Re: [GNC] Expense accounts in bills
Derek, Thanks for this. I have now had a play with my set-up (or rather a copy of it) and see that I need to change my work flow. I think I'm going to work on that and then close the books at the end of the season and start afresh in the new season with what I hope will be a better set-up. Thanks for your guidance with this. David On Fri, 15 Mar 2019 at 19:31, Derek Atkins wrote: > > David, > > You are doing it all wrong. > > You have two choices: Use Business Features or Not. > > If you choose NOT to use the business features, then create a set of ASSET > accounts of the form you have, one account for each member. If you are > NOT using the business features, then you MUST NOT use A/R and A/P type > accounts. When you invoice a member, it's a transfer from Income:Dues to > the specific member Asset account. Then when they pay, it's a transfer > from their Asset to Assets:Checking. > > If you choose to use the business features, then you DO NOT need the whole > hierarchy of accounts. You only need pone A/R account. You set up each > member as a customer, and then to bill them create an invoice with a > line-item to Income:Dues, and then post the invoice to your A/R account. > Then when you're done, process payment to transfer from A/R to Checking. > > I suggest you revert to a backup before you set this up and start over. > It'll be easier than trying to clean up. Alternately, you can unpost all > your invoices, then go through all your A/R accounts and remove all > transactions, then delete all your A/R accounts except the top-level. > Then you can re-post. > > Hope this helps. > > -derek > > > On Fri, March 15, 2019 3:03 pm, david whiting wrote: > > Thanks. Unfortunately I can't move transactions to an account that is > > of a different type. If I create a new account with type Asset, it > > doesn't show up in the list of accounts that I can move the > > transactions to. If I change the type AR, it appears, but then once I > > have moved the transactions, I can't change it back to type Asset. So > > I think I'm stuck. > > > > David > > > > On Fri, 15 Mar 2019 at 09:54, Adrien Monteleone > > wrote: > >> > >> Probably because they contain transactions. You should be able to > >> re-assign the type to any that are empty. > >> > >> Note, you shouldn’t need to manually migrate the transactions, as you > >> delete the errant accounts, GnuCash should prompt on where to move the > >> transactions. Simply select the proper account(s) in that dialog. > >> > >> Regards, > >> Adrien > >> > >> > On Mar 15, 2019, at 2:47 AM, david whiting > >> wrote: > >> > > >> > Ah, yes, you are correct. The accounts I can see are assets and the > >> > other are A/R. The problem I now have is that I don't seem to be able > >> > to change the account type from A/R to asset now that they have been > >> > created as A/R. Looks I might have to create new accounts and migrate > >> > each transaction across, which is going to take some time. > >> > > >> > Thanks for your help. > >> > > >> > David > >> > > >> > On Thu, 14 Mar 2019 at 22:04, Adrien Monteleone > >> > wrote: > >> >> > >> >> When I’ve had issues in the past with accounts not showing up in the > >> Business Features like this, it was due to their type not being > >> correct. > >> >> > >> >> They should all be of type Asset, *not* type Accounts Receivable. > >> (but you can certainly make them children of A/R or better yet, > >> create an ‘Other A/R’ account and make them children of that. The > >> main A/R account is special) > >> >> > >> >> Check the type on the ones that are showing up and a few that aren’t. > >> This is likely the issue. > >> >> > >> >> Regards, > >> >> Adrien > >> >> > >> >>> On Mar 14, 2019, at 4:11 PM, david whiting > >> wrote: > >> >>> > >> >>> Hi, > >> >>> > >> >>> Gnucash Version: 3.3 > >> >>> Build ID: 3.3+ (2018-09-29) > >> >>> Ubuntu 18.10 > >> >>> > >> >>> I'm using gnucash for a community club where we have members who I > >> >>> represent in gnucash as Assets:Accounts Receivable:Members:Firstname > >> >>> Lastname > >> >>> > >> >>> I need to create bills for members and wish to select the relevent > >> >>> account receivable in the Expense portion of the bill, i.e. it is an > >> >>> expense for the member and not for the club. However, very