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Michael Richardson | 1 Jan 2010 03:29
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Re: Handling Employee Expenses


>>>>> "Luke" == Luke  <accounting@...> writes:
    Luke> On Tue, 15 Dec 2009, Michael Richardson wrote:

    >> I created a banking account, "Michael Richardson Expenses", and I
    >> pay Company B from this account.  It goes negative, so I create
    >> an AP Transaction that then fills this account, and issue a
    >> checque to "Michael Richardson"

    Luke> Wouldn't that result in it going even more negative?
    Luke> Basically, you're paying two vendors out of the same account.

It looks something like:

PART 1                                       
(AP transaction against, say, "Grand and Toy", attach receipt to printout)    
"Office Supplies" (expense account)              +$10     
"Accounts Payable"                                         +$10

"Michael Richardson expense" (asset account)     -$10
"Accounts Payable"                                         -$10          

PART 2
(AP transaction against, vendor "Michael Expenses")
"Michael Richardson expense"                     +$10
"Accounts Payable"                                         +$10

"Checquing Account"                              -$10
"Accounts Payable"                                         -$10
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Luke | 6 Jan 2010 07:00

Re: Handling Employee Expenses

On Thu, 31 Dec 2009, Michael Richardson wrote:

> It looks something like:
> 
> PART 1                                       
> (AP transaction against, say, "Grand and Toy", attach receipt to printout)    
> "Office Supplies" (expense account)              +$10     
> "Accounts Payable"                                         +$10
> 
> "Michael Richardson expense" (asset account)     -$10
> "Accounts Payable"                                         -$10          
> 
> PART 2
> (AP transaction against, vendor "Michael Expenses")
> "Michael Richardson expense"                     +$10

Which I presume to be a different account then the account of the same 
name referenced above--this one being an expense account with ap_amount 
checked, whereas the other is an asset (not liability?) account set as 
ap_paid?

If they are the same account, the program will not let you choose 
ap_amount and ap_paid at the same time, which makes sense given that one 
is for record accounts and the other is for cash accounts.

> "Accounts Payable"                                         +$10
> 
> "Checquing Account"                              -$10
> "Accounts Payable"                                         -$10
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Alvin Starr | 8 Jan 2010 01:35

upgrades and database integrity.


I started using sql-ledger about 5 years ago and my last upgrade was 2.6.19
This was partly due to the fact that I was going to move to ledger-smb
one of these days.
Well the day came and I upgraded through to ledgersmb 1.2.18.
Everything seemed ok till we started getting the following errors while
posting a payment to an invoice.

====================
*DBD::Pg::st execute failed: ERROR: duplicate key violates unique
constraint "transactions_pkey" at LedgerSMB/IS.pm line 862. *
   Error!
*INSERT INTO ar (id, customer_id) VALUES (?, ?)
ERROR: duplicate key violates unique constraint "transactions_pkey"*
====================

This error seems to delete the invoice from the AR.

A little googling and I found some comments about this being a
referential integrity problem.
The question is how do I fix it?

Are there any tools to dump and restore the whole ledgersmb application
without dumping the raw database?

P.S.
I signed up to the help mail list and it seems to be broken.

--

-- 
Alvin Starr                   ||   voice: (416)585-9971x690
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Luke | 8 Jan 2010 03:20

Re: upgrades and database integrity.

On Thu, 7 Jan 2010, Alvin Starr wrote:

> I signed up to the help mail list and it seems to be broken.

Which list would that be?

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Alvin Starr | 8 Jan 2010 03:33

Re: upgrades and database integrity.

Welcome to the Sql-ledger-help@... mailing list!

I got there through the wiki

http://www.ledgersmb.org/node/32

last list item.

Looking at it a bit more carefully now I can see the sql-ledger and not 
ledger-smb thing but this is confusing to say the least.
In either case the pointer to the list server should be fixed or nuked.

Luke wrote:
> On Thu, 7 Jan 2010, Alvin Starr wrote:
>
>   
>> I signed up to the help mail list and it seems to be broken.
>>     
>
> Which list would that be?
>
> ------------------------------------------------------------------------------
> This SF.Net email is sponsored by the Verizon Developer Community
> Take advantage of Verizon's best-in-class app development support
> A streamlined, 14 day to market process makes app distribution fast and easy
> Join now and get one step closer to millions of Verizon customers
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> _______________________________________________
> Ledger-smb-users mailing list
> Ledger-smb-users@...
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David Godfrey | 8 Jan 2010 04:26
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Bank Statements.

Hi All,

What does everyone do to enter information from bank statements?
And once entered how do you reconcile this info with other transactions?

David

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Michael Richardson | 8 Jan 2010 02:29
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Re: upgrades and database integrity.


