Re: [GNC] Bank account reconciled, will this change screw things up?
On Sat, 31 Dec 2022 at 07:43, Adrien Monteleone < adrien.montele...@lusfiber.net> wrote: > > >> I would only use them for cases where you are billed (incurred the > >> expense) before you pay, not at the same time. > >> > > > > Why is that? > > Because that is the purpose of Accounts Payable. It helps you keep track > of short term liabilities. > > If you pay for something at the point of sale, there is no liability > incurred. > > > I seem to have something that works for me, so I guess it’s okay. But > > perhaps I am doing an excessive number of mouse clicks. > > By all means, do what works for you. When I first started, I was > treating almost everyone as a Vendor and quickly figured out, most of > them were unnecessary. > > As noted above, I now only raise bills for entities I really receive a > bill from that isn't paid immediately, or that I don't need to otherwise > track in such fashion. But that's just me. > > > Regards, > Adrien You made me rethink my strategy. I decided to start the accounts from scratch, only using vendors where I have a trade account. My main reason was for thinking it’s going to be far more work for my and to track money moving around unnecessary accounts. I would like a pound for every time that I wave started entering transactions into GnuCash, then later starting again. But one might as well start in the best way, and be consistent. Dave -- Dr. David Kirkby, Kirkby Microwave Ltd, drkir...@kirkbymicrowave.co.uk https://www.kirkbymicrowave.co.uk/ Telephone 01621-680100./ +44 1621 680100 Registered in England & Wales, company number 08914892. Registered office: Stokes Hall Lodge, Burnham Rd, Althorne, Chelmsford, Essex, CM3 6DT, United Kingdom ___ gnucash-user mailing list gnucash-user@gnucash.org To update your subscription preferences or to unsubscribe: https://lists.gnucash.org/mailman/listinfo/gnucash-user - Please remember to CC this list on all your replies. You can do this by using Reply-To-List or Reply-All.
Re: [GNC] Bank account reconciled, will this change screw things up?
On Fri, 30 Dec 2022 23:54:05 + "Dr. David Kirkby" wrote: > I think that I am in a minority here using them. They seem to make > things more complicated. I just hope that the benefits outweigh the > complications. > > Dave. I use them to create invoices and check that I have been paid but not to pay money out. Just going back to the data entry error, you typed 'P' and got 'payroll'. You can make sure that all your accounts have fairly unique first two letter combinations, so 'Pa' would be Payroll and 'Po' Postage. Then typing 2 letters should get the correct account, or you may decide to type three letters as a habit. Liz ___ gnucash-user mailing list gnucash-user@gnucash.org To update your subscription preferences or to unsubscribe: https://lists.gnucash.org/mailman/listinfo/gnucash-user - Please remember to CC this list on all your replies. You can do this by using Reply-To-List or Reply-All.
Re: [GNC] Bank account reconciled, will this change screw things up?