few of > >> the > >> >>> accounts receivable show up in the selection box. I have got around > >> >>> this by creating a spreadsheet that I then import to create the > >> bills, > >> >>> but it means that I need to do extra work to keep that spreadsheet > >> up > >> >>> to date when new members join. > >> >>> > >> >>> Is there a limit on the number of accounts that can appear in the > >> >>> selection box? Is there any other reason why only a handful of the > >> >>> 300+ members show up? > >> >>> > >> >>> Thanks. > >> >>> > >> >>> David > >> >>> -- > >> >>> David Whiting > >> >> > >> >> > >> >> ___ > >> >> gnucash-user mailing list > >> >>
Re: [GNC] Expense accounts in bills
David, You are doing it all wrong. You have two choices: Use Business Features or Not. If you choose NOT to use the business features, then create a set of ASSET accounts of the form you have, one account for each member. If you are NOT using the business features, then you MUST NOT use A/R and A/P type accounts. When you invoice a member, it's a transfer from Income:Dues to the specific member Asset account. Then when they pay, it's a transfer from their Asset to Assets:Checking. If you choose to use the business features, then you DO NOT need the whole hierarchy of accounts. You only need pone A/R account. You set up each member as a customer, and then to bill them create an invoice with a line-item to Income:Dues, and then post the invoice to your A/R account. Then when you're done, process payment to transfer from A/R to Checking. I suggest you revert to a backup before you set this up and start over. It'll be easier than trying to clean up. Alternately, you can unpost all your invoices, then go through all your A/R accounts and remove all transactions, then delete all your A/R accounts except the top-level. Then you can re-post. Hope this helps. -derek On Fri, March 15, 2019 3:03 pm, david whiting wrote: > Thanks. Unfortunately I can't move transactions to an account that is > of a different type. If I create a new account with type Asset, it > doesn't show up in the list of accounts that I can move the > transactions to. If I change the type AR, it appears, but then once I > have moved the transactions, I can't change it back to type Asset. So > I think I'm stuck. > > David > > On Fri, 15 Mar 2019 at 09:54, Adrien Monteleone > wrote: >> >> Probably because they contain transactions. You should be able to >> re-assign the type to any that are empty. >> >> Note, you shouldn’t need to manually migrate the transactions, as you >> delete the errant accounts, GnuCash should prompt on where to move the >> transactions. Simply select the proper account(s) in that dialog. >> >> Regards, >> Adrien >> >> > On Mar 15, 2019, at 2:47 AM, david whiting >> wrote: >> > >> > Ah, yes, you are correct. The accounts I can see are assets and the >> > other are A/R. The problem I now have is that I don't seem to be able >> > to change the account type from A/R to asset now that they have been >> > created as A/R. Looks I might have to create new accounts and migrate >> > each transaction across, which is going to take some time. >> > >> > Thanks for your help. >> > >> > David >> > >> > On Thu, 14 Mar 2019 at 22:04, Adrien Monteleone >> > wrote: >> >> >> >> When I’ve had issues in the past with accounts not showing up in the >> Business Features like this, it was due to their type not being >> correct. >> >> >> >> They should all be of type Asset, *not* type Accounts Receivable. >> (but you can certainly make them children of A/R or better yet, >> create an ‘Other A/R’ account and make them children of that. The >> main A/R account is special) >> >> >> >> Check the type on the ones that are showing up and a few that aren’t. >> This is likely the issue. >> >> >> >> Regards, >> >> Adrien >> >> >> >>> On Mar 14, 2019, at 4:11 PM, david whiting >> wrote: >> >>> >> >>> Hi, >> >>> >> >>> Gnucash Version: 3.3 >> >>> Build ID: 3.3+ (2018-09-29) >> >>> Ubuntu 18.10 >> >>> >> >>> I'm using gnucash for a community club where we have members who I >> >>> represent in gnucash as Assets:Accounts Receivable:Members:Firstname >> >>> Lastname >> >>> >> >>> I need to create bills for members and wish to select the relevent >> >>> account receivable in the Expense portion of the bill, i.e. it