Thanks for your timely response. Firstly, let me assure you that I have
decades of accounting experience and have no concern at all that these
are being booked in the correct fashion (in both sets of books).
A pays the expense and books it against the an asset account called "Due
from B". Then B imports it into a liability account called "Due to A",
with each transaction charged to the appropriate income/expense account.
Thus both sets of books require detailed lists of the actual
expenditures. I can't do this in the usual fashion, (by booking a split
in B's books against the incoming claim) as the transactions all need
proper formal dates, payees, and descriptions for legal reasons.
There's no actual reimbursement (yet), just a continually-growing list
of non-settled expenses ultimately due to A (and quite large advances
from a B to A to cover it all). There is a legal reason why it needs to
be done this way, and it will all be reconciled and would down soon.
In any case, my issues have nothing to do with the legal and fiscal
setup of it all, just the mechanics of getting a whole list of
transactions from one set of books into the other:
1. how to avoid the even/odd cadence issue introduced when importing splits
2. how to get data into the memo field in the "other" side of each
transaction created by the import.
Paul
On 2025-02-04 10:58 a.m., Michael or Penny Novack via gnucash-user wrote:
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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