you are registering
>>> payments. Does the payments have identifiers mapping to members ?
>>>> 
>>>> Best way in your use case is to raise invoices to each member and
>> update
>>> payments so that you can track the invoices for payment.
>>>> 
>>>> Regard
>>>> 
>>>> Murugan
>>>> 
>>>> 
>>>>> On 07-09-2024, at 15:42, Gareth Davies via gnucash-user <
>>> gnucash-user at gnucash.org> wrote:
>>>>> 
>>>>> Hi,
>>>>> As the Treasurer of a Club, I have been asked by the Membership
>>> Secretary to find out from the Membership Fee section, who hasn’t
>> paid
>>> their Subscription for this year.
>>>>> 
>>>>> My question is, is there a way to compare this year’s payments to
>> the
>>> previous years, to find out who hasn’t paid.
>>>>> TIA
>>>>> Sent from my iPad
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