Re: Properly recording mixed/variable Invoice payment

[Maf. King]

On Saturday, 29 July 2017 23:24:12 BST Jason Cooper wrote:
> All,
> 
> I've been using GnuCash to manage my company's books for almost a year
> now.  Recently, my primary customer (whom I have little control over)
> started mixing several reimbursements into one check.  So the history of
> events goes like this:
> 
> 15th: Send Invoice for services rendered this month
> 25th: Receive check for Invoice amount *plus*:
>   - Any reimbursable expenses approved before the 9th
>   - Any per-diem accrued to date
> 
> The kicker is that I have no idea which expenses are going to be
> reimbursed this pay period, nor do I know how much per-diem they
> calculated I should get (based on travel requests).  So I can't reflect
> any of that when I cut the Invoice.
> 
> How on Earth do I track this correctly given the lack of information at
> Invoice time?
> 

Hi Jason,

with the obvious caveats that I'm in the UK and I'm not an accountant, so you 
may wish to check this with someone who knows your local rules & regs, I would 
observe the following for your consideration

1. Reimbursement of expenses is not income.  I don't know about per diems,  I 
imagine that they could be taxable income.

2. You can edit an invoice in GC by unposting it then re-posting it.

3. You can make alterations to the payment transaction from the bank account 
side.

I would do the following.

Write the invoice out for what you do know - so the services for the month, 
which presumably uses an account like income:sales.  Add whatever you need to 
to claim the PD payment (possibly to income:PD) and ignore the total for the 
expenses, as you say that is listed on a spreadsheet.

When you come to record the payment, go back in to the invoice and alter the 
PD calculation to assign the correct number to income:PDs  (obviously, the 
custome doesn't need to see the revised invoice).  Then process payment for 
the total of that invoice (which should be less than the actual payment 
received)

I imagine you are able to accrue the expenses for repayment in GC, with an 
account structure like:
Assets:ReimbursableExps:Customer1
Assets:ReimbursableExps:Customer2
etc

so when you buy things on their behalf, you have a transaction between the 
appropriate expense accounts and the customer account above.  This will let 
you see quickly how much each customer owes at any given time.

After you've processed the payment for the invoice, go into the transaction in 
the bank account and add a split to Assets:Reimb:Customer1 and increase the 
total going into the bank account to reflect reality.

Hope this gives you some ideas.
Maf.


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company invoices from director - Accounts Payable

[Finance (Marc)]

Good afternoon, 
I have what is really an accounting question, but I can’t find the answers in 
my book-keeping textbooks (probably due to still being very much a neophyte).

I have formed a private limited company here in Scotland, but shelled out some 
money on my personal credit cards for it before it was actually incorporated.  
In the accounts, I am trying to work out how to best record money I have 
shelled out until such time as it can maybe pay it back (or write it off as a 
donation from director).

In my accounts structure I have various ‘Liabilities’ accounts, but I also have 
Accounts Payable.  My question is: for each invoice I’ve raised from me to the 
company, should I post these under Accounts Payable (with a corresponding 
cross-post to Equity - Opening Balances, because we’re waiting on the bank 
account), or should I be chucking them under an insecure liabilities account?

Can someone advise me on the practicalities:  what are the two accounts for 
these types of transactions?  I understand double-entry accounting; I just 
can’t seem to work out what the right mix is for these…

Thank you,
Marc Johanssón.
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Re: company invoices from director - Accounts Payable

[doncram]

For the accounts of the company, I think an account name like
"Liability:Loan from Marc Johansson" would be fine.   If you paid for an
expense and put some money into the company's checking account the entries
would be like:

Utilities expense   35.00
Loan from Marc Johansson  35.00
Bank of Scotland checking   200.00
Loan from Marc Johansson 200.00


If you later "donated" the money you had put in, then you'd record the
donation as:

Loan from Marc Johansson 235.00
  Equity 235.00

Or maybe you'd use a more specific equity account like "Equity-Marc
Johansson".  Hope this helps.
--Donald Cram

On Sun, Jul 30, 2017 at 12:29 PM, Finance (Marc)  wrote:

> Good afternoon,
> I have what is really an accounting question, but I can’t find the answers
> in my book-keeping textbooks (probably due to still being very much a
> neophyte).
>
> I have formed a private limited company here in Scotland, but shelled out
> some money on my personal credit cards for it before it was actually
> incorporated.  In the accounts, I am trying to work out how to best record
> money I have shelled out until such time as it can maybe pay it back (or
> write it off as a donation from director).
>
> In my accounts structure I have various ‘Liabilities’ accounts, but I also
> have Accounts Payable.  My question is: for each invoice I’ve raised from
> me to the company, should I post these under Accounts Payable (with a
> corresponding cross-post to Equity - Opening Balances, because we’re
> waiting on the bank account), or should I be chucking them under an
> insecure liabilities account?
>
> Can someone advise me on the practicalities:  what are the two accounts
> for these types of transactions?  I understand double-entry accounting; I
> just can’t seem to work out what the right mix is for these…
>
> Thank you,
> Marc Johanssón.
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Re: company invoices from director - Accounts Payable

[Finance (Marc)]

Ah; thank you, Donald!