On 12/31/22 1:18 AM, Dr. David Kirkby wrote: On Sat, 31 Dec 2022 at 00:13, Adrien Monteleone < adrien.montele...@lusfiber.net> wrote: I would only use them for cases where you are billed (incurred the expense) before you pay, not at the same time. Why is that? Because that is the purpose of Accounts Payable. It helps you keep track of short term liabilities. If you pay for something at the point of sale, there is no liability incurred. With the caveat below about needing a 'statement of account' to match up, I find it is just too much work. Mind you, my situation is not complicated. I only get 'bills' from a handful of companies anyway. I treat online orders the same as any in-person store purchase using regular transactions, and I don't have the case of paying for some things instantly but others 'on account' for any 'vendor'. Using your postage example: If you pay a company periodically for postage, quite possibly for more than one shipment, or have to take explicit action to pay a bill, use the Business Features. If you simply go to the Post Office or shipper and pay at the counter when sending a package - use regular transactions. I pay the shipper before they ship. I do have trade accounts with other companies, but not any couriers. I pay in advance for courier services. I book online. There might be rare cases of a mix for the same entity. In that case, consider if you need a 'statement of account' to match up bills and payments. If so, always use the Business Features for that entity. There is one of those. Of course, make your own rules for your own needs. I've settled on these for myself to keep the clicks down where not really needed. Do you not lose any functionality by not using the business features? Since I only need to match up payments to invoices for non-instant transactions, no, I don't lose any functionality. I can certainly run reports to show all other places where I spent money. But, if I had set 'Vendors' I regularly did business with and I wanted to see their activity isolated, I might consider raising and paying bills, but it really wouldn't be strictly necessary. Here's the added functionality that I have determined so far which the Business Features provide: 1. Ability to enter a Bill in such a fashion that I can print the document similar to what I receive if needed. (the info can all be entered manually as a regular transaction, but this gives me the easy ability to generate a 'document' version of it) 2. Ability to set terms, due date, etc. 3. Ability to get 'Bill Due' reminders 4. Ability to match payments to bills 5. Ability to generate a 'Statement of Account' (optionally showing the matching payments and bills) that I can use if need be to reconcile any discrepancy between what the Vendor shows of my account with them and my own books. 6. I don't use the Jobs feature as it is very limited and in that state, not of much use to me. But that would be an additional benefit to raising bills. I seem to have something that works for me, so I guess it’s okay. But perhaps I am doing an excessive number of mouse clicks. By all means, do what works for you. When I first started, I was treating almost everyone as a Vendor and quickly figured out, most of them were unnecessary. As noted above, I now only raise bills for entities I really receive a bill from that isn't paid immediately, or that I don't need to otherwise track in such fashion. But that's just me. Regards, Adrien ___ gnucash-user mailing list gnucash-user@gnucash.org To update your subscription preferences or to unsubscribe: https://lists.gnucash.org/mailman/listinfo/gnucash-user - Please remember to CC this list on all your replies. You can do this by using Reply-To-List or Reply-All.
Re: [GNC] Bank account reconciled, will this change screw things up?
On Sat, 31 Dec 2022 at 00:13, Adrien Monteleone < adrien.montele...@lusfiber.net> wrote: > I would only use them for cases where you are billed (incurred the > expense) before you pay, not at the same time. > Why is that? > Using your postage example: > > If you pay a company periodically for postage, quite possibly for more > than one shipment, or have to take explicit action to pay a bill, use > the Business Features. > > If you simply go to the Post Office or shipper and pay at the counter > when sending a package - use regular transactions. I pay the shipper before they ship. I do have trade accounts with other companies, but not any couriers. I pay in advance for courier services. I book online. > > There might be rare cases of a mix for the same entity. In that case, > consider if you need a 'statement of account' to match up bills and > payments. If so, always use the Business Features for that entity. There is one of those. > > Of course, make your own rules for your own needs. I've settled on these > for myself to keep the clicks down where not really needed. Do you not lose any functionality by not using the business features? I seem to have something that works for me, so I guess it’s okay. But perhaps I am doing an excessive number of mouse clicks. I doubt my accountant will be bothered, although asking him seems a bit pointless as getting answers to questions seems to be impossible at the moment. I emailed him the other day and said I had paid his invoice and asked a couple of questions, but still no answer. > Regards, > Adrien Dave -- Dr. David Kirkby, Kirkby Microwave Ltd, drkir...@kirkbymicrowave.co.uk https://www.kirkbymicrowave.co.uk/ Telephone 01621-680100./ +44 1621 680100 Registered in England & Wales, company number 08914892. Registered office: Stokes Hall Lodge, Burnham Rd, Althorne, Chelmsford, Essex, CM3 6DT, United Kingdom ___ gnucash-user mailing list gnucash-user@gnucash.org To update your subscription preferences or to unsubscribe: https://lists.gnucash.org/mailman/listinfo/gnucash-user - Please remember to CC this list on all your replies. You can do this by using Reply-To-List or Reply-All.
