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This is the situation:

I made some telephone orders with the airline. So I gave them my credit card#. After a while I received and invoice by e-mail. Now when I match the credit card payments with the invoices, I see that there are differences between the invoice and the amount actually paid. Sometimes I paid more, sometimes less. The differences are too large to shuffle them in banking costs.

What I need to do:
(1) Anyway I need to pay the invoice so it is marked paid and does not show an open amount.
(2) When the amount I paid is higher than the invoice, this amount should go somewhere.
(3) When the amount I paid is lower than th invoice, the amount should go somewhere as well, preferably in the same account as when I paid to much.

This is what I tried so far:
Amount paid is higher: Just pay the invoice and enter the account paid as the amount which was actually paid.
Assume the invoice is $240
Amount paid is $340
The journal entry looks like this:
Accounts payable                       340
Bank                                                    340
Accounts payable was only credited with $240 when I entered the invoice.
So I have to make a correction on A/P in Memorial:
Misc costs:                                 100
Accounts payable:                               100

For actual amount paid lower than the invoice, I need to pay the complete invoice amount. If not, the invoice is never marked as paid. So I enter a purchase discount.
Assume the invoice is $240
Amount paid is $160
When paying I enter a supplier discount of $80. So the journal entry is this:
Accounts payable                        240
Supplier discount                                    80
Bank                                                      160
Then when this is booked I must make another memorial to transfer the discount to misc costs:
Supplier discount                          80
Misc costs                                                80

From an accounting point of view this is eventually correct. But is there an easier way to handle differences in invoice amount and amount actually paid?

I was thinking about additional invoices or credit invoices, but since they were not actually supplied by the supplier, it is difficult to enter a non existing invoice.

jlinkels

FA version 2.3.19

I am using the Dutch COA. This is what is happening.

I make a transaction on Dec 20, 2013.
Active period Jan 1, 2013 until Dec 31, 2013.
Transaction is memorial booking:
1000 Kas                                             100
A/ 1695 R/C Aandeelhouder                            100

Transaction is recorded correctly, journal entry is OK etc. No problem.

Then I do this:
Tab: Bank & GL
GL -> GL Transactions
Enter Starting date: 01/12/2013
Enter Reproting date: 31/01/2014
From Account 110 Concessies, vergunningen
Until Account  6099 Overboekingsrekeing fabricagerekening

Now ONLY the transaction on account 1695 shows up.
The transaction on acct. 1000 does NOT show up.
Actually, reporting starts at 1300 Handelsdebiteuren.

However, when I enter this account range:
From Account 1000 Kas
Until Account  6099 Overboekingsrekeing fabricagerekening

The transaction on acct 1000 DOES show up.

So the transaction is there, the report is there. It is only highly dependent on the range you request. It seems something weird is happening in the query, that 110 is considered larger than 1000 or so.

Now another problem is that this only happens in my production database. I have a test database, which I created in the very beginning of installation. At the same time I created the production database. But I did not change any accounts or made any accounts inactive. The Dutch COA is installed. This test database DOES show a transaction on acct 1000 when I set the acct range from 110 to 6099.

Since this is hard to reproduce on a different database, I am willing to send my production database to whoever wants to dig into this problem.

I am totally lost, and this is highly awkward because it looks like no transactions were made on certain accounts.

jlinkels

Version 2.3.19

I am not sure whether this is the same bugs as mentioned here: https://frontaccounting.com/punbb/viewtopic.php?id=4539. It looks different on details.

The problem is this:
Banking -> General Ledger -> Payments
Select Pay to: Supplier
Select a supplier
Enter an amount
Press "Add item"
Process Payment
This error message appears in a red banner:
"The settled amount has to be greater than 0"
(Translated from Dutch, apologies if not literally correct)
http://www.linkels.net/~jlinkels/links/eds3.jpg

Now when I pay to a supplier which is configured for a different currency, an additional entry appears, showing the amount in the foreign currency. Then the transaction does go through.
http://www.linkels.net/~jlinkels/links/eds4.jpg

However, when I then go to Purchases -> Supplier Transactions and I try to retrieve the payment just made, I get a pop-up with this error message:

Databasefout : query for bank transaction
error code : 1305
error message : FUNCTION frontacc.IFNULL does not exist
sql that failed was : SELECT bt.*, act.*, IFNULL(abs(dt.ov_amount), 
IFNULL (abs(st.ov_amount), bt.amount)) settled_amount, IFNULL(abs(dt.ov_amount/bt.amount), 
IFNULL (abs(st.ov_amount/bt.amount), 1)) settle_rate, 
IFNULL(debtor.curr_code, IFNULL (supplier.curr_code, act.bank_curr_code)) settle_curr FROM
1_bank_trans bt LEFT JOIN 1_debtor_trans dt ON dt.type=bt.type AND
dt.trans_no=bt.trans_no LEFT JOIN 
1_debtors_master debtor ON debtor.debtor_no = dt.debtor_no 
LEFT JOIN 1_supp_trans st ON st.type=bt.type AND st.trans_no=bt.trans_no 
LEFT JOIN 1_suppliers supplier ON 
supplier.supplier_id = st.supplier_id, 1_bank_accounts act 
WHERE act.id=bt.bank_act AND bt.type='1' AND bt.trans_no = '7' 
ORDER BY trans_date, bt.id

However, in the second case (with the foreign currency) the bank account is credited, so I assume the transaction has been completed.

To be sure it did not have anything to do with the state of the supplier, I created two new suppliers. One in standard currency, one in foreign currency. Except for the currency I left everything default.

I tried it in the on-line training database (2.3.18), which was succesful.

I also downloaded the stable repository hg clone https://frontaccounting.hg.sourceforge.net:8000/hgroot/frontaccounting/default. Then I copied the directory /var/lib/vz/repos/mercurial/frontac/default/purchasing/includes/db to the production directory. No changes.

I was a bit reluctant to sync the complete cloned repository with the production directory, although that should be safe I assume. Right? Would it make a difference?

jlinkels

I run a small ICT business. For customer installations I do the complete job, from network setup, Windows installations to running cables and installing cable ducts. Items like computers are obviously inventory items. Those I order and receive into the inventory. Standard procedure.

Now I also have items like screws, tie-wraps, labels and miscellaneous items which I use at the customer installation, but for which I don't want to keep the inventory in the administration. So once in a while I purchase a box of screws and put this immediately as costs: "Small items and materials".

If I don't express myself well, it is like purchasing printer paper. Those are charged to "Office expense". And I don't charge each sheet of paper to a customer or to a project.

Now there are 2 scenario's:

1. I go to the hardware store and purchase a box of screws. I pay with debit or credit card. When I enter this in FA, I use a Quick Entry. Debit "Small items and materials" and credit the bank account.

I think this is the correct way, right?
Now the other scenario:

2. I order at Amazon a computer and a box of screws. What I would like to do it receive the computer into inventory, but not the screws. The screws should go to the cost account. But that seems not to be possible. Right, or is there a workaround?

An alternative is that I receive the screws into inventory, and make a negative inventory adjustment. Unfortunately inventory adjustments are booked to an inventory adjustment account (costs of inventory variations in English I assume). But I cannot book this adjustment to an alternative account. Or can't I? Should I change this setup depending whether I want to make an ordinary adjustment or a transfer to small materials?

I also could create a different stock location, and transfer those items to this location. But how do I eventually book the adjustment of THIS stock to an expense account?

Any suggestions?

jlinkels