Re: [GNC] Reconciliation Report -> Trade Debtors -> pairing transactions
If you are looking for 'aging', that is, how much of an amount owed is say 30days, 60days, or 90+days due, then that is at the bottom each Customer or Vendor report. (and also shows any unused pre-payments/deposits in the case you use that feature) It doesn't show any sort of average, but it does give you the exact amounts and how aged they are. If you want to know the 'average' age of your AR/AP, then most likely you'd have to export those individual reports to a spreadsheet and do some math there. (there might be a way to extract this info via gnucash-cli or piecash and automate this process.) If indeed you're looking for an overall average, that might be a good Request For Enhancement (also to be filed on bugs.gnucash.org) maybe to be added to the Summary Bar for each of the AR/AP accounts, and/or the experimental 'Dashboard' report. Regards, Adrien On 10/3/22 8:50 AM, Uttam Chakravorty wrote: If there is a way to get the average debtor/creditor days this would be the icing on the cake. ___ 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] Reconciliation Report -> Trade Debtors -> pairing transactions
Dear Michael, Many thanks to both you and Adrien. Both the answers are far more considered than my initial comment had intended to provoke, thank you. I had made my original comment by way of explaining how I was approaching the puzzle i.e. in the early eighties I would parse the software through a hexadecimal editor such as Norton and then check the search results in plain English by interrogating the Audit Trail. It seems so primitive compared to what I have just learned. In general today I'm very happy to use the TB as my critical check at the risk of missing out on any reciprocating errors. I find they either prove de minimis or so big that they don't stay hidden. The first part part of what I was seeking has been addressed by Adrien. If there is a way to get the average debtor/creditor days this would be the icing on the cake. Returning to Gnucash I find it the best piece of software I have used in 40yrs and it handles our needs brilliantly. I love the way it sticks to the T-bar principles, I'm sure the Medici would have loved it and could have avoided so much bloodshed. I appreciate it is far more capable than simple bookkeeping, the limitation is that is all I know. I was put out to grass nearly a decade ago and I only get to do this as it is a small business (just my wife and son evangelising Linux - fun but not particularly business-like). The multi-user issues that you recall bring a smile to my face as they can no longer strike terror into my soul. With many thanks and best wishes, Uttam (and a beer or three (who's counting) if you are ever in my neighbourhood) From: Michael or Penny Novack To: Sent: 02/10/2022 3:46 PM Subject: Re: [GNC] Reconciliation Report -> Trade Debtors -> pairing transactions > > And in that case of 'breadcrumbs' the entirety of GnuCash is an audit > trail, as that is how double-entry accounting works. > > If you are looking for some record of exactly who entered which > transactions and the date/time stamps, no, that is not available. > Technically I think the posting date/time does get recorded, but it is > not readily available to users. If you really need it, perhaps start a > thread just on that question. > > Certainly the 'who' will be impossible, because GnuCash is not a > multi-user application. Whomever has access to run the app, and access > to the file, can post or edit transactions. As somebody who used to do this (for one of the world's largest "financials") my comment might (or might not) be useful. a) The accounting system itself (its own reporting functions) would not provide a way of reporting when/who by. It is important to understand that this information is NOT part of the accounting system. Accounting is not a "real time" process nor would who by (what worker bee) be relevant to the question of correctness in an accounting sense. b) But there are OTHER ways in which general ledger might be audited. Internally correct is one matter, but externally correct is another. For example,here we have an invoice marked paid by check. But WAS there actually such a check, and if not, who (falsely) entered that invoice as paid and when. How many of you when first learning to use gnucash created a set of "test books" and into these entered a number of "test transactions"? Understand? There was nothing wrong internally with this set of test books you were using to learn gnucash but they matched nothing in the real world. c) Like I said, there would be no functions PART of the accounting system to be used for this sort of purpose. But when the auditors (checking against the real world) found something suspicious, this sort of problem would come t my desk. "Mike, figure out who entered THIS transaction and when". So I would figure out what feed to the system would have fed that transaction to general ledger, get the right backup tape recovered from the vaults, and with a little "ad hoc" program I'd write for the purpose, get that information. It's not as if I'd be writing a lot of these ad hoc programs from scratch, just take to one I used last time and change a line or two of code. THIS sort of "check against the real world" was rare. I [probably did only a few times a year. More often it was personal and quickly enough after that fact I didn't have to have backups recovered from the vault. Thus suppose I was handed a problem from a client area "here's what one of our worker bees entered but it didn't "take", figure out the bug". Well actually MOST of the time no bug. Just a typo, what was on the piece of paper (as what was entered) didn't match what the worker bee actually entered at the terminal. We all do typos, and that's how I would report the problem as s