Re: [GNC] Bank account reconciled, will this change screw things up?
Glad to know that worked! (and that there isn't another bug to squash) Regards, Adrien On 12/30/22 5:47 PM, Dr. David Kirkby wrote: Thank you. I think that you solved my problem. ___ gnucash-user mailing list gnucash-user@gnucash.org To update your subscription preferences or to unsubscribe: https://lists.gnucash.org/mailman/listinfo/gnucash-user - Please remember to CC this list on all your replies. You can do this by using Reply-To-List or Reply-All.
Re: [GNC] Bank account reconciled, will this change screw things up?
I would only use them for cases where you are billed (incurred the expense) before you pay, not at the same time. Using your postage example: If you pay a company periodically for postage, quite possibly for more than one shipment, or have to take explicit action to pay a bill, use the Business Features. If you simply go to the Post Office or shipper and pay at the counter when sending a package - use regular transactions. There might be rare cases of a mix for the same entity. In that case, consider if you need a 'statement of account' to match up bills and payments. If so, always use the Business Features for that entity. Of course, make your own rules for your own needs. I've settled on these for myself to keep the clicks down where not really needed. Regards, Adrien On 12/30/22 5:54 PM, Dr. David Kirkby wrote: I think that I am in a minority here using them. They seem to make things more complicated. I just hope that the benefits outweigh the complications. ___ gnucash-user mailing list gnucash-user@gnucash.org To update your subscription preferences or to unsubscribe: https://lists.gnucash.org/mailman/listinfo/gnucash-user - Please remember to CC this list on all your replies. You can do this by using Reply-To-List or Reply-All.
Re: [GNC] Bank account reconciled, will this change screw things up?
On Fri, 30 Dec 2022 at 22:56, Stephen M. Butler < stephen.m.butle...@gmail.com> wrote: > > OK. Mine are not tied to the business features. I think that I am in a minority here using them. They seem to make things more complicated. I just hope that the benefits outweigh the complications. Dave. > -- Dr. David Kirkby, Kirkby Microwave Ltd, drkir...@kirkbymicrowave.co.uk https://www.kirkbymicrowave.co.uk/ Telephone 01621-680100./ +44 1621 680100 Registered in England & Wales, company number 08914892. Registered office: Stokes Hall Lodge, Burnham Rd, Althorne, Chelmsford, Essex, CM3 6DT, United Kingdom ___ gnucash-user mailing list gnucash-user@gnucash.org To update your subscription preferences or to unsubscribe: https://lists.gnucash.org/mailman/listinfo/gnucash-user - Please remember to CC this list on all your replies. You can do this by using Reply-To-List or Reply-All.
Re: [GNC] Bank account reconciled, will this change screw things up?
