Thanks Adrian. You zeroed in on the issue.
This particular entity is reporting on a cash basis... not accrual.And, sadly,
in this case using Invoices that were posted and paid to vendors won't get the
entire picture as some incidental purchases/expenses were paid without posting
an invoice from the vendor...But, in both cases... they do show up in expenses.
So, I guess we are stuck with a lot of work to figure this out.I will read your
last reply more carefully this weekend and see if I discover any hint's to make
it easier.Thanks again for the help.
On Friday, September 11, 2020, 6:11:54 PM EDT, Adrien Monteleone
<adrien.montele...@lusfiber.net> wrote:
Ah, are you using the Business features and you want to only show those
expenses (from invoices) that are paid?
That's a tougher call.
With accrual accounting, you book expenses when incurred, not
necessarily when paid. That transaction is separate from the payment.
Paying a vendor may or may not completely cover any particular line item
expense. The idea with accruals isn't just following the Recognition
Principle, but also separating the concept of paying expenses
individually. (you might be so lucky, but likely not)
So you can either track each expense and if it is paid, or you can track
if you've paid invoices, but not really both, at least not without lots
of work.
This would be similar to a credit card. You purchase using the card as
payment. The expense is realized right away though technically you
didn't pay for them, you used a line of credit. (similar to with vendors)
When you do make payment, you track the balance of the account as a
whole, not each individual use of the credit line.
It is of course possible to see what invoices have been paid and with
what payment transactions. Use the Vendor Report. You can run it
directly and choose a vendor, or Run the Payables Aging report, then
click the total amount for that Vendor (not their name) and you'll get
the Vendor report for that vendor. I keep a Payables Aging tab open at
all times and just click to run their reports as needed. (same for
Receivables)
You can go to Options and turn on Display Columns > Links > 'Simple' or
'Detailed' as desired to see the payment transaction links to each
invoice. (and vice versa)
From there, you can pull up those paid (or unpaid) invoices to see what
was covered by payments.
That sounds daunting at first, but there is a slight bit of time saving
that is possible here, though it requires some spreadsheet KungFu:
#1 - you need to not 'accumulate splits' when posting bills. This means
that each line item on the bill will show up in the AP and associated
expense registers rather than being consolidated. (so if you had
multiple line items for 'supplies' each line would show up, rather than
just one split for supplies)
#2 - Export/Copy-Paste that Transaction Report to a spreadsheet
#3 - Do the same for the Vendor Report in another sheet in the same
workbook.
#4 - Either on the Transaction Report sheet, or a 3rd sheet, write some
IF statement formulas (or SUMIF forumals) to show you only expense
splits that have matching payments for their bills (or do not) as
desired. Note, the bill numbers should show up next to the date as the
NUM field. (you might have to make this visible in the Transaction
Report when you run it)
----
For any expenses not paid through Bills, you then have to check to see
if you made credit card payments, or you can check to see if paid by
Checking or Cash and then include them in the summary data.
----
Another option is to learn Scheme and design this report from within
GnuCash, or hire someone to do so. But I'd first play with spreadsheets
so you see exactly how the data appears and the minimum parts of it you
need to make the determination.
----
You can narrow down your expense list by filtering the Accounts used for
the Transaction Report to only include transactions that also include
say Checking or Cash, then you know those are paid.
A separate report could show you expenses that also include AP, so you
know those are Bills.
A third could show you expenses that also include credit card accounts,
so you know you'd have to handle those accordingly.
Regards,
Adrien
On 9/11/20 4:16 PM, Fran_3 via gnucash-user wrote:
> How can I limit the report to "Paid Expenses" during the period?
> Thanks
>
> On Friday, September 11, 2020, 3:43:40 PM EDT, Adrien Monteleone
><adrien.montele...@lusfiber.net> wrote:
>
> Use the Income Statement (Profit & Loss) but only select Expense
> accounts. Set your date range as desired in the General tab. You can
> then click the account links to examine which transactions were
> affecting the report.
>
> If you instead want just a list of individual transactions, run the
> Transaction report with those same options. (choose only expense
> accounts and then set dates accordingly)
>
> The Transaction report also lets you group them, so you can group by
> Payee (description) or by Month for example.
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