is an >> >>> expense for the member and not for the club. However, very few of >> the >> >>> accounts receivable show up in the selection box. I have got around >> >>> this by creating a spreadsheet that I then import to create the >> bills, >> >>> but it means that I need to do extra work to keep that spreadsheet >> up >> >>> to date when new members join. >> >>> >> >>> Is there a limit on the number of accounts that can appear in the >> >>> selection box? Is there any other reason why only a handful of the >> >>> 300+ members show up? >> >>> >> >>> Thanks. >> >>> >> >>> David >> >>> -- >> >>> David Whiting >> >> >> >> >> >> ___ >> >> 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. >> > >> > >> > >> > -- >> > David Whiting >> > >> >> >> ___ >> gnucash-user mailing list >> gnucash-user@gnucash.org >> To update your subscription preferences or to unsubscribe: >>
Re: [GNC] Expense accounts in bills
Hmm.. That stinks. Perhaps an export, delete the A/R types, create Asset type accounts, then re-import? Since the transactions would have the same account name, that might work. I think you get to map them anyway in the importer. Other than that, it looks like you have quite a lot of work ahead. Regards, Adrien > On Mar 15, 2019, at 2:03 PM, david whiting wrote: > > Thanks. Unfortunately I can't move transactions to an account that is > of a different type. If I create a new account with type Asset, it > doesn't show up in the list of accounts that I can move the > transactions to. If I change the type AR, it appears, but then once I > have moved the transactions, I can't change it back to type Asset. So > I think I'm stuck. > > David > > On Fri, 15 Mar 2019 at 09:54, Adrien Monteleone > wrote: >> >> Probably because they contain transactions. You should be able to re-assign >> the type to any that are empty. >> >> Note, you shouldn’t need to manually migrate the transactions, as you delete >> the errant accounts, GnuCash should prompt on where to move the >> transactions. Simply select the proper account(s) in that dialog. >> >> Regards, >> Adrien >> >>> On Mar 15, 2019, at 2:47 AM, david whiting wrote: >>> >>> Ah, yes, you are correct. The accounts I can see are assets and the >>> other are A/R. The problem I now have is that I don't seem to be able >>> to change the account type from A/R to asset now that they have been >>> created as A/R. Looks I might have to create new accounts and migrate >>> each transaction across, which is going to take some time. >>> >>> Thanks for your help. >>> >>> David >>> >>> On Thu, 14 Mar 2019 at 22:04, Adrien Monteleone >>> wrote: When I’ve had issues in the past with accounts not showing up in the Business Features like this, it was due to their type not being correct. They should all be of type Asset, *not* type Accounts Receivable. (but you can certainly make them children of A/R or better yet, create an ‘Other A/R’ account and make them children of that. The main A/R account is special) Check the type on the ones that are showing up and a few that aren’t. This is likely the issue. Regards, Adrien > On Mar 14, 2019, at 4:11 PM, david whiting > wrote: > > Hi, > > Gnucash Version: 3.3 > Build ID: 3.3+ (2018-09-29) > Ubuntu 18.10 > > I'm using gnucash for a community club where we have members who I > represent in gnucash as Assets:Accounts Receivable:Members:Firstname > Lastname > > I need to create bills for members and wish to select the relevent > account receivable in the Expense portion of the bill, i.e. it is an > expense for the member and not for the club. However, very few of the > accounts receivable show up in the selection box. I have got around > this by creating a spreadsheet that I then import to create the bills, > but it means that I need to do extra work to keep that spreadsheet up > to date when new members join. > > Is there a limit on the number of accounts that can appear in the > selection box? Is there any other reason why only a handful of the > 300+ members show up? > > Thanks. > > David > -- > David Whiting ___ 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. >>> >>> >>> >>> -- >>> David Whiting >>> >> >> >> ___ >> 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. > > > > -- > David Whiting > ___ 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.