On Fri, 30 Dec 2022 at 22:55, Adrien Monteleone < adrien.montele...@lusfiber.net> wrote: > > > Once you post, and then re-view the bill, it should show as paid. It doesn’t. I am using version 4.12. Tonight I was using Windows, but I think I noticed the same behaviour before under Linux. > To check otherwise, Run a Vendor report with full Detail links to see if > the payment is indeed applied. It reports an unpaid bill. > If not, right-click the original payment in the source register (not AP, > just to be safe) and choose Edit Payment. If you don't see 'Edit > Payment' but instead see 'Assign as payment' choose that one. I had actually gone to bed, but chose to get up and try what you said When I went to the bank account register, I did see edit payment. Selecting it and clicking OK seems to have done the trick. I have not checked things carefully, since it’s late here, but my initial thoughts are it looks okay. It is now showing as PAID, and both Accounts Payable and Accounts Receivable are showing balances of zero. The courier cost is now in postage, and I assume has gone from payroll. > > > In the Edit case, select the payment and the invoice you want to apply > it to, verify amount, date, account, notes, et cetera, then commit. > > In the Apply as case, treat it like a new payment. (you won't see the > unattached 'pre-payment' at all) > > Be sure to remove the errant 'extra' payment you made previously and > your AP account will be back to normal. I has already started from a backup, so the extra payment was not there . > > > You can also do a 'Find Bill' and limit to either Paid/Unpaid to verify > if GnuCash thinks it is paid. > > View the invoice again, it should show PAID. > > If after all of that, and it appears paid by other means, you found a bug. Although I have not checked carefully, my initial thoughts are that your instructions sorted it out. The Edir Payment was shown in the bank register. Nothing looks out of place. It seems that the majority of people on the list don’t use the business features, which tend to make things more complicated. So some well-meaning suggestions do not work. But I do like to bring up a list of vendors, and see a link to each invoice. I can see exactly how much I have paid them. > > > Regards, > Adrien Thank you. I think that you solved my problem. Dave. > -- Dr. David Kirkby, Kirkby Microwave Ltd, drkir...@kirkbymicrowave.co.uk https://www.kirkbymicrowave.co.uk/ Telephone 01621-680100./ +44 1621 680100 Registered in England & Wales, company number 08914892. Registered office: Stokes Hall Lodge, Burnham Rd, Althorne, Chelmsford, Essex, CM3 6DT, United Kingdom ___ gnucash-user mailing list gnucash-user@gnucash.org To update your subscription preferences or to unsubscribe: https://lists.gnucash.org/mailman/listinfo/gnucash-user - Please remember to CC this list on all your replies. You can do this by using Reply-To-List or Reply-All.
Re: [GNC] Bank account reconciled, will this change screw things up?
On 12/30/22 14:48, Adrien Monteleone wrote: How do you do that for a posted bill/invoice? Mine is immutable. (and should be) Regards, Adrien On 12/30/22 4:32 PM, Stephen M. Butler wrote: I just modify the account on that one line to point to Postage. It doesn't seem to hurt any and is a whole lot simpler than trying to enter the whole transaction all over again. OK. Mine are not tied to the business features. -- Stephen M Butler, PMP, PSM stephen.m.butle...@gmail.com kg...@arrl.net 253-350-0166 --- GnuPG Fingerprint: 8A25 9726 D439 758D D846 E5D4 282A 5477 0385 81D8 ___ gnucash-user mailing list gnucash-user@gnucash.org To update your subscription preferences or to unsubscribe: https://lists.gnucash.org/mailman/listinfo/gnucash-user - Please remember to CC this list on all your replies. You can do this by using Reply-To-List or Reply-All.
Re: [GNC] Bank account reconciled, will this change screw things up?
On 12/30/22 4:29 PM, Dr. David Kirkby wrote: It's actually a bill, not an invoice, but I think they are pretty similar. When I unpost and edit, then look at the register, everything looks okay. Yes, similar code too. Just different terms based on perspective of Vendor vs. Customer. CR: Accounts Payable DR: Postage and Delivery However, it shows as unpaid. But when I right-click in a register window, I don't see any way to change the status to paid. If I do pay it again, then Accounts Payable takes on a negative number. See screenshots. Once you post, and then re-view the bill, it should show as paid. To check otherwise, Run a Vendor report with full Detail links to see if the payment is indeed applied. If not, right-click the original payment in the source register (not AP, just to be safe) and choose Edit Payment. If you don't see 'Edit Payment' but instead see 'Assign as payment' choose that one. In the Edit case, select the payment and the invoice you want to apply it to, verify amount, date, account, notes, et cetera, then commit. In the Apply as case, treat it like a new payment. (you won't see the unattached 'pre-payment' at all) Be sure to remove the errant 'extra' payment you made previously and your AP account will be back to normal. You can also do a 'Find Bill' and limit to either Paid/Unpaid to verify if GnuCash thinks it is paid. View the invoice again, it should show PAID. If after all of that, and it appears paid by other means, you found a bug. Regards, Adrien ___ gnucash-user mailing list gnucash-user@gnucash.org To update your subscription preferences or to unsubscribe: https://lists.gnucash.org/mailman/listinfo/gnucash-user - Please remember to CC this list on all your replies. You can do this by using Reply-To-List or Reply-All.