So, to confirm, the two "halves" of the equation are "Loan from so-and-so" and 
the relaxant Expense account?

It's all clear when you know how!
– Marc.


On 30 Jul 2017, 18:34 +0100, doncram , wrote:
> For the accounts of the company, I think an account name like "Liability:Loan 
> from Marc Johansson" would be fine.   If you paid for an expense and put some 
> money into the company's checking account the entries would be like:
> 
> Utilities expense   35.00
> Loan from Marc Johansson  35.00
> Bank of Scotland checking   200.00
> Loan from Marc Johansson 200.00
> 
> 
> If you later "donated" the money you had put in, then you'd record the 
> donation as:
> 
> Loan from Marc Johansson 235.00
>   Equity 235.00
> 
> Or maybe you'd use a more specific equity account like "Equity-Marc 
> Johansson".  Hope this helps.
> --Donald Cram
> 
> On Sun, Jul 30, 2017 at 12:29 PM, Finance (Marc)  > wrote:
> Good afternoon,
> I have what is really an accounting question, but I can’t find the answers in 
> my book-keeping textbooks (probably due to still being very much a neophyte).
> 
> I have formed a private limited company here in Scotland, but shelled out 
> some money on my personal credit cards for it before it was actually 
> incorporated.  In the accounts, I am trying to work out how to best record 
> money I have shelled out until such time as it can maybe pay it back (or 
> write it off as a donation from director).
> 
> In my accounts structure I have various ‘Liabilities’ accounts, but I also 
> have Accounts Payable.  My question is: for each invoice I’ve raised from me 
> to the company, should I post these under Accounts Payable (with a 
> corresponding cross-post to Equity - Opening Balances, because we’re waiting 
> on the bank account), or should I be chucking them under an insecure 
> liabilities account?
> 
> Can someone advise me on the practicalities:  what are the two accounts for 
> these types of transactions?  I understand double-entry accounting; I just 
> can’t seem to work out what the right mix is for these…
> 
> Thank you,
> Marc Johanssón.




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Re: company invoices from director - Accounts Payable

[Maf. King]

On Sunday, 30 July 2017 20:02:43 BST Finance (Marc) wrote:
> Ah; thank you, Donald!
> 
> So, to confirm, the two "halves" of the equation are "Loan from so-and-so"
> and the relaxant Expense account?
> 
> It's all clear when you know how!
> – Marc.

Sounds right to me - it is what I've done for years.  But IANAA.

0.02
Maf.


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Finishing a reconciliation asks me to transfer funds.

[aegross]

GC version: 2.6.17
Mac OS version: 10.12.5

I have been using GC since 2.6.14.  I have noticed the following behavior
since 2.6.15.   After performing an account reconciliation and clicking on
the "finish" button, I will be taken to the "transfer funds" dialogue box. 
It's not a big deal as I cancel out.  Anyone else seeing this?  And even if
they aren't, likely this is a GTK issue and not a GC issue?

Kind regards,
Andrew Gross 



--
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http://gnucash.1415818.n4.nabble.com/Finishing-a-reconciliation-asks-me-to-transfer-funds-tp4692942.html
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fuzzy text in the register

[David Reiser]

I recently bought a retina iMac (approx. 217 dpi). The text in the register 
looks like it has anti-aliasing problems from 20 years ago. While it is 
readable, it is ugly and distracting.

The interface elements — icon labels, tab labels, Totals bar, and status bar— 
all render perfectly sharp.

I can change the font with .gtkrc-2.0.gnucash, but that doesn’t help much.

Is there some other setting I can invoke in the gtkrc file to get better font 
rendering in the register?

gnucash 2.6.17
macOS 10.12.6

--
Dave Reiser
dbrei...@icloud.com





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Re: Finishing a reconciliation asks me to transfer funds.

[David Reiser]

> On Jul 30, 2017, at 6:03 PM, aegross  wrote:
> 
> GC version: 2.6.17
> Mac OS version: 10.12.5
> 
> I have been using GC since 2.6.14.  I have noticed the following behavior
> since 2.6.15.   After performing an account reconciliation and clicking on
> the "finish" button, I will be taken to the "transfer funds" dialogue box. 
> It's not a big deal as I cancel out.  Anyone else seeing this?  And even if
> they aren't, likely this is a GTK issue and not a GC issue?
> 
> Kind regards,
> Andrew Gross 
> 

Try changing the settings in Gnucash>Preferences>Register>Reconciling.

If you are reconciling a credit card account, the option to have “Automatic 
credit card payment” will have the behavior you describe. 
--
Dave Reiser
dbrei...@icloud.com




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Re: Finishing a reconciliation asks me to transfer funds.

