On 4/30/2025 12:59 PM, Murugan Mariappan wrote:
You have two separate events, and you should keep them that way:
1. Cr: Income: Donation: $110.76, Dr. Expenses: Publix: $69.61, Dr. Expenses:
Sams: $41.15
2. Dr. Expenses: Dinner: $30, Cr: Cash Account: $30
As people here know, I have used gnucash keeping the books for several
organizations.
Yes you could think of these as two separate events but no, not that
way. While the net effect is the same, does not reflect the reality of
the two events, what happened when.
FIRST -- a brother made a purchase with own funds on behalf of the
organization. It is unlikely arranged with the Treasurer IN ADVANCE
("and I don't want full reimbursement for this"). In other words WHEN
took place it would be debit expenses:eventX: Publix and :event:Sams and
credit a liability to this brother.
SECOND --- the brother said something like "don't reimburse me all of
this, just give me a dinner ticket and treat the rest as a donation. So
credit the liability and debit event:donations and event:tickets
IF had been arranged in advance then NOT "separate events" and best
done as a single transaction split on both sides. However those are a
PITA to enter if lacking the experience handling two way splits << you
usually would want to initially lie about the first amount entered, do
all the other side, then go back and fix the first side (change amount
to the correct amount and the supply the account for the remaining
imbalance) -- the hard part is knowing the right "lie" at the start, for
which you need experience >>
Michael D Novack
PS It would perhaps been easier for people to see what to do if there
had been THREE brothers using their own funds to buy things for this
event, two of whom asked to be reimbursed as usual and only the third
asked for this special arrangement. WHY do I see this (initially) as a
liability? Because I am not making the assumption that the organization
COULD have reimbursed before funds collected at the event were
available. Penny and I have at times "fronted" money for event expenses.
Maybe expecting to be fully reimbursed, perhaps risking that some of it
would end up as an involuntary donation.
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