Re: [GNC] Bank account reconciled, will this change screw things up?
How do you do that for a posted bill/invoice? Mine is immutable. (and should be) Regards, Adrien On 12/30/22 4:32 PM, Stephen M. Butler wrote: I just modify the account on that one line to point to Postage. It doesn't seem to hurt any and is a whole lot simpler than trying to enter the whole transaction all over again. ___ gnucash-user mailing list gnucash-user@gnucash.org To update your subscription preferences or to unsubscribe: https://lists.gnucash.org/mailman/listinfo/gnucash-user - Please remember to CC this list on all your replies. You can do this by using Reply-To-List or Reply-All.
Re: [GNC] Bank account reconciled, will this change screw things up?
On 12/30/22 12:43, Dr. David Kirkby wrote: I paid for some postage for £12.54, but instead of sticking the expense account as Postage, I put Payroll - well, then do both begin with P. Given I have reconciled the bank account, is it dangerous to change the account this transaction is debited to, from Payroll to Postage? I was thinking of unposting it, changing the expense account, then paying the invoice again. The amount of money is unchanged. I just modify the account on that one line to point to Postage. It doesn't seem to hurt any and is a whole lot simpler than trying to enter the whole transaction all over again. ___ gnucash-user mailing list gnucash-user@gnucash.org To update your subscription preferences or to unsubscribe: https://lists.gnucash.org/mailman/listinfo/gnucash-user - Please remember to CC this list on all your replies. You can do this by using Reply-To-List or Reply-All.
Re: [GNC] Bank account reconciled, will this change screw things up?
Since this is an invoice, you can't just edit from a register. 1. Unpost 2. Edit 3. Repost 4. Then check that the payment is still applied. (it should be and GnuCash tries to keep things tidy for you, but check just in case) *you do not need to delete the payment or pay the invoice again. If GnuCash did not magically re-link the payment to the invoice, simply right-click the payment in a register and choose Edit Payment to do so. Then re-reconcile, check off that item and Finalize. As David noted, there is no limit or rule on how many times you can reconcile a single period in an account. For sanity though, I would always use the same closing date and balance when re-reconciling as the previous attempt. (There is a Reconciliation report that shows reconcile dates for transactions. You'd want those to match 3 years from now when you happen to investigate something and can't remember what you did in 2022) Regards, Adrien On 12/30/22 3:01 PM, David H wrote: Hi Dave, My limited world view (I don't use the business features, trading accounts, imports, etc) tells me that I would update the transaction expense account in a Split view from Payroll to Postage noting what the reconciliation column values were prior to the change and also the Reconciled value in the status bar for the register concerned. If you change resets the recon flag on the txn just re-run the reconciliation and make sure you include/check the unreconciled txn. You can run a Reconciliation as many times as you like. I occasionally do this when I'm in the same situation. ___ gnucash-user mailing list gnucash-user@gnucash.org To update your subscription preferences or to unsubscribe: https://lists.gnucash.org/mailman/listinfo/gnucash-user - Please remember to CC this list on all your replies. You can do this by using Reply-To-List or Reply-All.
Re: [GNC] Bank account reconciled, will this change screw things up?
