Wondering how to handle > 10 years of .qif data; if mapping changes old transactions; and how to make a new sub account

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Wondering how to handle > 10 years of .qif data; if mapping changes old transactions; and how to make a new sub account

KindWoman
Hi,

I'm new to GnuCash, and have 3 questions to start.

1. Please tell me whether to import the last 10 years of .qif data (it's in one file now), or if it would be easier, given that all payees become accounts, (and we have already many accounts), to split the data into files for each year.

The reason to keep the accounts all together is to track long term earning and expenses, e.g. to assess the basis of real property, or other investment.

How is this done if I create an archival file for up to 2014, then another each for 2014 & 2015?


2. When you map these payees & categories into accounts, are categories changed for all old transactions as they are imported, or is this only for future downloads?

3. When mapping, I have the opportunity to choose among GnuCash accounts, or create a new account, but how do you create a new subaccount? e.g. I have an account "utilities" with 4 different subaccounts, not including "City Services", how do I add the subcategory "City Services" under the account "Utilities"?

I’m very grateful for your help, and look forward to your response.

Paula




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Re: Wondering how to handle > 10 years of .qif data; if mapping changes old transactions; and how to make a new sub account

Michael DeBusk-2
On Fri, Jan 23, 2015 at 3:10 PM, paula maas <[hidden email]> wrote:

> 1. Please tell me whether to import the last 10 years of .qif data (it's in
> one file now), or if it would be easier, given that all payees become
> accounts, (and we have already many accounts), to split the data into files
> for each year.

If I were in your position (and I was, when I first started using
GnuCash,) I would start a new set of books as of January 2015, using
the ending balances from Quicken. (For the first three months or so, I
actually kept both Quicken and GnuCash up to date.)

You can, if you like, open a separate set of books with your old data
and import your QIF data into it. Once you get it right, you could
then import your 2015 data into it as well.

I would suggest, for ease of problem-solving, breaking your QIF data
up by year. I've run into tiny mistakes in an exported QIF that took
me a long time to find with only two months' records; I can't imagine
digging through ten years of transactions.

For your other two questions, I will have to defer to the list,as I do
not have GnuCash handy at the moment.

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Re: Wondering how to handle > 10 years of .qif data; if mapping changes old transactions; and how to make a new sub account

WM-2
In reply to this post by KindWoman
Fri, 23 Jan 2015 13:10:59
<[hidden email]>  paula maas
<[hidden email]>

[won't quote correctly, sorry]

>I'm new to GnuCash, and have 3 questions to start.?
>?
>1. Please tell me whether to import the last 10 years of .qif data (it's in one file now), or if it would be easier, given that all payees
>become accounts, (and we have already many accounts), to split the data into files for each year. ?

I'm not telling you to do anything, however, Michael has suggested you
just get going with your current transactions.  This is good advice [1]

>The reason to keep the accounts all together is to track long term earning and expenses, e.g. to assess the basis of real property, or other
>investment. ?

10 years worth of data could be millions of transactions or 500.  It
makes a difference as gnc loads all of it into memory <-- if that seems
technical just say how many transactions are in your .qif files or how
big they are on disk.

>How is this done if I create an archival file for up to 2014, then another each for 2014 & 2015? ?

If the number / size is manageable I'd go for one file once you've
assured yourself the transactions are importing correctly.

>2. When you map these payees & categories into accounts, are categories changed for all old transactions as they are imported, or is this only
>for future downloads? ?

I think it is important to understand that in gnc what used to be the
"category" is likely to be more important than the payee.  Essentially
from an accounting POV "did you buy timber" becomes more significant
than who you bought timber from (using your real property e.g. from
above)

>3. When mapping, I have the opportunity to choose among GnuCash accounts, or create a new account, but how do you create a new subaccount? e.g.
>I have an account "utilities" with 4 different subaccounts, not including "City Services", how do I add the subcategory "City Services" under
>the account "Utilities"? ?

[1] in a separate book / file import some transactions from your .qif
data and play with it, the account structure will form itself as you
look at your imported data in gnc and adjust the tree.  Run some balance
sheets and p+l / income stmt reports to see if things are appearing as
you want checking the report options as you go along.

Here is a neat trick, import the City Services transactions into an
expense account any place in the tree. Now edit the a/c (not the
transactions, the a/c itself) at the bottom right of the edit dialogue
you can change the place in the tree you want City Services to appear,
just move it under Utilities and you're done.

You can also delete an account and merge the transactions with another
but that is probably best left for another day.

Meanwhile run Actions / Check & Repair All at intervals from the main
Accounts tab to see if you have done anything that makes gnc think
you've broken a rule.

>I’m very grateful for your help, and look forward to your response.?

get on with real transactions *and* play with the old, best of both
worlds

--
Wm...

