catch up on books #3

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chadwhitacre opened this Issue Jan 18, 2016 · 23 comments

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chadwhitacre commented Jan 18, 2016

This is a meta-ticket for all the months we need to catch up on, going back to the beginning.


  • 2012-06—#1
  • 2012-07—#2
  • 2012-08—#6
  • 2012-09
  • 2012-10
  • 2012-11
  • 2012-12
  • 2013-01
  • 2013-02
  • 2013-03
  • 2013-04
  • 2013-05
  • FY2013

  • 2013-06
  • 2013-07
  • 2013-08
  • 2013-09
  • 2013-10
  • 2013-11
  • 2013-12
  • 2014-01
  • 2014-02
  • 2014-03
  • 2014-04
  • 2014-05
  • FY2014

  • 2014-06
  • 2014-07
  • 2014-08
  • 2014-09
  • 2014-10
  • 2014-11
  • 2014-12
  • 2015-01
  • 2015-02
  • 2015-03
  • 2015-04
  • 2015-05
  • FY2015

  • 2015-06
  • 2015-07
  • 2015-08
  • 2015-09
  • 2015-10
  • 2015-11
  • 2015-12
  • 2016-01—#14
  • 2016-02
  • 2016-03
  • 2016-04
  • 2016-05
  • FY2016

  • 2016-06
  • 2016-07
  • 2016-08
  • 2016-09
  • 2016-10
  • 2016-11—#30
  • 2016-12—#31
  • 2017-01—#44
  • 2017-02
  • 2017-03
  • 2017-04
  • 2017-05
  • FY2017
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chadwhitacre Jan 28, 2016

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@kaguillera and I are thinking that we should do a review/audit after each year, rather than waiting until we're totally caught up and reviewing four years at once.

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chadwhitacre commented Jan 28, 2016

@kaguillera and I are thinking that we should do a review/audit after each year, rather than waiting until we're totally caught up and reviewing four years at once.

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chadwhitacre Jan 28, 2016

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to: CPA

Thanks for putting us on the right track this morning, Peter. Good to be able to proceed with confidence. For the record, here are our meeting notes. We may have a question or two as we implement our plan, I'll follow up as necessary.

One immediate question: Kwesi and I were thinking we should review or audit a year at a time rather than waiting to audit all four years of backlog at once. Does that sound right to you?

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chadwhitacre commented Jan 28, 2016

to: CPA

Thanks for putting us on the right track this morning, Peter. Good to be able to proceed with confidence. For the record, here are our meeting notes. We may have a question or two as we implement our plan, I'll follow up as necessary.

One immediate question: Kwesi and I were thinking we should review or audit a year at a time rather than waiting to audit all four years of backlog at once. Does that sound right to you?

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chadwhitacre commented Jan 28, 2016

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Are we talking about a CPA review/audit per year? If so, I would rather you save on the charges if not necessary. Any third party will inquire only for most recent audit/review as opposed to historical. Unless you must do this to satisfy a grant or other need, then let’s discuss having to do this.


Thanks for the recommendation. We have two main goals here:

  1. To assure ourselves that we haven't mismanaged our escrow.
  2. To demonstrate our soundness to current and potential customers.

I'm open to the idea that we don't need an audit for past years in order to accomplish our goals, though we'd need an estimate in order to look at the cost/benefit.

Of course, at our current pace, we may have FY2016 or even FY2017 under our belts before we finish reconciling FY2013 (by the way, we decided to go with a June 1 fiscal year, to sync with the start of our books and set us up for an off-season audit). In that case, it'd be easy to decide to start with the later year.

Perhaps we can revisit the question when we get closer to having our first full year reconciled one way or another?

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chadwhitacre commented Jan 28, 2016

Are we talking about a CPA review/audit per year? If so, I would rather you save on the charges if not necessary. Any third party will inquire only for most recent audit/review as opposed to historical. Unless you must do this to satisfy a grant or other need, then let’s discuss having to do this.


Thanks for the recommendation. We have two main goals here:

  1. To assure ourselves that we haven't mismanaged our escrow.
  2. To demonstrate our soundness to current and potential customers.

I'm open to the idea that we don't need an audit for past years in order to accomplish our goals, though we'd need an estimate in order to look at the cost/benefit.

Of course, at our current pace, we may have FY2016 or even FY2017 under our belts before we finish reconciling FY2013 (by the way, we decided to go with a June 1 fiscal year, to sync with the start of our books and set us up for an off-season audit). In that case, it'd be easy to decide to start with the later year.