>>>>> "Alvin" == Alvin Starr <alvin@...> writes:
    Alvin> I started using sql-ledger about 5 years ago and my last
    Alvin> upgrade was 2.6.19 This was partly due to the fact that I was
    Alvin> going to move to ledger-smb one of these days.  Well the day
    Alvin> came and I upgraded through to ledgersmb 1.2.18.  Everything
    Alvin> seemed ok till we started getting the following errors while
    Alvin> posting a payment to an invoice.

    Alvin> ==================== *DBD::Pg::st execute failed: ERROR:
    Alvin> duplicate key violates unique constraint "transactions_pkey"
    Alvin> at LedgerSMB/IS.pm line 862. * Error!  *INSERT INTO ar (id,
    Alvin> customer_id) VALUES (?, ?)  ERROR: duplicate key violates
    Alvin> unique constraint "transactions_pkey"* ====================

    Alvin> This error seems to delete the invoice from the AR.

    Alvin> A little googling and I found some comments about this being
    Alvin> a referential integrity problem.  The question is how do I
    Alvin> fix it?

I do not know how to fix the root cause. I do not know why, or when it happens.
It happens when I post an existing transaction, sometimes.

Go Back to the form, and click on "post as new", and you'll get it all
back....

--

-- 
]       He who is tired of Weird Al is tired of life!           |  firewalls  [
]   Michael Richardson, Sandelman Software Works, Ottawa, ON    |net architect[
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david | 8 Jan 2010 07:24
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Re: Bank Statements.


David Godfrey wrote:
> Hi All,
> 
> What does everyone do to enter information from bank statements?
> And once entered how do you reconcile this info with other transactions?

I'm not sure what you mean by "info from statements" but I can tell you what I do:

Because I'm lazy, and run a small business, I enter all my transactions directly from my bank 
statement, even sales! I'm sure this is NOT good practice. I don't run accounts with my customers 
which makes it much easier to get away with. I treat my monthly purchase accounts as a single 
transaction - also not good practice but because I'm small I can get away with it and it makes data 
entry simpler. I don't use purchase orders, so if you need those you might have to take an extra step.

* I download my transactions from the bank's web site once per week and convert to a spread sheet
* I append the spread sheet to a running spread sheet with the whole years transactions on it, 
including a running balance.
* I enter this week's transactions according to need: purchase invoices, GL's, cash receipts or 
sales invoices. Most of my sales are paid directly into my account by customers, otherwise I match 
up cash/cheques/etc from my deposit slips using Cash Receipts, or in many cases raise a Sales 
Invoice including it's payment in one transaction. That won't work for everyone, but it does for me.
* After entering the above, I do Cash -> Reconciliation for each relevant bank account and make sure 
they balance to the spread sheet (see above).
* I double check that I entered dates correctly before clicking "Done". It can really mess you up if 
you make a mistake with dates on transactions, and doing it weekly means it's trivial to check that 
the dates are within the last week and look correct.
* At the end of each month I cross check both the opening AND closing balances on the bank's formal 
statement with the LSMB account.
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lrspares45 | 8 Jan 2010 09:51
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Re: Bank Statements.

On Fri, 2010-01-08 at 11:26 +0800, David Godfrey wrote:
> Hi All,
> 
> What does everyone do to enter information from bank statements?
> And once entered how do you reconcile this info with other transactions?
> 
> David

I think you may be looking at it the wrong way round. Your bank
statement needs to be reconciled against LSMB. By that I mean you should
be able to read down the statement, find each transaction in LSBM, and
tick it off on the statement. Equally, you should be able read through
what LSMB produces and find it on the statement. If the two match, you
haven't missed anything out. If they don't, and you have missed, say,
entering a cheque payment you need to find out why/where and
enter/correct it. Or a deposit may be missing or entered twice. There
may even be something missing from the statement, say a deposit has been
put in the wrong account (yours or someone else's). Every transaction on
the statement should be present in LSMB, and every entry in LSMB should
be on the statement. The statement should only be a record of activity,
rather than a generator of new data. 

Cheers
Richard

> 
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Luke | 8 Jan 2010 10:10

Re: Bank Statements.

On Fri, 8 Jan 2010, lrspares45 wrote:

> On Fri, 2010-01-08 at 11:26 +0800, David Godfrey wrote:
> > Hi All,
> > 
> > What does everyone do to enter information from bank statements?
> > And once entered how do you reconcile this info with other transactions?
> > 
> > David
> 
> I think you may be looking at it the wrong way round. Your bank
> statement needs to be reconciled against LSMB. By that I mean you should
> be able to read down the statement, find each transaction in LSBM, and
> tick it off on the statement. Equally, you should be able read through
> what LSMB produces and find it on the statement. If the two match, you

It should be noted, that what he's talking about is the
cash -> Reconciliation
option in LedgerSMB.

Go there, select the appropriate account, enter the starting and ending 
dates from your bank statement, and you'll be on your way.
I ignore that period business, and uncheck the FX exchange listing option, 
but that's just me.

Luke

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