Suspense account and corrections - Opening and clearing susp...

Learning Outcomes

After reading this article, you will be able to explain why a suspense account is created, identify when it should be used, and outline the steps for opening and clearing a suspense account. You will know how to recognize typical posting errors that lead to an imbalance in the trial balance and demonstrate how to apply correcting entries to restore the integrity of accounting records for the ACCA FA1 exam.

ACCA Recording Financial Transactions (FA1) Syllabus

For ACCA Recording Financial Transactions (FA1), you are required to understand the role of suspense accounts and the process for correcting errors in bookkeeping. This includes:

• When to open a suspense account in situations where the trial balance does not agree
• Recognizing errors that lead to imbalances in double-entry records
• Making correcting entries using the suspense account
• Clearing the suspense account with appropriate journal adjustments
• Redrafting the trial balance after all errors have been resolved

Test Your Knowledge

Attempt these questions before reading this article. If you find some difficult or cannot remember the answers, remember to look more closely at that area during your revision.

1. A trial balance shows debits of $132,000 and credits of $130,500. What opening entry should be made in the suspense account?
2. Which type of error will always require use of a suspense account? a) Error of omission
   b) Compensating error
   c) Single-sided entry
   d) Transposition error
3. True or false? Clearing the suspense account always means deleting it from the ledger.
4. Briefly state the double-entry needed to clear a suspense account when an expense payment was posted only to the debit side of the cash book.

Introduction

When preparing a trial balance, the debit and credit totals should be equal. If they do not match, the difference points to errors in the double-entry system. In such cases, a suspense account is created as a temporary solution to ensure that work can continue while errors are traced and corrected. Use of the suspense account is a practical tool in both manual and computerised accounting systems for ACCA students.

Key Term: suspense account
A temporary account used to record the difference when the debits and credits in a trial balance do not agree, pending investigation and correction.

Why Is a Suspense Account Needed?

If, after listing all ledger account balances, the trial balance columns are unequal, this means at least one transaction has not been entered with matching debits and credits (or is missing altogether). In practice, businesses cannot leave records unbalanced—reports, statements, and ongoing transactions may depend on the completion of the trial balance, so a suspense account is opened to record the difference until the errors are found and corrected.

Key Term: trial balance
A summary list showing the debit or credit balances of all general ledger accounts at a specific date, used to check the arithmetic accuracy of double-entry records.

Opening a Suspense Account

If total debits exceed credits, the suspense account is given a credit balance equal to the difference. If total credits exceed debits, it starts with a debit balance.

Example:
If the debits total $80,500 and the credits total $78,250, a suspense account is opened with a $2,250 credit balance. This entry allows the trial balance to "balance" and alerts the accountant to search for errors.

Key Term: correcting entry
An adjustment made in the accounts to fix an error, usually involving the suspense account if the error caused unequal totals.

Types of Errors Requiring a Suspense Account

Not every accounting error will cause the trial balance to disagree. A suspense account is needed only when total debits and total credits in the trial balance are different. These errors typically involve:

• Single-sided entries (only a debit or only a credit made for a transaction)
• Entry of unequal amounts for the debit and credit sides of a transaction
• Mathematical mistakes when totalling ledger balances

Errors of omission, principle, or commission (such as posting to the wrong account) generally do not affect the trial balance agreement.

Clearing a Suspense Account

Once errors are located, they must be corrected with further entries. The aim is always to return the suspense account to a zero balance. For each error found:

1. Identify which accounts were affected and how the error occurred.
2. Calculate the adjustment needed.
3. Pass the correcting journal entry.
4. Make the corresponding entry in the suspense account.

When all errors have been corrected, the suspense account should show a nil balance. The corrected balances are then reflected in a redrafted trial balance.

Key Term: clearing the suspense account
The process of posting correcting entries so that the suspense account’s balance returns to zero.

Typical Process of Correction

1. Open the suspense account for the difference found in the trial balance.
2. Review the ledger accounts and transaction records to identify the error(s).
3. For each correction, pass a journal entry affecting both the correct account and the suspense account.
4. After all corrections, ensure the suspense account has no balance left.
5. Prepare an updated trial balance to confirm that the error(s) have been resolved.

Worked Example 1.1

A business’s trial balance contains $150,200 of debits and $149,850 of credits. Later, it is discovered that a $350 cash payment for office repairs was recorded only in the cash account (credited) and no corresponding debit was made. Show the correcting entry.

Answer:
Open a suspense account for $350 credit to make the trial balance agree. The correcting entry:

Debit Office Repairs $350
Credit Suspense Account $350

This debits the missing expense and clears the suspense account.

Worked Example 1.2

A $500 payment for insurance was posted correctly in the cash book but not in the insurance expense account. What correcting entry is needed if the suspense account was opened with a credit for the difference?

Answer:
Debit Insurance $500
Credit Suspense Account $500
This adjustment records the missing debit and clears $500 from the suspense account.

Exam Warning

A suspense account is not an error account. It is a temporary measure and should always be cleared once the differences are resolved. If any balance remains, there is an unresolved error in the books.

Revision Tip

Review the types of errors that require a suspense account—especially single-sided or unequal entries. For ACCA exams, be ready to draft simple correcting journals from a suspense account standpoint.

Summary

A suspense account is a key tool for resolving discrepancies in the trial balance. It is opened with the trial balance difference and is cleared through correcting entries as each error is found. Once the suspense balance returns to zero, the accounting records are ready for reporting and final statements.

Key Point Checklist

This article has covered the following key knowledge points:

• When to open a suspense account if the trial balance does not agree
• How to calculate and post the correct opening entry in the suspense account
• Identifying which types of error require a suspense account
• Clearing the suspense account by making suitable correcting entries
• Checking that the suspense account returns to a nil balance after all corrections
• Redrafting the trial balance once the suspense account is cleared

Key Terms and Concepts

• suspense account
• trial balance
• correcting entry
• clearing the suspense account