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Re: Wondering how to handle > 10 years of .qif data; if mapping changes old transactions; and how to make a new sub account

KindWoman
Wm <wm+gnc <at> tarrcity.demon.co.uk> writes:

>
> Fri, 23 Jan 2015 13:10:59
> <BF73BA5A-FC66-4A14-A50B-F66388D2EAC2 <at> mail.com>  paula maas
> <paulamaas <at> mail.com>
>
> [won't quote correctly, sorry]
>
> >I'm new to GnuCash, and have 3 questions to start.?
> >?
> >1. Please tell me whether to import the last 10 years of .qif data (it's
in one file now), or if it would be
> easier, given that all payees
> >become accounts, (and we have already many accounts), to split the data
into files for each year. ?
>
> I'm not telling you to do anything, however, Michael has suggested you
> just get going with your current transactions.  This is good advice [1]
>
> >The reason to keep the accounts all together is to track long term
earning and expenses, e.g. to assess the
> basis of real property, or other
> >investment. ?
>
> 10 years worth of data could be millions of transactions or 500.  It
> makes a difference as gnc loads all of it into memory <-- if that seems
> technical just say how many transactions are in your .qif files or how
> big they are on disk.
>
> >How is this done if I create an archival file for up to 2014, then
another each for 2014 & 2015? ?
>
> If the number / size is manageable I'd go for one file once you've
> assured yourself the transactions are importing correctly.
>
> >2. When you map these payees & categories into accounts, are categories
changed for all old transactions

> as they are imported, or is this only
> >for future downloads? ?
>
> I think it is important to understand that in gnc what used to be the
> "category" is likely to be more important than the payee.  Essentially
> from an accounting POV "did you buy timber" becomes more significant
> than who you bought timber from (using your real property e.g. from
> above)
>
> >3. When mapping, I have the opportunity to choose among GnuCash accounts,
or create a new account, but how
> do you create a new subaccount? e.g.
> >I have an account "utilities" with 4 different subaccounts, not including
"City Services", how do I add

> the subcategory "City Services" under
> >the account "Utilities"? ?
>
> [1] in a separate book / file import some transactions from your .qif
> data and play with it, the account structure will form itself as you
> look at your imported data in gnc and adjust the tree.  Run some balance
> sheets and p+l / income stmt reports to see if things are appearing as
> you want checking the report options as you go along.
>
> Here is a neat trick, import the City Services transactions into an
> expense account any place in the tree. Now edit the a/c (not the
> transactions, the a/c itself) at the bottom right of the edit dialogue
> you can change the place in the tree you want City Services to appear,
> just move it under Utilities and you're done.
>
> You can also delete an account and merge the transactions with another
> but that is probably best left for another day.
>
> Meanwhile run Actions / Check & Repair All at intervals from the main
> Accounts tab to see if you have done anything that makes gnc think
> you've broken a rule.
>
> >I’m very grateful for your help, and look forward to your response.?
>
> get on with real transactions *and* play with the old, best of both
> worlds
>

Thanks, Wm. I appreciate your time.
I'm "getting going with new accounts", and also following your advice about
importing City Services. I found an example of one transaction, clicked on
edit>edit account> changed account name in dialogue to "City Services",
confirmed account type (expense) and attempted to locate it to the parent
account "utilities" on the drop down, clicked OK and got "You must choose a
valid parent account."

The problem with bringing accounts from iBanks is that the sub-accounts,
e.g. Utilities/City Services" appear as "Utilities"without it's subaccount.
Perhaps you know how to import the subcategories.

About the new accounts, online set up is difficult to understand. I've been
monkeying around with it for a few hours now and can't talk to any of the
banks I've tried. (I've gotten this going a few times over the years with
other software). There are other users with similar problems. I'm told I've
entered a wrong user or password, even after making new ones to be sure I'm
on target there.

Gratefully,  Paula


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Re: Wondering how to handle > 10 years of .qif data; if mapping changes old transactions; and how to make a new sub account

WM-2
Mon, 26 Jan 2015 20:00:54 <[hidden email]>
KindWoman <[hidden email]>

[can't quote correctly]

>I'm "getting going with new accounts", and also following your advice about

>importing City Services. I found an example of one transaction, clicked on

>edit>edit account> changed account name in dialogue to "City Services",

>confirmed account type (expense) and attempted to locate it to the parent

>account "utilities" on the drop down, clicked OK and got "You must choose a

>valid parent account."


Get them into gnc under one of the main account types, e.g.
Expenses:CityServices as with gnc you can move them about in the account
tree later.

>The problem with bringing accounts from iBanks is that the sub-accounts,

>e.g. Utilities/City Services" appear as "Utilities"without it's subaccount.

>Perhaps you know how to import the subcategories.


I know nothing about iBanks

You can't import stuff into distinct accounts unless there is something
to distinguish them.  That is just a fact.

>About the new accounts, online set up is difficult to understand. I've been

>monkeying around with it for a few hours now and can't talk to any of the

>banks I've tried. (I've gotten this going a few times over the years with

>other software). There are other users with similar problems. I'm told I've

>entered a wrong user or password, even after making new ones to be sure I'm

>on target there.


I do my banking the other way around, i.e. gnc is main and I reconcile
to my on-line bank and card a/c's , it is just a balance on a date for
me.  The actual on-line banking seems prone to specific this and that.

--
Wm...
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