[GNC] New User - Unique Transaction Number & Dates

[Mardem via gnucash-user]

Hello guys,

I have decided to give GnuCash a try for a small business that just started
to do the accounting (less than 20 transactions the 1st year).

The first thing that I noticed is that I cant have a unique number for each
transaction (that I will write on the hard copy i.e. invoice). This is very
strange to me being an accountant for 7 years now.

I also need to remember where I  have added my last transaction number in
order to continue from there since every time I click a new account I can
see the transactions related to that account.

How you guys tackle this problem? 

Does the software have a place where I can see all the transactions I have
entered from number 1 to the last?

Another thing I noticed is that the software accepts any date (i.e. 2019,
2018). I have chosen in the preference that my accounting year is 01/01/2019
- 31/12/2019 but then I have added a transaction in 2018 without any problem
and then I couldn't see it in the Trial Balance. Is there a way to get a
pop-up to warn me when I add a transaction in a different year?

Overall the software provides some great features for free, but the unique
number per transaction its a big problem for me.

I would like to see how you deal with this problem.

Thank you,
Marinos






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Re: [GNC] New User - Unique Transaction Number & Dates

[Christopher Lam]

On Mon, 2 Mar 2020 at 09:20, Mardem via gnucash-user <
gnucash-user@gnucash.org> wrote:

> Hello guys,
> The first thing that I noticed is that I cant have a unique number for each
> transaction (that I will write on the hard copy i.e. invoice). This is very
> strange to me being an accountant for 7 years now.

I also need to remember where I  have added my last transaction number in
> order to continue from there since every time I click a new account I can
> see the transactions related to that account.
> How you guys tackle this problem?
>

You mean the Num field? You *can* have a counter: in the register, after
setting the date, press TAB to reach the Num field, and press + (or =) to
set Num to the next number.
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Re: [GNC] New User - Unique Transaction Number & Dates

[David Carlson]

You can use Tools > General Ledger to see all transactions in one place.
You will have to change View > Filter by... to Select Range > Earliest to
see more than the last 30 days or so.  Use Filter > Sort By  > Number to
check the last number used. You can check Save Filter if you want GnuCash
to remember your choice.

There is nothing to put a hard limit to the date range of a new
transaction.  There are tricks such as using the Reconcile feature and
entering periodic transactions noting, say,  balance as of a date to make
errors easier to spot.

I seem to recall there being a setting for a warning if entering a
transaction date before some value, but now I cannot find it.  Perhaps
another user can help with that.

David Carlson

On Mon, Mar 2, 2020 at 4:28 AM Christopher Lam 
wrote:

> On Mon, 2 Mar 2020 at 09:20, Mardem via gnucash-user <
> gnucash-user@gnucash.org> wrote:
>
> > Hello guys,
> > The first thing that I noticed is that I cant have a unique number for
> each
> > transaction (that I will write on the hard copy i.e. invoice). This is
> very
> > strange to me being an accountant for 7 years now.
>
> I also need to remember where I  have added my last transaction number in
> > order to continue from there since every time I click a new account I can
> > see the transactions related to that account.
> > How you guys tackle this problem?
> >
>
> You mean the Num field? You *can* have a counter: in the register, after
> setting the date, press TAB to reach the Num field, and press + (or =) to
> set Num to the next number.
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>


-- 
David Carlson
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Re: [GNC] New User - Unique Transaction Number & Dates

[Stan Brown]

David, you may be thinking of File » Properties » Accounts » Day
Threshold for Read-Only Transactions (red-line).

I'm not sure why the developers thought it would be a good idea to do
this as a number of days in the past instead of a date in the past, but
they did. It means that if you want, say, to prevent yourself from
accidentally changing something in last year's transactions, or
accidentally entering a new transaction with last year's date, you have
to change the red-line every single day that you use GnuCash.

-- 
Regards,
Stan Brown
Tompkins County, New York, USA
https://BrownMath.com
http://OakRoadSystems.com

On 2020-03-02 10:32, David Carlson wrote:
> I seem to recall there being a setting for a warning if entering a
> transaction date before some value, but now I cannot find it.  Perhaps
> another user can help with that.
> 
> David Carlson
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Re: [GNC] New User - Unique Transaction Number & Dates

[Mardem via gnucash-user]

Thank you guys for the prompt reply. I have also received an email that a
person named Michael Hendry replied but I can't see his reply now.

I have used the filters in General Journal and now I can see all my
transactions if I want which is great and helps with numbering each
transaction.

One last thing, when I tried to enter the amount of a transaction in General
Ledger (or General Report) I got the below picture and I cant proceed.

 

Why this pop-up? I have selected my currency to be EURO when I set up my
business and I can't see anywhere that I have pressed to record in another
currency.



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Re: [GNC] New User - Unique Transaction Number & Dates

[Adrien Monteleone]

One of the accounts you are trying to use may have been inadvertently set to 
GBP. From the Accounts tab, click the arrow at the far right of the header bar 
and check off to show ‘commodity’. This will add a column showing you the 
currency assignments for all accounts. (be sure to expand any that are 
collapsed)

I’d suspect you tried to enter a transaction between two accounts, one of which 
was EUR and one which was GBP. Accounts can be denominated in currencies 
independent of the main book currency. To fix an errant account, simple select 
it and click the Edit button on the toolbar (or the Edit entry in the 
right-click menu) and change the currency to EUR. You can re-hide the commodity 
column if you no longer need it.

Also check Preferences > Accounts and make sure Default Currency is set to 
Locale which should be EUR, unless your OS has a different local currency set. 
In that case, either change it from the OS, or use the ‘Choose’ option to make 
it different from the OS. When you create a new account, it will default to 
using the currency based on this setting. (but can always be changed manually)

Regards,
Adrien



> On Mar 2, 2020 w10d62, at 12:39 PM, Mardem via gnucash-user 
>  wrote:
> 
> Thank you guys for the prompt reply. I have also received an email that a
> person named Michael Hendry replied but I can't see his reply now.
> 
> I have used the filters in General Journal and now I can see all my
> transactions if I want which is great and helps with numbering each
> transaction.
> 
> One last thing, when I tried to enter the amount of a transaction in General
> Ledger (or General Report) I got the below picture and I cant proceed.
> 
>  
> 
> Why this pop-up? I have selected my currency to be EURO when I set up my
> business and I can't see anywhere that I have pressed to record in another
> currency.


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Re: [GNC] New User - Unique Transaction Number & Dates

[Derek Atkins]

Hi Stan,

Sorry to respond to an old message, but I'm catching up on ~2 months of
mail when I was heads-down on other projects..

Stan Brown  writes:

> David, you may be thinking of File » Properties » Accounts » Day
> Threshold for Read-Only Transactions (red-line).
>
> I'm not sure why the developers thought it would be a good idea to do
> this as a number of days in the past instead of a date in the past, but
> they did. It means that if you want, say, to prevent yourself from
> accidentally changing something in last year's transactions, or
> accidentally entering a new transaction with last year's date, you have
> to change the red-line every single day that you use GnuCash.

The idea is that you probably never want to enter transactions more than
e.g. 90 days old.  The devs decided this is a more common desire than
"don't enter last year".  If you set a fixed date then you need to
remember to change it all the time, whereas with a days-setting you can
set it and forget it.

If you're someone who enters transactions once a year, then yes, this
might be a bit more problematic.  If you enter transactions once a week,
this makes much more sense.

Hope this explains the reasoning.

Enjoy!

-derek

-- 
   Derek Atkins 617-623-3745
   de...@ihtfp.com www.ihtfp.com
   Computer and Internet Security Consultant
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