Your problem is in assigning the whole $100 to your expense account. Also
recording the amount reimbursable by the second organization as income is not
optimum. You are not adding value (which would be income) simply being
reimbursed for your outlay on behalf of the other organisation. You might like
to try something like the following:
Initial Purchase:
Dr Cr
Asset: Bank 100
Expense: Widgets 50
Asset: Reimbursable 50
Issue of Invoice to other organisation:
Dr Cr
Asset: Accounts Receivable 50
Asset: Reimbursable 50
Receipt of Paymentfrom other organisation:
Dr Cr
Asset:Bank 50
Asset: Accounts Receivable 50
David Cousens
On Wed, 2021-11-17 at 22:06 -0500, GnuCash Charity User wrote:
> Hi
>
> I took a quick search of the archives, but haven't found a clear answer to
> the situation I'm encountering. I apologize in advance if this question has
> been asked before.
>
> I have an organization in which we split costs for certain expenses. I have
> setup the other organizations which reimburse us as "Customers" - it's very
> useful to report on amounts receivable, payment history etc. as we split
> with multiple organizations.
>
> However, historically it seems I've setup our accounts wrong, which is
> causing issues in reporting. For example, if we pay $100 in widgets and we
> agree to split with another organization, I mark the transaction as $100 on
> a widgets expense account, bank asset goes down $100. I setup a widgets
> reimbursement income account, and issue an invoice for let's say $50 to
> another organization. When I receive payment, I increase our bank account
> asset by $50, and record it against the this reimbursement income account.
> However, the expense account is unadjusted (as customer invoices only work
> against income accounts). Thus, when I run a report, it says I spent $100
> in widgets, when in reality I need it to report $50.
>
> I know I could record everything manually with an accounts payable account,
> but really value using the Customers feature to run reports and keep track
> of accounts receivable. I also need some visibility on the total amount
> paid, not just my organization's share (due to government payroll
> reporting).
>
> Thanks!
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