Payment Receipts for Expenses

Problem

User entered an Other Cost and put it into a Payment Receipt. Now the expense is marked paid and she can't delete it. Changing the receipt does not un-pay the expense. Huh.

Diagnosis

That's a bug in Goldenseal expense accounting software. It should only show refunds there, and not allow entry of regular expenses into a payment receipt, since they are not money received.

NOTE-- Some users seem confused by Payment Receipts. Stress that they are OPTIONAL. Only necessary if you need a printed receipt for sales billing or project billing payments. Most people never need to use them.

FURTHER NOTE-- Because of frequent confusion, we eliminated Payment Receipts completely, starting with version 4.4. Use Deposit Funds instead. The Bank Deposit will serve as the payment receipt.

Solution

Delete the receipt entirely. The expense won't be deletable, so duplicate it and change it to a credit (to cancel out the erroneous entry). Then duplicate it again and do the usual Pay Bills payment.

This is fixed in version 2.5 of Goldenseal accounting software, which won't allow you to create a receipt for an expense.

HINT-- If the user wants to print a receipt for a paid expense, they can probably do that via the regular check printing (which includes 2 stubs which they can include with the check). It would also be possible to set up a custom Printed Form for the expense transaction, if they need it frequently.

Comments

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Entered 12/30/03 by Casey. Update 6/3/10 by Dennis.