Re: [GNC] Expense accounts in bills
Thanks. Unfortunately I can't move transactions to an account that is of a different type. If I create a new account with type Asset, it doesn't show up in the list of accounts that I can move the transactions to. If I change the type AR, it appears, but then once I have moved the transactions, I can't change it back to type Asset. So I think I'm stuck. David On Fri, 15 Mar 2019 at 09:54, Adrien Monteleone wrote: > > Probably because they contain transactions. You should be able to re-assign > the type to any that are empty. > > Note, you shouldn’t need to manually migrate the transactions, as you delete > the errant accounts, GnuCash should prompt on where to move the transactions. > Simply select the proper account(s) in that dialog. > > Regards, > Adrien > > > On Mar 15, 2019, at 2:47 AM, david whiting wrote: > > > > Ah, yes, you are correct. The accounts I can see are assets and the > > other are A/R. The problem I now have is that I don't seem to be able > > to change the account type from A/R to asset now that they have been > > created as A/R. Looks I might have to create new accounts and migrate > > each transaction across, which is going to take some time. > > > > Thanks for your help. > > > > David > > > > On Thu, 14 Mar 2019 at 22:04, Adrien Monteleone > > wrote: > >> > >> When I’ve had issues in the past with accounts not showing up in the > >> Business Features like this, it was due to their type not being correct. > >> > >> They should all be of type Asset, *not* type Accounts Receivable. (but you > >> can certainly make them children of A/R or better yet, create an ‘Other > >> A/R’ account and make them children of that. The main A/R account is > >> special) > >> > >> Check the type on the ones that are showing up and a few that aren’t. This > >> is likely the issue. > >> > >> Regards, > >> Adrien > >> > >>> On Mar 14, 2019, at 4:11 PM, david whiting > >>> wrote: > >>> > >>> Hi, > >>> > >>> Gnucash Version: 3.3 > >>> Build ID: 3.3+ (2018-09-29) > >>> Ubuntu 18.10 > >>> > >>> I'm using gnucash for a community club where we have members who I > >>> represent in gnucash as Assets:Accounts Receivable:Members:Firstname > >>> Lastname > >>> > >>> I need to create bills for members and wish to select the relevent > >>> account receivable in the Expense portion of the bill, i.e. it is an > >>> expense for the member and not for the club. However, very few of the > >>> accounts receivable show up in the selection box. I have got around > >>> this by creating a spreadsheet that I then import to create the bills, > >>> but it means that I need to do extra work to keep that spreadsheet up > >>> to date when new members join. > >>> > >>> Is there a limit on the number of accounts that can appear in the > >>> selection box? Is there any other reason why only a handful of the > >>> 300+ members show up? > >>> > >>> Thanks. > >>> > >>> David > >>> -- > >>> David Whiting > >> > >> > >> ___ > >> 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. > > > > > > > > -- > > David Whiting > > > > > ___ > 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. -- David Whiting ___ 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.
Re: [GNC] Expense accounts in bills
Probably because they contain transactions. You should be able to re-assign the type to any that are empty. Note, you shouldn’t need to manually migrate the transactions, as you delete the errant accounts, GnuCash should prompt on where to move the transactions. Simply select the proper account(s) in that dialog. Regards, Adrien > On Mar 15, 2019, at 2:47 AM, david whiting wrote: > > Ah, yes, you are correct. The accounts I can see are assets and the > other are A/R. The problem I now have is that I don't seem to be able > to change the account type from A/R to asset now that they have been > created as A/R. Looks I might have to create new accounts and migrate > each transaction across, which is going to take some time. > > Thanks for your help. > > David > > On Thu, 14 Mar 2019 at 22:04, Adrien Monteleone > wrote: >> >> When I’ve had issues in the past with accounts not showing up in the >> Business Features like this, it was due to their type not being correct. >> >> They should all be of type Asset, *not* type Accounts Receivable. (but you >> can certainly make them children of A/R or better yet, create an ‘Other A/R’ >> account and make them children of that. The main A/R account is special) >> >> Check the type on the ones that are showing up and a few that aren’t. This >> is likely the issue. >> >> Regards, >> Adrien >> >>> On Mar 14, 2019, at 4:11 PM, david whiting wrote: >>> >>> Hi, >>> >>> Gnucash Version: 3.3 >>> Build ID: 3.3+ (2018-09-29) >>> Ubuntu 18.10 >>> >>> I'm using gnucash for a community club where we have members who I >>> represent in gnucash as Assets:Accounts Receivable:Members:Firstname >>> Lastname >>> >>> I need to create bills for members and wish to select the relevent >>> account receivable in the Expense portion of the bill, i.e. it is an >>> expense for the member and not for the club. However, very few of the >>> accounts receivable show up in the selection box. I have got around >>> this by creating a spreadsheet that I then import to create the bills, >>> but it means that I need to do extra work to keep that spreadsheet up >>> to date when new members join. >>> >>> Is there a limit on the number of accounts that can appear in the >>> selection box? Is there any other reason why only a handful of the >>> 300+ members show up? >>> >>> Thanks. >>> >>> David >>> -- >>> David Whiting >> >> >> ___ >> 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. > > > > -- > David Whiting > ___ 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.