Since you are changing the expense account and not the reconciled bank account it will not mess up the reconciliation. Sent from Samsung Galaxy smartphone. Original message From: David H Date: 12/30/22 4:01 PM (GMT-05:00) To: "Dr. David Kirkby" Cc: GNU Cash User Subject: Re: [GNC] Bank account reconciled, will this change screw things up? Hi Dave, My limited world view (I don't use the business features, trading accounts, imports, etc) tells me that I would update the transaction expense account in a Split view from Payroll to Postage noting what the reconciliation column values were prior to the change and also the Reconciled value in the status bar for the register concerned. If you change resets the recon flag on the txn just re-run the reconciliation and make sure you include/check the unreconciled txn. You can run a Reconciliation as many times as you like. I occasionally do this when I'm in the same situation. Cheers David H. On Sat, 31 Dec 2022 at 06:44, Dr. David Kirkby < drkir...@kirkbymicrowave.co.uk> wrote: > I paid for some postage for £12.54, but instead of sticking the expense > account as Postage, I put Payroll - well, then do both begin with P. Given > I have reconciled the bank account, is it dangerous to change the account > this transaction is debited to, from Payroll to Postage? I was thinking of > unposting it, changing the expense account, then paying the invoice again. > The amount of money is unchanged. > ___ > gnucash-user mailing list > gnucash-user@gnucash.org > To update your subscription preferences or to unsubscribe: > https://lists.gnucash.org/mailman/listinfo/gnucash-user > - > Please remember to CC this list on all your replies. > You can do this by using Reply-To-List or Reply-All. > ___ gnucash-user mailing list gnucash-user@gnucash.org To update your subscription preferences or to unsubscribe: https://lists.gnucash.org/mailman/listinfo/gnucash-user - Please remember to CC this list on all your replies. You can do this by using Reply-To-List or Reply-All. ___ gnucash-user mailing list gnucash-user@gnucash.org To update your subscription preferences or to unsubscribe: https://lists.gnucash.org/mailman/listinfo/gnucash-user - Please remember to CC this list on all your replies. You can do this by using Reply-To-List or Reply-All.
Re: [GNC] Bank account reconciled, will this change screw things up?
Hi Dave, My limited world view (I don't use the business features, trading accounts, imports, etc) tells me that I would update the transaction expense account in a Split view from Payroll to Postage noting what the reconciliation column values were prior to the change and also the Reconciled value in the status bar for the register concerned. If you change resets the recon flag on the txn just re-run the reconciliation and make sure you include/check the unreconciled txn. You can run a Reconciliation as many times as you like. I occasionally do this when I'm in the same situation. Cheers David H. On Sat, 31 Dec 2022 at 06:44, Dr. David Kirkby < drkir...@kirkbymicrowave.co.uk> wrote: > I paid for some postage for £12.54, but instead of sticking the expense > account as Postage, I put Payroll - well, then do both begin with P. Given > I have reconciled the bank account, is it dangerous to change the account > this transaction is debited to, from Payroll to Postage? I was thinking of > unposting it, changing the expense account, then paying the invoice again. > The amount of money is unchanged. > ___ > gnucash-user mailing list > gnucash-user@gnucash.org > To update your subscription preferences or to unsubscribe: > https://lists.gnucash.org/mailman/listinfo/gnucash-user > - > Please remember to CC this list on all your replies. > You can do this by using Reply-To-List or Reply-All. > ___ gnucash-user mailing list gnucash-user@gnucash.org To update your subscription preferences or to unsubscribe: https://lists.gnucash.org/mailman/listinfo/gnucash-user - Please remember to CC this list on all your replies. You can do this by using Reply-To-List or Reply-All.
[GNC] Bank account reconciled, will this change screw things up?
I paid for some postage for £12.54, but instead of sticking the expense account as Postage, I put Payroll - well, then do both begin with P. Given I have reconciled the bank account, is it dangerous to change the account this transaction is debited to, from Payroll to Postage? I was thinking of unposting it, changing the expense account, then paying the invoice again. The amount of money is unchanged. ___ gnucash-user mailing list gnucash-user@gnucash.org To update your subscription preferences or to unsubscribe: https://lists.gnucash.org/mailman/listinfo/gnucash-user - Please remember to CC this list on all your replies. You can do this by using Reply-To-List or Reply-All.
