Thanks! > On Jun 26, 2019, at 7:41 PM, Adrien Monteleone > <adrien.montele...@lusfiber.net> wrote: > > In that case, certainly, you need to use credit notes. > > I don’t see any reason why this ‘wouldn’t work from an accounting standpoint’ > but if you find a problem, instead of cutting a check to the customer as > payment for the credit note, combine this with option #2 I listed, and this > time, use that Liabilities:Customer Deposits account to ‘pay’ the credit > note. This will show you have a liability to them and then you can decrease > it by using it to later pay for future work. The credit note is cleared out > instantly and you still track the money, however, any Aging Report or > Customer Report will no longer reflect this deposit liability as a credit to > them. You’d have to handle that part manually in an outside spreadsheet. (you > could export the Customer/Aging Report to one sheet tab, export an Account or > Transaction Report to another in the same workbook, and then devise a 3rd tab > with references to those two to create the proper consolidated report) > > Note that doing it this way really isn’t necessary as GnuCash will track your > overall AR and the balance for each customer if you just leave the Credit > Notes hanging around until applied as future payments. > > I’d say you should speak to a local CPA, and then if you still have options, > which one you go with would be a matter of personal preference. > > Regards, > Adrien > >> On Jun 26, 2019, at 8:51 PM, Eric Rathhaus (general) via gnucash-user >> <gnucash-user@gnucash.org> wrote: >> >> Hi Geert - >> >> I already issued the invoices and processed my clients payments against the >> invoices. These payments are for filing fees to the US government for which >> I subsequently cut checks. I created a job for this client that I use to >> invoice these fees alone. The size of the filing fees is too high for me to >> provide my client short-term loans to cover and then invoice later. My >> client, in turn, won’t issue a payment without an invoice. So I issue an >> invoice to my customer to get the prepayment. There are some complicated >> legal reasons why once per year some of the filing fees won’t be cashed by >> the government. The rest of the year everything is fine as I just ensure >> the client paid all the invoices for the special job and then bill for my >> work and other expenses on invoices for each specific job. This year I have >> over $12k of funds I need to return to the client somehow. In the past I >> created a credit note under the special job and sent my client a check. >> This year they want me to use the credit to offset invoices for subsequent >> work. I like the idea of creating a credit note under the special filing >> fee job I use for these payments and then applying the credit against other >> invoices I issue but I’m not sure if it will work from an accounting >> standpoint. >> >>> On Jun 26, 2019, at 1:29 PM, Geert Janssens <geert.gnuc...@kobaltwit.be> >>> wrote: >>> >>> The way I understand your scenario I believe you can model what the >>> customer >>> does almost one to one into gnucash actions. >>> >>> 1. Customer prepays for expenses -> Create a payment for that customer >>> using >>> Business->Customer->Process Payment >>> You can choose to map this payment to outstanding invoices or not. If you >>> don't, it will simply register a prepayment for the customer. >>> >>> 2. At some point you send an invoice to the user -> Create this invoice >>> using >>> Business->Customer->New Invoice... and post it. >>> >>> 3. Now you can choose - does your invoice have (some of) the prepaid >>> expenses >>> ? If so, apply (part of) that prepayment to your invoice using Business- >>>> Customer->Process Payment >>> After this there may be an outstanding balance the customer still has to >>> pay. >>> >>> 4. If the customer pays that outstanding balance, create the payment via >>> Business->Customer->Process payment. >>> >>> Then repeat for the next cycle/invoice. >>> >>> If you are importing your payments instead of manually entering them, you >>> can >>> also select the payment in the respective account, right-click and choose >>> "Assign as payment..." instead of the above mentioned "Process Payment" >>> >>> As Adrien also suggests at any time you could look at the Receivables Aging >>> or >>> Customer report to see what's the customer's current balance. >>> >>> Regards, >>> >>> Geert >>> >>> Op woensdag 26 juni 2019 21:52:43 CEST schreef Adrien Monteleone: >>>> You have at least 2 options I can think of at the moment: >>>> >>>> #1 - continue to issue credit notes in your system, but don’t send them out >>>> or pay them with a check. When you have the next positive invoice, ‘pay’ a >>>> portion (or all) of that invoice with the credit note. Simply process a >>>> payment, select the credit note line and an invoice line you want to apply >>>> it to in the top part of the window. GnuCash will offset the invoice with >>>> the credit note for you. If the credit note is more than the invoice, it >>>> will retain the left over as remaining AR credit to be used on subsequent >>>> invoices. You can see the customer’s balance any time either by looking at >>>> an AR aging report, or a Customer Report. Outstanding credit notes appear >>>> in the Invoices Due Reminder window. >>>> >>>> #2 - If your client regularly pays in advance based on an estimate and you >>>> invoice later, instead of applying the payment to an invoice, apply it to a >>>> Liabilities:Customer Deposits account. Then when you create and post the >>>> final invoice, process a payment for it from this account. You could keep a >>>> separate deposit account for each customer but that might get tedious. You >>>> can run a report on the account sorted by payee to show that info and even >>>> keep that report open in a tab if desired, choosing to refresh it as >>>> needed. If this might only happen for pre-paid expenses, then you can still >>>> use this method, but only for the pre-paid expense part, which you could >>>> (or not) choose to invoice separately. >>>> >>>> Regards, >>>> Adrien >>>> >>>>> On Jun 26, 2019, at 1:46 PM, Eric Rathhaus office <e...@ewrlaw.com> wrote: >>>>> >>>>> Hi - I have a client for whom I have many jobs. On some of these jobs, >>>>> the client prepaid expenses that I did not use. In the past, I’ve always >>>>> created a credit note for a refund and sent the client a check. However, >>>>> my client prefers instead that I credit this amount towards future work. >>>>> I’m not sure how to accomplish this cleanly. I could keep a running >>>>> total of the amount and discount from the total prepayment until it’s >>>>> used up. But this seems clunky and maybe not the best practice. Any >>>>> other suggestions on how to account for the refund against future work? >>>>> >>>>> Kind regards, >>>>> >>>>> Eric W. Rathhaus >>>> >>>> _______________________________________________ >>>> gnucash-user mailing list >>>> gnucash-user@gnucash.org >>>> To update your subscription preferences or to unsubscribe: >>>> https://lists.gnucash.org/mailman/listinfo/gnucash-user >>>> If you are using Nabble or Gmane, please see >>>> https://wiki.gnucash.org/wiki/Mailing_Lists for more information. ----- >>>> 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 >>> If you are using Nabble or Gmane, please see >>> https://wiki.gnucash.org/wiki/Mailing_Lists for more information. >>> ----- >>> 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 >> If you are using Nabble or Gmane, please see >> https://wiki.gnucash.org/wiki/Mailing_Lists for more information. >> ----- >> 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 > If you are using Nabble or Gmane, please see > https://wiki.gnucash.org/wiki/Mailing_Lists for more information. > ----- > Please remember to CC this list on all your replies. > You can do this by using Reply-To-List or Reply-All.
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