How to pass Journal Entry to Suspense Account to Receive Money?

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This can be either an Income account or a Liability account. We recommend you choose a Liability account (e.g. Deferred Revenue). Each time the sync process runs, it will attempt to sync all records which have been created or updated since the last time the sync process ran. In this scenario, you will have two invoices for equal and opposite amounts, so that the total cancels out to a 0 balance settlement. In this case it happens when there’s a month boundary in the zero balance settlement period.

AccountDebitCreditSuspense Account1,000Accounts Payable1,000Later, you decide to bill the supplies account of the purchasing department. To close the suspense account, credit the suspense account and debit the supplies account for the purchasing department. You might be unsure about which department of your business to charge, so you place the amount in a suspense account. When you get the information you need, reverse the suspense account entry and make an entry in the permanent account. This closes out the suspense account and posts the transaction to the correct account. Initially I thought I’d see if one could set up a bank feed between one’s Luno wallets and Xero but that’s seemingly not possible for now.

Once they are invoiced, they will sync as invoice line items. To resolve it, click the Resolve Error button in the upper right hand corner. The next screen will show you all similar customers in Xero. Once you select a customer to utilize in Xero, your customer account in Recurly will be linked and all related transactions will be sent to Xero using this customer record.

Unfortunately, the best section may not be known at the time of the receipt, and it is hard to say where you will find the suspense account in your own chart of accounts and general ledger. If you get a payment, but you don’t know who has sent it, you may need to place the amount in a suspense account. Once you have checked invoices and other correspondence and confirmed with the client or customer, you can then move the amount to the appropriate account. Use a suspense account when you buy a fixed asset on a payment plan but do not receive it until you fully pay it off. After you make the final payment and receive the item, close the suspense account and open a separate asset account. List the suspense account under “Other Assets” on your trial balance sheet.

xero account

Reconciling your virtual cfo accounts in Xero so they transfer cleanly to QuickBooks Online. After reconciling, make a note of the balances of your bank accounts. This information will be needed when preparing the post-conversion reconciliation in the QuickBooks Online company file. This is also important when you are using the cash accounting scheme. We use these clearing accounts to record the funds that are expected from each third-party payment gateway, which have yet to be deposited into your bank account. For sales paid for via Shopify Payments, Link My Books generates one settlement summary report for each payout you received from Shopify.

vat suspense account

After you make corrections, close the suspense account so that it’s no longer part of the trial balance. A trial balance is the closing balance of an account that you calculate at the end of the accounting period. When debits and credits don’t match, hold the difference in a suspense account until you correct it. A suspense account is an account where you record unclassified transactions.

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This keeps uncategorized transactions separate from categorized transactions. Make sure the owner has enough funds allocated in their Owner Funds Reserved account, which you can find in the balance sheet filtered by tracking category. If there’s not enough funds, you’ll need to allocate funds into this account from another trust liability account, else you’ll run the risk of commingling funds of other owners within the trust account.

Posting (or re-posting) to Xero

You can then analyze them and make sure they are classified correctly. We’ve been expanding our Audit offering ever since we launched it and our latest introduction is suspense accounts. The suspense account is one area where our Head of Education and Training, Jodilee, saw fraud back when she worked as an auditor.

  • A suspense account is opened whenever you receive a payment and you cannot identify which invoice the customer wants paid or which customer made the payment.
  • When working with the trial balance, you can open one suspense account to hold all of the discrepancies until you find them.
  • Therefore, you should not use QuickBooks Online until you are notified by email that your conversion is completed and available for review.
  • At the “Start” field heading (next to “Select budget”), select the month your financial year start in, usually, this is July for most businesses.

