Correct an amount already reconciled in the Suspense Account by entering a matched pair of allocation transactions. This keeps the original bank record and moves the amount to the correct ledger.
Use the same underlying bank account on both sides
Select the actual Trust Account as the bank account for each entry. Suspense is the ledger being adjusted. Match the amount and correction date, and use Method Balance Transfer on both entries.
On this page: Before you start · Choose the pair · Move out of suspense · Move into suspense · Confirm and check
Before you start
- Identify the original reconciled suspense entry and the booking, property or ledger that should receive the allocation.
- Check the actual amount being moved. Keep the original reconciled entry as the audit trail.
- Use the same appropriate correction date and a matching explanation/reference on both entries. If the required period is closed, obtain the supported correction instructions before saving.
Choose the matched pair
| Direction | Suspense entry | Other side |
|---|---|---|
| Out of suspense | Debit Adjustment in the Suspense Account. | Payment Received against the destination booking. |
| Into suspense | Credit Adjustment in the Suspense Account. | Accommodation Refund against the source booking, or Refund against the source ledger when no booking is involved. |
Set the transaction to the adjustment or payment shown above and set Method to Balance Transfer. These paired records allocate money already in the account; no bank transfer or guest refund is being made.
Move an amount out of suspense
- Go to Trust Account > Suspense Account and select Add Transaction.
- Choose Debit Adjustment. Enter the amount, correction date and reference. Check the underlying Trust Account, select Method Balance Transfer and save.
- Open the destination booking’s Payment Record > Add Transaction. Choose Payment Received and enter the same amount, date and reference. Use the same Trust Account and Method Balance Transfer, then save.
Move an amount into suspense
- Go to Trust Account > Suspense Account > Add Transaction and choose Credit Adjustment.
- Enter the amount, correction date and reference. Use the underlying Trust Account and Method Balance Transfer, then save.
- For a booking allocation, open the source booking’s Payment Record > Add Transaction and choose Accommodation Refund. If no booking is involved, use Trust Account > Add Transaction, select the source property/ledger and choose Refund.
- Enter the same amount, date and reference. Use the same Trust Account and Method Balance Transfer, then save.
Confirm both entries and check the result
- Open Trust Account > Bank Rec > Transaction List (Grouped) and find both Balance Transfer entries.
- Check the matching amount, opposite directions, date and underlying bank account. Review the included records if an entry is grouped with other transactions.
- Confirm both sides using the correct date. If confirmation is unavailable, check the reconciliation period rather than selecting a false date.
- Check the Suspense Account and destination/source booking or property statement. The allocation should have moved by the intended amount, while the pair has a zero net effect on the bank account.
Keep the pair complete
A single adjustment changes only one side of the records. If the amounts, dates, accounts or allocations do not match, resolve the difference before treating the correction as complete.
Is this a payment to the guest?
No. In this procedure, Accommodation Refund or Refund uses Method Balance Transfer to record the other side of an internal allocation. Arrange any actual bank payment through its separate payment process.
Need help? Send support the original suspense transaction reference, the amount and destination/source ledger, plus both correction references if they have already been saved.