On 2/4/2025 10:11 AM, Paul Kroitor wrote:
I regularly have to transfer large batches of transactions from one set of existing books into another. Basically party A pays dozens of expenses for party B, then rebills B quarterly a lump sum total.

I am temporarily ignoring your standard process to address in terms of accounting/bookkeeping and to ask for a clarification. These are separate entities/separate books, yes?

OK, HOW are these transactions appearing in A's books. Those are not expenses of A (should not be expenses on A's books). A is simply lending money to B. Later (quarterly or whatever) B is paying A back.

1) When A pays an expense for B should record as debit "owed by B" and credit "bank account" )(or however paid) . In other words, not debiting any expense account.

2) Quarterly A submits the receipts to B and asks for reimbursement.

3) B then enters each of these, by the receipt date, debit expense and credit liability "owed to A". B then cuts a check to A for the total, crediting "checking account and debiting the liability (brings that to zero.

4) A deposits that check debiting "bank account" and crediting "owed by N" bringing that to zero.

What batch? Theses expenses get debited once on the books where they belong.

You seem to be having A enter them as expenses (and then send a batch to B). A doing the work of entering them. But how do they get OFF A's books? << they were not expenses of A >> EXPORT does not remove transactions or cancel them out >>


Micheal D Novack

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