Re: [GNC] Expense accounts in bills
Ah, yes, you are correct. The accounts I can see are assets and the other are A/R. The problem I now have is that I don't seem to be able to change the account type from A/R to asset now that they have been created as A/R. Looks I might have to create new accounts and migrate each transaction across, which is going to take some time. Thanks for your help. David On Thu, 14 Mar 2019 at 22:04, Adrien Monteleone wrote: > > When I’ve had issues in the past with accounts not showing up in the Business > Features like this, it was due to their type not being correct. > > They should all be of type Asset, *not* type Accounts Receivable. (but you > can certainly make them children of A/R or better yet, create an ‘Other A/R’ > account and make them children of that. The main A/R account is special) > > Check the type on the ones that are showing up and a few that aren’t. This is > likely the issue. > > Regards, > Adrien > > > On Mar 14, 2019, at 4:11 PM, david whiting wrote: > > > > Hi, > > > > Gnucash Version: 3.3 > > Build ID: 3.3+ (2018-09-29) > > Ubuntu 18.10 > > > > I'm using gnucash for a community club where we have members who I > > represent in gnucash as Assets:Accounts Receivable:Members:Firstname > > Lastname > > > > I need to create bills for members and wish to select the relevent > > account receivable in the Expense portion of the bill, i.e. it is an > > expense for the member and not for the club. However, very few of the > > accounts receivable show up in the selection box. I have got around > > this by creating a spreadsheet that I then import to create the bills, > > but it means that I need to do extra work to keep that spreadsheet up > > to date when new members join. > > > > Is there a limit on the number of accounts that can appear in the > > selection box? Is there any other reason why only a handful of the > > 300+ members show up? > > > > Thanks. > > > > David > > -- > > David Whiting > > > ___ > 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. -- David Whiting ___ 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.
Re: [GNC] Expense accounts in bills
When I’ve had issues in the past with accounts not showing up in the Business Features like this, it was due to their type not being correct. They should all be of type Asset, *not* type Accounts Receivable. (but you can certainly make them children of A/R or better yet, create an ‘Other A/R’ account and make them children of that. The main A/R account is special) Check the type on the ones that are showing up and a few that aren’t. This is likely the issue. Regards, Adrien > On Mar 14, 2019, at 4:11 PM, david whiting wrote: > > Hi, > > Gnucash Version: 3.3 > Build ID: 3.3+ (2018-09-29) > Ubuntu 18.10 > > I'm using gnucash for a community club where we have members who I > represent in gnucash as Assets:Accounts Receivable:Members:Firstname > Lastname > > I need to create bills for members and wish to select the relevent > account receivable in the Expense portion of the bill, i.e. it is an > expense for the member and not for the club. However, very few of the > accounts receivable show up in the selection box. I have got around > this by creating a spreadsheet that I then import to create the bills, > but it means that I need to do extra work to keep that spreadsheet up > to date when new members join. > > Is there a limit on the number of accounts that can appear in the > selection box? Is there any other reason why only a handful of the > 300+ members show up? > > Thanks. > > David > -- > David Whiting ___ 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.