Perhaps we can revisit the question when we get closer to having our first full year reconciled one way or another?

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chadwhitacre Jan 29, 2016

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Sounds good Chad. Thanks

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chadwhitacre commented Jan 29, 2016

Sounds good Chad. Thanks

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chadwhitacre Feb 3, 2016

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We gotta get this done, sooner rather than later. We want to run an audit for FY2016 mid-year. We have to be caught up by then. @kaguillera and I are now thinking that we should not try to start on January 2016 until we've caught up with the rest first. Otherwise we're going to be bouncing back and forth. I think it's going to be more efficient to make a straight run through. Over at gratipay/inside.gratipay.com#308 (comment) we collected most of the CSVs we need. Now we're working on getting them into a standard format in the logs repo, and then we can start writing scripts to convert raw CSVs from banks and processors into dat ledgers.

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chadwhitacre commented Feb 3, 2016

We gotta get this done, sooner rather than later. We want to run an audit for FY2016 mid-year. We have to be caught up by then. @kaguillera and I are now thinking that we should not try to start on January 2016 until we've caught up with the rest first. Otherwise we're going to be bouncing back and forth. I think it's going to be more efficient to make a straight run through. Over at gratipay/inside.gratipay.com#308 (comment) we collected most of the CSVs we need. Now we're working on getting them into a standard format in the logs repo, and then we can start writing scripts to convert raw CSVs from banks and processors into dat ledgers.

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chadwhitacre Feb 3, 2016

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Paris (gratipay/inside.gratipay.com#314) is just before the end of our fiscal year (May 31). Let's make that our target to get this done, so that we can schedule our first audit for June/July. That gives us 15 weeks to get ((13 * 4) - 1) = 51 PRs landed: three or four PRs per week.

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chadwhitacre commented Feb 3, 2016

Paris (gratipay/inside.gratipay.com#314) is just before the end of our fiscal year (May 31). Let's make that our target to get this done, so that we can schedule our first audit for June/July. That gives us 15 weeks to get ((13 * 4) - 1) = 51 PRs landed: three or four PRs per week.

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chadwhitacre Feb 3, 2016

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New Alliance CSVs updated in gratipay/logs@d26ee72.

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chadwhitacre commented Feb 3, 2016

New Alliance CSVs updated in gratipay/logs@d26ee72.

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techtonik Apr 13, 2016

Last link is 404.

Last link is 404.

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chadwhitacre Apr 13, 2016

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@techtonik That's because you don't have perms on the logs repo.

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chadwhitacre commented Apr 13, 2016

@techtonik That's because you don't have perms on the logs repo.

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nobodxbodon Nov 5, 2016

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Seems there was a lot progress in #308. Beside doing catchup, is there plan to start book-keeping for current transactions? Or is it already setup?

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nobodxbodon commented Nov 5, 2016

Seems there was a lot progress in #308. Beside doing catchup, is there plan to start book-keeping for current transactions? Or is it already setup?

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chadwhitacre Nov 5, 2016

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Yeah, we made a big push on this earlier, but then got side-tracked before really landing it. We really should get back to this. Perhaps you and I could meet up on Saturday or Sunday afternoon (November 12 or 13) to come up with a plan? There is a lot going on here ...

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chadwhitacre commented Nov 5, 2016

Yeah, we made a big push on this earlier, but then got side-tracked before really landing it. We really should get back to this. Perhaps you and I could meet up on Saturday or Sunday afternoon (November 12 or 13) to come up with a plan? There is a lot going on here ...

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onboard @nobodxbodon #878

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Could I start working on this month's booking (1/2017)? Even with #35 not finished yet, I can still start getting familiar into the new transactions. I'll still work on pre-2017 booking, but IMO the latest is the most critical.

I will need the cleaned-up (masked account #, etc) bank statements or other material.

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nobodxbodon commented Jan 28, 2017

Could I start working on this month's booking (1/2017)? Even with #35 not finished yet, I can still start getting familiar into the new transactions. I'll still work on pre-2017 booking, but IMO the latest is the most critical.

I will need the cleaned-up (masked account #, etc) bank statements or other material.

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nobodxbodon Jan 31, 2017

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@whit537 as mentioned in #3 (comment), shall I start with log or maybe it's simpler for you to export csv from bank statements?

