Where in the chart of accounts is a suspense account located?

suspense account in balance sheet

Suspense accounts help you avoid recording transactions in the wrong accounts. You also avoid failing to record a transaction because of missing information. Later, you decide to bill the supplies account of the purchasing department.

suspense account in balance sheet

In reality, under a double-entry bookkeeping method, every kind of error is bound to be identified sooner or later. Double Entry Bookkeeping is here to provide you with free online capitalization dictionary definition information to help you learn and understand bookkeeping and introductory accounting. Go beyond with end-to-end transformation.Powerful technology is only part of the story.

thoughts on “Suspense Account: Definition, Example, Creation, and Close [Notes with PDF]”

Even if there is no timeline set by regulatory authorities for the clear-out process, businesses routinely carry out monthly or quarterly suspense account reconciliations. Therefore, it is vital to have a process in place to clear out the suspense account on regular basis so that all of the suspense account entries are moved into their designated accounts to zero out the suspense balance. A customer paid an outstanding $1,000 invoice in two partial payments of $500. There are several errors that may be revealed by the trial balance which involve the suspense account. If the credits in the trial balance exceed the debits, record the difference as a debit–and vice versa–to make both columns of the trial balance report balance. The suspense account can have a debit or a credit balance, depending on which side the trial balance is short.

Sometimes, you don’t have all the necessary information for accounting. Missing or incorrect details can derail your bookkeeping efforts, but you need to record every transaction. Use a suspense account when you’re not sure where to record general ledger entries. Having a suspense account containing a balance on the financial statements does not generally reflect well on the overall health of the business.

  • Even if there is no timeline set by regulatory authorities for the clear-out process, businesses routinely carry out monthly or quarterly suspense account reconciliations.
  • Another instance in which having a suspense account comes in handy is when a trial balance is out of balance, meaning the debit and credit columns do not match.
  • Timely, reliable data is critical for decision-making and reporting throughout the M&A lifecycle.
  • You might receive a partial payment from a customer and be unsure about which invoice they’re paying.

At first, Michelle did not recognise the amount so she included this in her accounting records by debiting the suspense account and crediting the bank account. On investigation, she discovered that it was a direct debit for a subscription to an IT support service. The payment relates to IT support services which Michelle will make use of from 1 September 20X8 to 31 August 20X9. Businesses with lots of transactions, particularly ones involving staff who are not financially trained, may find they need to use a suspense account more frequently.

Suspense accounts on balance sheets are not desirable since they might make it difficult to balance the books appropriately. After which, they need to debit the suspense account and credit the accounts payable. Once the department has been specified, the accountant or management will be able to quickly bill that department. Finally, for the buying department to complete the transaction, the accountant will credit the suspense account and debit the supply account. An accountant was instructed to record a significant number of journal entries written by the controller of a large company.


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Close the suspense account and open a separate asset account once you’ve made the final payment and received the item. Emilie is a Certified Accountant and Banker with Master’s in Business and 15 years of experience in finance and accounting from large corporates and banks, as well as fast-growing start-ups. The bookkeeper is unable to balance the company’s trial balance, with the credit column exceeding the debit side by $500. For example, if an investor who sells off securities worth $10,000 plans to promptly reinvest that money into other financial instruments, the $10,000 would be temporarily moved to a suspense account until it is reinvested.

State two situations where you can use a suspense account.

If there is an anomaly, this amount is placed in a suspense account until the balance is corrected, and the amount is accurately placed in the right account. 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. As the name suggests, a suspense account is an account that temporarily records amounts that are yet to have their proper accounts determined. In balance sheet terms, a suspense account is not ideal, as it can prevent you from accurately balancing the books.

suspense account in balance sheet

Because this payment isn’t in full, it doesn’t have a direct correlation on the balance sheet as it won’t match revenue, inventory or expenses. It will be moved onto the ledger once the commission has been paid in full following the completion of work. Suspense accounts can be an incredibly important tool, ensuring you don’t lose track of certain transactions or accidentally enter https://online-accounting.net/ figures in the wrong place, which can result in errors in your financial statements. Identifying an amount shouldn’t be an impossible task (if so, it may suggest fraud). Remember to consider issues like an inaccurate recording of funds (for example, money going into the cash account and not the sales account) and unrecorded expenses, which can be traced back to their invoices.

Why is the suspense account used?

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As a result, this account assisted him in keeping the transaction in the books of accounts while also discouraging him from categorising it incorrectly. It aids in ensuring that all transactions are recorded under the appropriate headings. It improves the quality of bookkeeping and the proper representation of all transactions as a result.

Assets not yet received

If you are purchasing an asset that you will not receive until you have paid in full, payment instalments can be placed in a suspense account and moved to an asset account when completed. In case Suspense A/c is not closed at the end of the accounting period, the balance in the Suspense A/c is presented in the Balance Sheet. Similarly, if a borrower pays more than they owe for a particular month—without designating how those funds should be applied—the servicer may put the extra money into a suspense account for the time being.

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For example, the total debit column stated an amount of $ 1,350,000 whereas the total credit column became $ 1,375,000 resulting in a  credit difference of $25,000. The amount of $ 25,000 will be posted on the debit side of the Suspense account, resulting in the total of both debit and credit columns to an amount of $1,375,000 and agreement of trial balance. Create a suspense account in your general ledger for suspense account journal entries. Suspense account entries would then take either a credit or a debit format. Also, in another account, enter the same amount with an opposite entry.

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