The journals related to Credits, Prepayments and Overpayments in Xero will be merged to keep an accurate balance on all accounts when converted to QuickBooks Online. It is important that you export reports from Xero and save them in a safe location even after the conversion is done for the tax or financial audits. Please seek advice from your accountant and/or tax advisor. A conversion project can take as little as a few days to a few weeks depending on the required effort for pre and post conversion. The processing time from Dataswitcher’s conversion wizard spans from a few minutes to several hours depending on the amount of the data received. We recommend you consult with a certified accounting professional such as a QuickBooks ProAdvisor or a QuickBooks Solution Provider if you are not familiar with accounting transactions. Account50Cash50When you receive the full payment from the customer, debit $50 to the suspense account. This closes the suspense account and moves the payment to the correct account. For suspense account journal entries, open a suspense account in your general ledger. The format of suspense account entries will be either a credit or debit. Also, enter the same amount with an opposite entry in another account.

When to use suspense accounts

When you record uncertain transactions in permanent accounts, you might have incorrect balances. Suspense accounts help you avoid recording transactions in the wrong accounts. You also avoid failing to record a transaction because of missing information.

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If your trial balance debits are larger than the credits, the difference is recorded in the suspense account as a credit. Xero keeps a detailed journal history for all operations. Because of an overabundance of information on Customers/Suppliers level, we merge journals related to Credits, Prepayments and Overpayments to keep an accurate balance on all accounts. This means that older period reports might not represent the correct balance at that time even if all the current and outstanding balances are fine. The amount that needs to be paid to each owner can be found in the balance sheet. Filtering the balance sheet by the tracking category for each owner, look up the sum of all amounts under all “Trust Account Liability – Owner Funds” accounts.

AR and AP transactions

Just like any to-do pile, the suspense account cannot hold your mystery amounts forever, and its proper place will need to be determined. Businesses may decide to clear their suspense accounts quarterly, while smaller companies may do so more often. The purpose of suspense account entries is to temporarily hold uncategorized transactions.


Some accounts receivable and payables transactions might not be posted as expected due to the API differences between Xero and QuickBooks Online. During conversion, the pre and post-checks validation might show Xero contacts as QuickBooks Online suspense contacts (zCustomers & zVendors). If this occurs, you might find balances in zCustomers or zSuppliers. But overall, the end result of the migration should be ok.. Consider this a thorough guide to automating the management of other peoples funds with the highest integrity.

Credit Cards

If you have several currencies set up in Xero and Recurly, you may run into issues with refunds syncing to Xero because of a system limitation in Xero. Unfortunately, Recurly is not able to provide an exchange rate properly for these refunds automatically. We recommend that what you do in this case is manually create the refund in Xero, and Ignore the error in Recurly. Because of this, we allow merchants to ignore sync errors on the Invoice and Transaction objects. We recommend that if there is an error that is not easily resolved on Invoices or Transactions, you manually re-create the invoice or transaction in Xero and Ignore the error in Recurly. Note that if you have a carryforward credit that is uninvoiced, it will sync to Xero.


This will be needed for your accountant to run depreciation. General Ledger Exceptions Report – go to Reports and find this report. For balances that appear odd, see if they are justified (is there a legitimate reason?).

  • 23340 – Trust Account Liability – Owner Funds – Airbnb Collections – Cleaning Fees – This account tracks the cleaning fee portion of each Airbnb reservation.
  • If you get a payment, but you don’t know who has sent it, you may need to place the amount in a suspense account.
  • You should consult an accounting professional regarding your business’s particular requirements prior to using the AdvanceRetail Accounting Interface.
  • This is one of the best thing in Accounting Process / Book Keeping process.

These transactions are only generated in AdvanceRetail if Advanced Banking is turned on. The rest of till totals will be posted in a $0 sales invoice. Xero Tracking Name 1 – The name of the tracking category as setup in Xero.

Not individually recorded on a transaction by transaction basis. Suspense Receipts are the recorded movements of un-allocated Receipts in RMS. Information on the export created for Xero Online in RMS. The GoCardless content team comprises a group of subject-matter experts in multiple fields from across GoCardless. The authors and reviewers work in the sales, marketing, legal, and finance departments. All have in-depth knowledge and experience in various aspects of payment scheme technology and the operating rules applicable to each.

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