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nobodxbodon commented Jan 31, 2017

@whit537 as mentioned in #3 (comment), shall I start with log or maybe it's simpler for you to export csv from bank statements?

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@whit537 now that I think of it, is it even practical to skip all the previous months and work on 01/2017? Even with the starting balance of New Alliance?

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nobodxbodon commented Feb 3, 2017

@whit537 now that I think of it, is it even practical to skip all the previous months and work on 01/2017? Even with the starting balance of New Alliance?

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We would have to enter starting balances for any accounts in use in 2017-01, yes. Which month would you like to tackle next? 2012-07 (#2) or 2017-01?

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chadwhitacre commented Feb 3, 2017

We would have to enter starting balances for any accounts in use in 2017-01, yes. Which month would you like to tackle next? 2012-07 (#2) or 2017-01?

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If feasible, I prefer to tackle 2017-01 first, hopefully keep book-keeping in future months, and going backwards when time allows.

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nobodxbodon commented Feb 4, 2017

If feasible, I prefer to tackle 2017-01 first, hopefully keep book-keeping in future months, and going backwards when time allows.

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nobodxbodon Feb 9, 2017

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@whit537 as I've setup freshdesk access through gratipay/inside.gratipay.com#878 (comment) (thanks!), may I confirm if below are the steps to tackle 2017-01:

  1. search for all the receipts within 2017-01 in freshdesk
  2. put starting balances (you will provide?) in FY2017/FY2017.beancount, like https://github.com/gratipay/finances/blob/master/FY2013/FY2013.beancount#L7
  3. create FY2017/2017-01.beancount based on (1) and statements in logs

Is there necessary to pull some numbers from database?

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nobodxbodon commented Feb 9, 2017

@whit537 as I've setup freshdesk access through gratipay/inside.gratipay.com#878 (comment) (thanks!), may I confirm if below are the steps to tackle 2017-01:

  1. search for all the receipts within 2017-01 in freshdesk
  2. put starting balances (you will provide?) in FY2017/FY2017.beancount, like https://github.com/gratipay/finances/blob/master/FY2013/FY2013.beancount#L7
  3. create FY2017/2017-01.beancount based on (1) and statements in logs

Is there necessary to pull some numbers from database?

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chadwhitacre Feb 9, 2017

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Yes, though for (2) you should be able to get opening balances from the logs repo, no?

Is there necessary to pull some numbers from database?

Oh, probably. :-) I think we may need to bring back the detailed part of the reconciliation dashboard in order to do paydays.

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chadwhitacre commented Feb 9, 2017

Yes, though for (2) you should be able to get opening balances from the logs repo, no?

Is there necessary to pull some numbers from database?

Oh, probably. :-) I think we may need to bring back the detailed part of the reconciliation dashboard in order to do paydays.

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nobodxbodon Feb 9, 2017

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Yes, though for (2) you should be able to get opening balances from the logs repo, no?

Yes for PNC, no for New Alliance. BTW new-alliance.csv has a empty line after header, otherwise github can render the file in table format.

Oh, probably. :-) I think we may need to bring back the detailed part of the reconciliation dashboard in order to do paydays.

If that's a blocker, is there an issue for this already? If not could you open one with some context please?

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nobodxbodon commented Feb 9, 2017

Yes, though for (2) you should be able to get opening balances from the logs repo, no?

Yes for PNC, no for New Alliance. BTW new-alliance.csv has a empty line after header, otherwise github can render the file in table format.

Oh, probably. :-) I think we may need to bring back the detailed part of the reconciliation dashboard in order to do paydays.

If that's a blocker, is there an issue for this already? If not could you open one with some context please?

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kaguillera Feb 10, 2017

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Think I should start working on #2 once gratipay/gratipay.com#4128 is merged since is working on the present month.

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kaguillera commented Feb 10, 2017

Think I should start working on #2 once gratipay/gratipay.com#4128 is merged since is working on the present month.

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nobodxbodon Feb 12, 2017

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To track paypal activities, I suppose opening balance for paypal 2017-01 is also needed?

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nobodxbodon commented Feb 12, 2017

To track paypal activities, I suppose opening balance for paypal 2017-01 is also needed?

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chadwhitacre Apr 26, 2017

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I guess this and subordinate PRs are now blocking on #43. 😩

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chadwhitacre commented Apr 26, 2017

I guess this and subordinate PRs are now blocking on #43. 😩

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