I use GNUCash for tracking rental properties as well. You can create as many expense accounts to track to whatever level of detail is needed.
For example, I have my structure set up as: Expenses: Overall R&M -Property 1 R&M --Property 1 HVAC --Property1 General --Property 1 Electrical --etc -Property 2 R&M --Property 2 HVAC --Property 2 General --Property 2 Electrical --etc When you run a P&L at the end of the year, it will break out how much was in each expense category, as well as a total for each property. Not a CPA or legal advice, but I understand that if you are paying payroll to employees, you still need to pay payroll tax unless they are their own business/1099, in which they should be paying their taxes accordingly. You can assign as many line items and expense accounts/line items to the invoices as you need. That's their intended function. You can also pay line items into an asset or liability account (such as witheld taxes). Your handyman should provide you with a bill (or a work order). - Fixed property 1's toilet. 1 hr@ $x You create a vendor in the vendor system (Handyman LLC) Create an invoice Line item - Toilet repair $x Account: Expenses:Property1 R&M:Property1 Plumbing Line Item - Outlet repair $y Account: Expenses:Property1 R&M:Property1 Electrical Line Item - Door knob repair $z Account: Expenses: Property2 R&M: Property2:General Total $A - Post invoice Vendors -> Process Payment Pay Handyman LLC $A from Assets:RentalCheckingAccount with check 1234 On Mon, 2024-03-04 at 09:46 -0800, timothyscu...@yahoo.com wrote: > I greatly appreciate your suggestions. > > I don't think I framed the problem completely. I have several rental > properties and before I migrated to GNU cash I was using Quicken to > generate “itemized spending” reports from which I could fill out > schedule E for each property. When I tried to do the same thing with > GNU cash for the transactions associated with, for example > maintenance on property 1 or repairs on property 2 I did get a list > of transactions but the descriptions of them were so truncated that > it wasn't practical for me to verify the correctness of them the way > I used to be able to do by just looking down the column of > transactions. > > I have a tiny sole proprietorship which runs a payroll to pay my > part-time handyman and a part-time bookkeeper to avoid nanny tax and > Worker's Comp. problems but my sole proprietorship's income is just > reimbursements from me as an individual. > > If I were to pervert the gnucash vendor bill payment system to detail > the work my part-time employees do, would I be able to assign line > items on an invoice to different GNU cash expense accounts associated > with the different properties people worked on? And would reports > generated by GNU cash be able to list the detail for the line items? > That's my ultimate goal. I want to be able to generate reports from > the gnucash for each calendar year, which also happens to be my tax > year, so I can use that information to fill out schedule E for each > rental property. I'm comfortable with doing that manually but I have > been spoiled by having reports from Quicken that provide the detail > associated with each expense account in a form that's easy to double > check. > > Thank you again for trying to help with my problem. > > Tim > > From: Alan Johnson <a...@argentwolf.org> > Sent: Monday, March 4, 2024 7:43 AM > To: David Carlson <david.carlson....@gmail.com> > Cc: timothyscu...@yahoo.com; gnucash-user <gnucash- > u...@lists.gnucash.org> > Subject: Re: [GNC] split transaction description field length limit > > You don't have to have 'a business' to use the business features. > You would need to set up an AP and AR account to post the invoices > to. To me, the vendor bill - payment system is the proper way to > store the data, rather than kludging the memo fields. Here is an > example of a Costco receipt entered as a bill, then paid with a > credit card through the vendor-payments section. > > I think that this would be the best way to handle the handyman > payments as requested and job tracking (create various expense > accounts). It would also allow for multiple types of payments - e.g. > check, credit card, cash all on the same bill if needed. > > On Sun, 2024-03-03 at 21:41 -0600, David Carlson wrote: > > Whatever the actual character count limit is for the memo field in > > a transaction line, I have found the practical limit is what can be > > printed in reports that show that field. On the computer screen > > you cannot directly see anything that is after a linefeed character > > unless you scroll past that character since the 'window' is one > > line tall. > > > > I do not use business features so I don't have invoices or > > vendors. Another possibility would be to use spreadsheets and > > refer to them in the document link field. I don't remember if that > > is associated with individual lines or to the entire transaction. > > > > > > > > On Sun, Mar 3, 2024 at 9:13 PM Alan Johnson via gnucash-user > > <gnucash-user@gnucash.org> wrote: > > > I suggest you put your handyman in as a vendor. Then you can > > > create a bill with long descriptions per item, and then pay the > > > bill with a check. If you want to see what was paid, right click > > > on the payment entry in the register and choose jump to > > > invoice/bill. You can also run a vendor report. > > > > > > Mar 3, 2024 18:39:49 Tim via gnucash-user > > > <gnucash-user@gnucash.org>: > > > > > > > The descriptions that I enter in GNU cash for split items get > > > truncated. Is > > > > there a way to change this or is this a hard limit? > > > > > > > > > > > > > > > > To provide some context, I pay a handyman to work on various > > > projects. When > > > > I write the check to pay him I split the amount among the > > > various projects > > > > (which correspond to line items on his timesheet)that he worked > > > on to > > > > allocated it to the different expense accounts associated with > > > those > > > > projects. I like to enter a fairly long description which > > > includes things > > > > like the date the work was done, the location, and a brief > > > description of > > > > what was done but GNU cash truncates it when producing reports > > > or when I go > > > > back and look at data that I entered earlier. > > > > > > > > > > > > > > > > Should I be setting up an account for the handyman in which the > > > line items > > > > of his timesheet would be entered as individual transactions > > > which add up to > > > > the amount he gets paid? I get the impression that I'm probably > > > trying to > > > > misuse GNU cash again as I was when I paid my credit card bills > > > with long > > > > split transactions. I was able to fix that by entering the > > > transactions in > > > > an account for the credit card and then having a single > > > transaction from my > > > > bank account to pay off the credit card. I'm not adept enough > > > at accounting, > > > > to put it mildly, to know if there's something analogous I > > > should be doing > > > > in this case. Can you explain it in a way that a newbie would > > > understand? > > > > > > > > > > > > > > > > Thank you > > > > > > > > > > > > > > > > > > > > > > > > _______________________________________________ > > > > 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. > > > > > > -- > > David Carlson
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