Re: [GNC] Reconciliation Report -> Trade Debtors -> pairing transactions
And in that case of 'breadcrumbs' the entirety of GnuCash is an audit trail, as that is how double-entry accounting works. If you are looking for some record of exactly who entered which transactions and the date/time stamps, no, that is not available. Technically I think the posting date/time does get recorded, but it is not readily available to users. If you really need it, perhaps start a thread just on that question. Certainly the 'who' will be impossible, because GnuCash is not a multi-user application. Whomever has access to run the app, and access to the file, can post or edit transactions. As somebody who used to do this (for one of the world's largest "financials") my comment might (or might not) be useful. a) The accounting system itself (its own reporting functions) would not provide a way of reporting when/who by. It is important to understand that this information is NOT part of the accounting system. Accounting is not a "real time" process nor would who by (what worker bee) be relevant to the question of correctness in an accounting sense. b) But there are OTHER ways in which general ledger might be audited. Internally correct is one matter, but externally correct is another. For example,here we have an invoice marked paid by check. But WAS there actually such a check, and if not, who (falsely) entered that invoice as paid and when. How many of you when first learning to use gnucash created a set of "test books" and into these entered a number of "test transactions"? Understand? There was nothing wrong internally with this set of test books you were using to learn gnucash but they matched nothing in the real world. c) Like I said, there would be no functions PART of the accounting system to be used for this sort of purpose. But when the auditors (checking against the real world) found something suspicious, this sort of problem would come t my desk. "Mike, figure out who entered THIS transaction and when". So I would figure out what feed to the system would have fed that transaction to general ledger, get the right backup tape recovered from the vaults, and with a little "ad hoc" program I'd write for the purpose, get that information. It's not as if I'd be writing a lot of these ad hoc programs from scratch, just take to one I used last time and change a line or two of code. THIS sort of "check against the real world" was rare. I [probably did only a few times a year. More often it was personal and quickly enough after that fact I didn't have to have backups recovered from the vault. Thus suppose I was handed a problem from a client area "here's what one of our worker bees entered but it didn't "take", figure out the bug". Well actually MOST of the time no bug. Just a typo, what was on the piece of paper (as what was entered) didn't match what the worker bee actually entered at the terminal. We all do typos, and that's how I would report the problem as solved. No harm done. I probably did a few of THESE per week. It'd have been a waste of programmer time my handing off to one of our programmers to try to find a bug that didn't exist. Michael D Novack ___ 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] Reconciliation Report -> Trade Debtors -> pairing transactions
Glad to have pointed you in the right direction. And in that case of 'breadcrumbs' the entirety of GnuCash is an audit trail, as that is how double-entry accounting works. If you are looking for some record of exactly who entered which transactions and the date/time stamps, no, that is not available. Technically I think the posting date/time does get recorded, but it is not readily available to users. If you really need it, perhaps start a thread just on that question. Certainly the 'who' will be impossible, because GnuCash is not a multi-user application. Whomever has access to run the app, and access to the file, can post or edit transactions. *note, on the point of timestamps, I don't think *edits* get a stamp, so only the original entry is dated, which is likely of little 'audit' utility. Perhaps, if you save all log files, you might be able to reconstruct timings of when edits were made, but of course, those logs themselves are editable, so certainly not useful in a real audit. Regards, Adrien On 10/1/22 7:52 PM, Uttam Chakravorty wrote: I used 'breadcrumb' as an alternative to 'audit trail'. ___ 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] Reconciliation Report -> Trade Debtors -> pairing transactions
