Re: [GNC] Gnucash invoicing and payment - questions on process
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 $500 credit. You may be able to create a report just on the student reports with non-zero balances to see the state of any credits. I think the above would also work for case #1 -- you'd credit the student accounts with the gifts and pay the invoices from there. Or, perhaps I am totally at sea. On Thu, Oct 6, 2022 at 2:00 PM Charles Vincent < memb...@ecolefrancaisedebattambang.org> wrote: > Hello Gnucash users list members, > I come back on the issue of invoicing clients and payment by the clients or > a third party. > > As background: > For info, I am keeping the accounts for a small not for profit school in > Cambodia. > I have done the 70 invoices, one for each child, using a standard > accounting layout: R1 income school fees, R2 income registration, R3 income > extracurricular, etc etc.. > So far so good. > I post the invoices, still good. > The invoices show up in an accounts receivable STUDENT INVOICES as I > believe they should. If so, so far so very good. > > The problem comes up with the management of the accounts when I receive > funds > I have two cases which are giving me problems related to the income that we > receive for which I am consulting this group: > > Case 1: The parents have anticipated some expenses from trimester 2 and 3 > and hence have paid more than the posted invoice. Let us say the invoice is > for USD 2,000 and the payment received in the bank is USD 2,500. > When I use the payment option, I do not see the 500 extra payment when I > print the invoice (which I would consider by this time as a Statement of > Account) > Advice appreciated on how to enter the amount and that the printed invoice > shows the overpayment. > > Case 2: We received in the bank a donation of say USD 8,000 on say 1 > September from a donor for a scholarship fund for 4 students. I have > therefore credited the bank account on 1 Septemberr for 8,000$ 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) > ___ > 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. > -- _ Richard Losey rlo...@gmail.com Micah 6:8 ___ 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] Gnucash invoicing and payment - questions on process
> On Oct 7, 2022, at 3:18 AM, Geert Janssens wrote: > > Only trading accounts are picky about their names (or did we fix that > already?) We've partly fixed Trading accounts and Opening Balance accounts, but there are still a few more "special" names. Orphan, Imbalance, and Orphan Gains come immediately to mind; there may be others. Regards, John Ralls ___ 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] Gnucash invoicing and payment - questions on process
Thanks Geert for the correction & clarification. I think you've had to set me straight more than once on that point. I'm not sure why I have it stuck it my head. Apologies. Regards, Adrien On 10/7/22 2:18 AM, Geert Janssens wrote: That's not a GnuCash restriction. You can have multiple. If you create multiple however, that complicates processing and some report are limited to displaying only one account at the time. A potential use case is to have one AR account per currency in which you write invoices. Though I believe it to be better to keep your AR account(s) in your book's currency generally. I don't know if you can rename that account. You can rename it. Only trading accounts are picky about their names (or did we fix that already?) ___ 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] Gnucash invoicing and payment - questions on process
Op donderdag 6 oktober 2022 23:57:45 CEST schreef Adrien Monteleone: > On 10/6/22 1:59 PM, Charles Vincent 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. > > Just to be clear - GnuCash can have *only 1* account of 'type' Accounts > Receivable (same for Payables) and that is the account used by the > Business Features. (invoicing, payments, customers, vendors, etc.) > That's not a GnuCash restriction. You can have multiple. If you create multiple however, that complicates processing and some report are limited to displaying only one account at the time. A potential use case is to have one AR account per currency in which you write invoices. Though I believe it to be better to keep your AR account(s) in your book's currency generally. > I don't know if you can rename that account. You can rename it. Only trading accounts are picky about their names (or did we fix that already?) Regards, Geert ___ 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] Gnucash invoicing and payment - questions on process
On 10/6/22 1:59 PM, Charles Vincent 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. Just to be clear - GnuCash can have *only 1* account of 'type' Accounts Receivable (same for Payables) and that is the account used by the Business Features. (invoicing, payments, customers, vendors, etc.) I don't know if you can rename that account. You *might* be able to keep the default, and create another, but you'd have to change the default account's type to generic the Asset type. You can have all the AR accounts you want, even as sub-accounts of the original default AR account, but there can be only 1 of 'type' A/Receivable. I don't think the other accounts are 'seen' by the business features but I could be mistaken. If this is not your setup, you may run into problems. 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. The closest thing GnuCash has to a 'Statement of Account' is the "Customer Report". (and "Vendor Report" for you for Payables) You can run this directly, having to choose a customer/vendor each time, but I prefer to always keep a Receivables & Payables Aging Report tabs open at all times, then simply clicking the *amount* owed by/to each entity will run their report. You will see all invoices and payments there. With Options > Display Columns > Transaction Links you can see which payments apply to which invoices and vice versa. You can also see payments on a particular Invoice Report by selecting Options > Display > Payments. As for entering the payment - use the Process Payment function. (in the menu, or the toolbar button) Select the invoice to which you want to apply the payment. The extra will exist in the AR account linked to that 'customer' as a 'pre-payment' A subsequent Process Payment will show the pre-payment in the documents pane. When you are ready to apply it on a future invoice, simply select both the pre-payment and the invoice document to offset each other. If pre-payment remains still, it will show up as still existing but with the new balance. If it is fully used up for the exact amount of the invoice, both will be cleared. If the invoice still has a balance, you can also enter that amount paid, or else it will show as that amount only, still pending. 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? This might be a bit tricky, and there are likely several ways you can handle it. First, I'd receive the donation between the payment method (Undeposited Funds most likely if in either the form of a check or pending credit card transaction, or the Bank Account if by ACH or other direct means) and a Liability:Donations account. (or whatever you'd like to name it, possibly with a separate account for each donor) As you need to use those funds to pay invoices, Process Payment between that Donor account and AR using the beneficiary Student as the customer and apply it to the
[GNC] Gnucash invoicing and payment - questions on process
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) ___ 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.