[Dave H]

Check your preferences 

[image: Inline images 1]

On 31 July 2017 at 08:03, aegross  wrote:

> GC version: 2.6.17
> Mac OS version: 10.12.5
>
> I have been using GC since 2.6.14.  I have noticed the following behavior
> since 2.6.15.   After performing an account reconciliation and clicking on
> the "finish" button, I will be taken to the "transfer funds" dialogue box.
> It's not a big deal as I cancel out.  Anyone else seeing this?  And even if
> they aren't, likely this is a GTK issue and not a GC issue?
>
> Kind regards,
> Andrew Gross
>
>
>
> --
> View this message in context: http://gnucash.1415818.n4.
> nabble.com/Finishing-a-reconciliation-asks-me-to-
> transfer-funds-tp4692942.html
> Sent from the GnuCash - User mailing list archive at Nabble.com.
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Re: Finishing a reconciliation asks me to transfer funds.

[Andrew Gross]

Understood. And fixed.  Thank you!

Regards,
Andrew Gross

On Sun, Jul 30, 2017 at 6:13 PM, David Reiser  wrote:

>
> > On Jul 30, 2017, at 6:03 PM, aegross  wrote:
> >
> > GC version: 2.6.17
> > Mac OS version: 10.12.5
> >
> > I have been using GC since 2.6.14.  I have noticed the following behavior
> > since 2.6.15.   After performing an account reconciliation and clicking
> on
> > the "finish" button, I will be taken to the "transfer funds" dialogue
> box.
> > It's not a big deal as I cancel out.  Anyone else seeing this?  And even
> if
> > they aren't, likely this is a GTK issue and not a GC issue?
> >
> > Kind regards,
> > Andrew Gross
> >
>
> Try changing the settings in Gnucash>Preferences>Register>Reconciling.
>
> If you are reconciling a credit card account, the option to have
> “Automatic credit card payment” will have the behavior you describe.
> --
> Dave Reiser
> dbrei...@icloud.com
>
>
>
>
>
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Re: population

[Christine Maloney via gnucash-user]

Hello

Whenever I try and get a report for the trial balance it produces itself
without being populated with amounts although all the accounts are there.
Could you let me know what I am doing wrong please.

Thank you

Christine 



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Re: company invoices from director - Accounts Payable

[DaveC49]

Hi Marc,

Don has answered your first question fairly completely. Whether you treat
payments you have made on behalf of the company as a loan or a contribution
to equity really depends on your intention to pay back the amounts and the
timescale on which you intend to do it. 

If it ASAP (e.g. you are just waiting for the cash from a startup loan/bank
account to the company to come through), treat it as a loan to the company.
If however you expect it to be some time before you can recover the amounts,
then it would make more sense to consider the payments as a contribution to
equity.

Although you could record what the company owes you by raising an invoice
and treating yourself as a creditor of the company, it would be reasonable
practice to simply set up a Liability:LoansFromDirector account to record
the transactions as Don was suggesting and then simply recording the
repayment of funds as a payment of the loan (i.e. a debit entry to the
liability:loan acoount and a corresponding credit entry to the company's
bank account).  If instead you had recorded it as a contribution to equity
you would have a similar transaction on the relevant equity account when you
withdraw the funds.

If you do raise an invoice (Bill to the company) it is automaticlly posted
to the Accounts Payable when posted. The account for the other split would
be the Liability:LoanFromDirector account or Equity:Director'sContribution
depending on which choice you made about recording the loan.

In Australia, I know it is possible for Director's loans to a company to be
secured in much the same sense that a bank loan to the company would be
secured, but this requires specific action to take out a security at the
time the funds are advanced to the company to register it on a government
securites register.

This would provide you with security in the event of liquidation of the
company as you would be treated as a secure creditor by the liquidators.
Whether this is also the case in Scotland will depend on local legislation
so if this is an issue with funds of any significance involved, it would be
advisable to consult a local accountant. 

David Cousens.



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Re: population

[John Ralls]

> On Jul 30, 2017, at 11:39 PM, Christine Maloney via gnucash-user 
>  wrote:
> 
> Hello
> 
> Whenever I try and get a report for the trial balance it produces itself
> without being populated with amounts although all the accounts are there.
> Could you let me know what I am doing wrong please.
> 
> Thank you

Does the date shown in the title cover the transactions you've created?

Regards,
John Ralls

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Re: fuzzy text in the register

[John Ralls]

> On Jul 30, 2017, at 11:08 PM, David Reiser  wrote:
> 
> I recently bought a retina iMac (approx. 217 dpi). The text in the register 
> looks like it has anti-aliasing problems from 20 years ago. While it is 
> readable, it is ugly and distracting.
> 
> The interface elements — icon labels, tab labels, Totals bar, and status bar— 
> all render perfectly sharp.
> 
> I can change the font with .gtkrc-2.0.gnucash, but that doesn’t help much.
> 
> Is there some other setting I can invoke in the gtkrc file to get better font 
> rendering in the register?

I haven't noticed that problem on my late 2014 MBP Retina, but it's in 
California and I'm in Europe for the next month with my 2010 MBA so I can't 
look at it. The best I can suggest at the moment is to make sure that you use a 
font from Font Book and not a FontConfig font. I can also offer hope that the 
next major version of GnuCash will use Gtk3 instead of Gtk2 and will therefore 
have much better HiDPI support.

Regards,
John Ralls
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