Dear Adrien Your advice meets all my needs. Many thanks to all the others who offered advice, they add to my knowledge. Its good to know I was peering through the wrong end of the telescope. I used 'breadcrumb' as an alternative to 'audit trail'. Buoyed by the wonderful support I have received I would like to ask the community another question. I will raise it as a separate topic = 'Reconciling subaccounts'. Many thanks again, Uttam From: Adrien Monteleone To: Sent: 30/09/2022 7:23 PM Subject: Re: [GNC] Reconciliation Report -> Trade Debtors -> pairing transactions On 9/30/22 12:48 PM, Uttam Chakravorty wrote: > Dear All, > > I am using the Reconciliation Report configured as: > > > > Accounts = Trade Debtors ->Currency / Display / Filter = defaults -> > General - current period selected -> > > Sorting by Description then Date. > > > Is there a way to use this pool of information and pair a receipt with an > Invoice as per the case when the transaction was entered? If you mean to match up payments with Invoices, yes, but not with that report. What you are looking for is the Customer Report. (Reports > Business > Customer Report — or from an Accounts Payable Report, click an *amount* for a customer.) You'll want to set Options > Display Columns > Transaction Links to either 'simple' or 'detailed' per your preference for the level of information. (I personally like detailed best) Note, this requires using the Business Features to enter invoices & payments. (using the Process Payment feature to link payments to invoices) The result is a Statement of Account type report showing which payments were applied to which invoices & vice versa. > Is there a breadcrumb trail? Not sure what you mean by this. 'Breadcrumbs' leading you from where to where? Regards, Adrien If this email has been sent to you in error please delete it and accept my apologies Company number: 4324700 ___ 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] Reconciliation Report -> Trade Debtors -> pairing transactions
The Business Features handle all of that with ease. There is no need for myriad accounts or convoluted account structure. "invoices as sub-categories for each business"? What is that about? The official process is fairly simple and straightforward. Set up Customers. Post Invoices linked to those Customers for services rendered/goods sold. Process Payments on those invoices. Run a Customer Report to see their balance and activity. (and aging too!) No need for separate accounts under A/R, just create Customers and GnuCash will handle it. Regards, Adrien On 9/30/22 1:35 PM, R Losey wrote: Would it help to have each client as an account? (to easily see the balances) Alternatively, I assume you already ask them to put the invoice number of the receipts, but some do not do so... perhaps when you issue bills, it can have a matching part that they return... this would help you pair invoices with receipts. It would be a lot of accounts, but you could set up invoices as sub-categories for each business. ___ 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] Reconciliation Report -> Trade Debtors -> pairing transactions
Would it help to have each client as an account? (to easily see the balances) Alternatively, I assume you already ask them to put the invoice number of the receipts, but some do not do so... perhaps when you issue bills, it can have a matching part that they return... this would help you pair invoices with receipts. It would be a lot of accounts, but you could set up invoices as sub-categories for each business. On Fri, Sep 30, 2022 at 12:50 PM Uttam Chakravorty wrote: > Dear All, > > I am using the Reconciliation Report configured as: > > > > Accounts = Trade Debtors ->Currency / Display / Filter = defaults -> > General - current period selected -> > > Sorting by Description then Date. > > > Is there a way to use this pool of information and pair a receipt with an > Invoice as per the case when the transaction was entered? > Is there a breadcrumb trail? > Am I going about this the wrong way? > > > Background: we are a small business supporting small businesses. We are > sympathetic to some clients needing to pay us monthly. However simple we > try to be a few still manage to lose their way and then we have to go back > and match receipts to invoices made difficult by the fact that the monthly > sums are the same. The good thing is if we hold their hand eventually they > get organised and the problem goes away. Sadly we have only managed to use > this as an opportunity to move them to Gnucash on only one occasion so > far. We live in hope. > > > -- _ 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] Reconciliation Report -> Trade Debtors -> pairing transactions
On 9/30/22 12:48 PM, Uttam Chakravorty wrote: Dear All, I am using the Reconciliation Report configured as: Accounts = Trade Debtors ->Currency / Display / Filter = defaults -> General - current period selected -> Sorting by Description then Date. Is there a way to use this pool of information and pair a receipt with an Invoice as per the case when the transaction was entered? If you mean to match up payments with Invoices, yes, but not with that report. What you are looking for is the Customer Report. (Reports > Business > Customer Report — or from an Accounts Payable Report, click an *amount* for a customer.) You'll want to set Options > Display Columns > Transaction Links to either 'simple' or 'detailed' per your preference for the level of information. (I personally like detailed best) Note, this requires using the Business Features to enter invoices & payments. (using the Process Payment feature to link payments to invoices) The result is a Statement of Account type report showing which payments were applied to which invoices & vice versa. Is there a breadcrumb trail? Not sure what you mean by this. 'Breadcrumbs' leading you from where to where? 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.
