Larry, As Adrien noted we connot offer accounting advice per se. However we can give you some guidance in setting up GnuCashand using its features.
Generally you will need to create an income sub account for each source of income you wish to be able to track, in the example you gave, for each of the dance categories. Similarly you will need to have an expense category for each of those dance categories and for each of those categories a further sub account for each of the general expense categories. This will allow you to get basic reports like a balance sheet and income statement which will list those categories. The Customer and Vendor business features are used for those who provide you with goods or services and those to whom you provide goods and services. I.e. each of your callers, the suppliers of advertising and the hall will be your vendors. You may find the accounts payable useful if you do not operate on a cash basis only, i.e. your suppliers extend credit to you and only require payment at the end of the month for example, but it may be overkill for the scale of your operations. The Jobs business feature could be used to track particular dances as you thought but it also would possibly be overkill. AFAIK it is designed for the business situation where you need to track all the expenses associated for one specific project out of many for a given customer. The customers are of course those who come to the dances and pay you fees. It is unlikely that you would need to track them individually from your description. GnuCash has various facilities for searching for specific information in the description field of a transaction and these can be used to produce transaction reports which list all transactions including certain terms to a specific account for example. The following is an outline of a possible basic CoA for the functonality you have described. The colons indicate subaccounts. You would normally set up the categories as placeholder accounts. These do not have transactions directly into them, only to the subaccounts they group, but they will allow you to get totals of those subaccounts. The reports in GnuCash generally have their own setups and options and you can customize them to meet your specific requirements providing you have a good basic account structure. Assets:Current Assets:Checking Income:F&F:Door Income:F&F:Tickets Income: DF:Door Income: DF:Tickets Income:JBO:Door Income:JBO:Tickets Expenses:F&F:Venue Expenses:F&F:Square caller Expenses:F&F:Round caller Expenses:F&F:Advertising Expenses:F&F:Miscellaneous You would then need similar expense accounts as described above for the F&F category for each of the two other categories. If you include a searchable unique label for each dance in the description field, you would be able to produce reports for each dance by setting an appropriate period for the report and filtering using those specific labels. This would require you to include the appropriate label in the descriptions for all transactions associated with a particular event. The introductory chapters of the GnuCash Tutorial and Concepts Guide https://www.gnucash.org/docs/v3/C/gnucash-guide/index.html should give you a basic understanding of the accounting concepts involved. Your jurisdiction will normally have its own rules and regulations about the organizational and accounting requirements for clubs and associations and other not for profits. This may add additional requirements on how you perform the accounting in addition to what I have outlined above, particularly any reporting and auditing requirements. If you have a participant who is an accountant you may be able to seek their help. in some cases accountants may help out pro bono, particularly if the operation is charitable. The above is one possible treatment of the situation as you described it and not necessarily the only way to do it or even a complete description of a suitable CoA for your organization. The best way is of course the one which provides you with the information you need for your club's internal use and any external requirements. GnuCash is reasonably flexible and you can probably refine and fine tune the account structure over time as you become more familiar with GnuCash. David Cousens ----- David Cousens -- Sent from: http://gnucash.1415818.n4.nabble.com/GnuCash-User-f1415819.html _______________________________________________ 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.