Re: [GNC] Need income and expense report for all customers with account breakout

If you just need a summary of the splits for each customer's payments 
over a time period you can do that with a Transaction Report (per 
customer) using the Business Features and without maintaining separate 
accounts in your tree all over the place for each one, and supporting 
Cash Basis accounting, and without employing 'tags' for report 
filtering. (though that is optional)

Try this:

1. Set Preferences > Business > General > Accumulate splits on post to 
UNCHECKED.

This is checked by default, thus your splits get aggregated in the AP/AR 
and relevant Income/Expense registers for each transaction. By not 
aggregating, you preserve the line-item detail in the registers. (this 
may not be strictly necessary for generating the report as the 
aggregated splits should work too, but if you ever have an invoice with 
multiple lines for the same account and you want to see that detail or 
run a report to show it without opening each invoice, this is the only 
way to do that.)

2. Set up your Customers in A/R as standard, no need for *any* 
individual accounts for them.

The Business Features can work just fine for your purpose (as far as we 
can tell so far) with them all falling under the generic Accounts 
Receivable.

Maintaining virtual sub-accounts in Assets:WF is fine if you need to see 
those balances at a glance at any time, but you could also employ either 
tags for a filtered Transaction Report or just do a Find on the WF 
register for a particular Customer. (they show up in the Description 
courtesy of the Business Features 'process payment' function) Neither of 
those options are at-a-glance but they do free you from having to 
maintain separate virtual accounts. If those are real-world accounts, of 
course, keep them.

Your Escrow accounts might still need to be subdivided, but the same 
would apply here. You can do a Find, or use tags and run a report. (if 
you need a report on a Find, use Account Report while viewing the 
results) *Note, the Escrow Liability is handled with the Escrow Company 
as a vendor with a separate vendor bill. There *might* be a little dance 
to do here with transactions between that and the payment, but you might 
already be employing this due to Cash Basis needs.

I'm not sure of the use for the Principle Invested top-level account, so 
perhaps keep those individual subs for now, but I'd bet there is another 
approach here as well.

3. For Cash Basis, create Invoices but do not post them yet. (You can 
print them though) When you receive payment, post the invoice, then 
process the payment. (You can also process the payment 'unlinked' as a 
'pre-payment' and then post the invoice and 'pay' it with the 
pre-payment. The actual order should reflect your real-world situation, 
especially if there are date discrepancies, like an actual pre-payment.)

The same goes for Vendor Bills.

4. For your summary report use a Transaction Report:

a. Set Options > Accounts to *only* Accounts Receivable

b. for Options > Display > turn off everything but Account Name and 
Other Account Name (turn off the full names if you don't need them) and 
set Amount to 'Single Column'

c. Set Options > General to your desired time period and optionally set 
a stylesheet. You can highly customize the CSS-based version.

d. Set Options > Sorting > Primary Key to: Account Name
(this will sort the report by customer)

e. optionally turn off Options > Sorting > Primary Subtotal

f. Set Options > Sorting > Secondary Key to: Other Account Name
(this will sort by the payment detail linked accounts)

g. Set Options > Sorting > Secondary Subtotal & Show Subtotals Only to 
CHECED, uncheck all others.

That *should* get you a report that summarizes the A/R transactions, 
aggregated by Customer first, then each line-item detail linked account 
as a total for the period under them. It will show each customer one 
after the other vertically rather than horizontally with one set of row 
labels, but the data should be what you want.

Play with the other Options to your liking.

Of course, be sure to use the Save Config feature and next time you need 
this report, run the configuration and edit your date range in Options.

If you really want a horizontal table, your options are:

-Run the report as above, but copy/paste the figures as needed into 
columns in a spreadsheet.

-Run individual reports by using Options > Filter > Transaction filter 
set to <customer name> then copy/paste the figures to a spreadsheet.

-You can also export the reports to a file and open them with any 
spreadsheet app (they are just HTML tables) which if done individually 
could be opened as individual tabs and then create a summary tab from there.


Regards,
Adrien

On 7/27/26 10:13 PM, Neil Aggarwal wrote:
> At the end of the year, I will need a report which shows the breakout of
> the payment
> items total per customer.
> 
> For example, I need a table which looks like this:
> 
>                                               Customer 1         Customer 2
> 
> Interest Income                $                            $
> 
> Late Fees Collected          $                            $
> 
> Principal paid                    $                            $
> 
> Escrow Collected              $                            $
> 
> Is there a report which will give me this?

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