I think the difficulty is that in the gnucash structure at present, a transaction does not have a vendor or customer identity associated with it direcctly. It is the invoice/bill structure which provides the link between a customer/vendor and the particular associated transactions. There is an identification of receipt of payments and the making of payments which also ties back to the invoice/bill structure. I don't know whether that is a separate data structure from the invoice/bill data structures or whether it is a part of that structure. I suspect that it is a separate structure which ties the transaction Id to the invoice/bill Id. Derek may be able to enlighten us here. If it is a separate structure then perhaps a separate field which identifies it as a payment associated with an invoice/bill or a cash payment can be added. In the latter case the link could point perhaps to a customer/vendor id directly rather than to the associated invoice/bill id.
If that is possible then a modification to the process payment dialogues to allow a cash payment option which connects the vendor/customer links rather than the invoice link may be a possible route. On Mon, 2023-09-25 at 16:44 -0400, Jediator wrote: > Not exactly. If using QuickBooks in which you can assign a transaction > to a vendor/customer, I don't have to create invoices and bills just for > the sake of tracking the payment sources and targets. So the workflow > does depend on the tool you are using... > > On 9/25/23 4:08 PM, Adrien Monteleone wrote: > > This is an accounting question more than a GnuCash question, but I did > > notice something that trying to do this in GnuCash, may help with the > > caveat that you need to discuss this with a local CPA. This is not > > accounting advice, but a starting point for questions to ask the CPA. > > > > I'll make inline notations below, but with Debit(Dr.) & Credit (Cr.) > > labels as those are more traditional and easier to follow, especially > > using GnuCash. > > > > Regards, > > Adrien > > > > On 9/22/23 1:36 PM, Jediator wrote: > > > Dear GC users, > > > > > > I am trying to set up GC for a small property management business. > > > There are three actors involved: Renter, Property Owner, and > > > Property Manager. Renter pays rent on a monthly basis to property > > > management, and the manager pays the property owner after taking out > > > certain percentage of management fee. Here is the workflow I came up > > > with: > > > > > > Renter(Customer) --> Invoice --> Accounts Receivable > > > > This should be: > > > > Dr. Assets:Accounts Receivable > > Cr. Income:Rent > > > > > > > Rent Payment ---------------> PM Escrow (Income Account) > > > ------------------ > > > > Usually you'd involve a bank or cash account here and AR, but since > > you have a pass-through collector for you (the property manager), > > you'd use an intermediary asset account, perhaps: > > > > Dr. Assets:PM Escrow > > Cr. Assets:Accounts Receivable > > > > This credits the Renter's AR balance due and shifts your asset from AR > > to the funds being held by the Property Manager. (which at this point, > > would be a liability on their books) > > > > Think of that similar to a bank account. The funds are legally yours, > > but you don't physically possess/control them. (yet) > > > > > > > > Check to Owner > > > Issued↓ > > > > > > Owner(Vendor) ------> Bill -------> Acct Payable (Rental > > > Passthrough) ------> Rent Passthrough (Expense Acct) > > > > > > | (split)↓ > > > -----------> Acct Payable (Commission) > > > --------------> PM Commission (Income Acct) > > > > If you know the commission in advance, I'd create vendor bill as soon > > as possible. (maybe the same time as the rental invoice) > > > > That bill would look like: > > > > Dr. Expenses:PM Commission > > Cr. Liablities:Accounts Payable > > > > When the Property Manager remits a check for the balance minus their > > commission, you'll have this transaction: > > > > Dr. Assets:Undeposited Funds > > Cr. Assets:PM Escrow > > > > This reduces the amount owed to you via that escrow account, by the > > Property Manager. > > > > You can then 'pay' the vendor bill from the Escrow account: > > > > Dr. Liabilities:Accounts Payable > > Cr. Assets:PM Escrow > > > > and then deposit the remainder to say, Checking: > > > > Dr. Assets:Checking > > Cr. Assets:Undeposited Funds > > > > > > Note, you *could* combine two of those, but that is more difficult to > > do with the business features. You can't do it via the 'pay bill' > > dialog. You'd have to create the transaction or import it, and then > > 'assign as payment' on the relevant split. The combined transaction > > would look like: > > > > Dr. Assets:Undeposited Funds > > Dr. Liabilities: Accounts Payable > > Cr. Assets:PM Escrow > > > > The first Debit is for the balance remitted to you, the second is to > > cover the Commission bill (the one you'd assign as payment) and the > > third clears out the Escrow account balance. (for that period invoiced) > > > > I'm sure there are plenty of other options for Escrow/Holding accounts > > and the transactions would be slightly different if you do any direct > > deposit from that property manager. > > > > > Could anyone please comment on if this is workable? Creating both > > > invoices and bills every month is kind of tedious. Any suggestions > > > of how to simplify/optimize the process? > > > > > > I really wished that GC would have the option to link Vendor/Customer > > > to a transaction without creating a bill or invoice. Any future > > > development plans for this feature? > > > > I don't think there are any plans to bypass the Business Features to > > facilitate other workflows. > > > > You do have some options though: > > > > 1. Import bills & invoices, via CSV. > > > > This will save some clicks and maybe typing, especially if the > > documents and amounts don't change except for dates. You could just > > re-import the same CSV each month and increment the invoice/bill numbers. > > > > 2. Use the Duplicate Transaction feature. > > > > This would be handy for the payments and depositing transactions and > > of course, you can easily update the transaction date, num, and > > amount(s) but it gives you a 'template' type of effect to save some > > typing and remembering which splits to include. Of course, you still > > need to 'assign as payment' as needed. > > > > 3. Use Scheduled Transactions > > > > Similar to the Duplicate function, but it can fire on a schedule, with > > or without prior 'approval' by you and can include formulas for > > amounts that can use variables that you get prompted to input when > > they fire. This doesn't relieve the 'assign as payment' step, but > > might be more robust than simply duplicating a previous instance. > > > > 4. Some combination of #2 and/or #3, forgoing the Business Features > > entirely, and crafting your own special Saved Report Configurations > > where needed. (the Transaction Report has robust filtering ability > > that can likely duplicate most of what is in the Vendor/Customer Reports) > > > > _______________________________________________ > > gnucash-user mailing list > > gnucash-user@gnucash.org > > To update your subscription preferences or to unsubscribe: > > https://lists.gnucash.org/mailman/listinfo/gnucash-user > > ----- > > Please remember to CC this list on all your replies. > > You can do this by using Reply-To-List or Reply-All. > > _______________________________________________ > gnucash-user mailing list > gnucash-user@gnucash.org > To update your subscription preferences or to unsubscribe: > https://lists.gnucash.org/mailman/listinfo/gnucash-user > ----- > Please remember to CC this list on all your replies. > You can do this by using Reply-To-List or Reply-All. _______________________________________________ gnucash-user mailing list gnucash-user@gnucash.org To update your subscription preferences or to unsubscribe: https://lists.gnucash.org/mailman/listinfo/gnucash-user ----- Please remember to CC this list on all your replies. 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