This article describes the Suspense Receipt report, which shows how much unallocated receipt money moved into and out of Suspense Receipt for each Category or GL code.

Overview

The Suspense Receipt report shows the movement of unallocated receipts in RMS. When a receipt cannot be allocated to a charge, for example a deposit taken before the charges are posted or an overpayment, the unallocated amount is held as a Suspense Receipt. When a charge later posts to the account, RMS allocates the held amount to it and the amount leaves Suspense Receipt. See What are Suspense Receipts.

For each Category or GL code, the report shows a + row for money moved into Suspense Receipt, a - row for money allocated out of it to charges, and the net change. It can show seven days side by side, one total for a date range, a list of the individual allocations, or a CSV file with one column per day.

Accounts and finance teams run the Suspense Receipt report to check the Suspense Receipt figures on reports such as the Daily Cash Report, and to find which reservations hold unallocated money. It is most relevant to properties that use Cash Accounting.

Please Note! RMS is highly configurable. Some Terminology, User Access & Permissions, Images, Labels, and Functions used in these articles may differ from your setup. CLICK HERE to find out more.

Use Cases

• Checking a week of movements - the accounts team runs Seven Day Breakup from the start of the week to see, day by day, how much money went into and out of Suspense Receipt for each Category.
• Month-end review - the finance team runs the Date option for the previous month, grouped by GL Code, to see the net change in unallocated money for each GL code.
• Tracing the receipts behind a figure - a manager ticks Receipt Breakdown to list the individual allocations behind the totals, with the receipt, account number and reservation number for each.
• Reconciling in a spreadsheet - the accounts team ticks Daily Breakdown (CSV Export) to get one column per day for a longer period.

How to Access

In the side menu of RMS, go to Reports > Accounting > Suspense Receipt.

Tip! Select Add Report to Favourites Menu to add the Suspense Receipt report to your Favourites, or select Schedule to have it generated and emailed automatically. See Scheduled Reports.

Report Options

The report options on the Suspense Receipt report choose the layout, the dates, and the properties and Categories the report covers. All options are visible on the Report Options panel; this report has no More Options panel.

You cannot tick Receipt Breakdown and Daily Breakdown (CSV Export) at the same time. Selecting Seven Day Breakup clears both checkboxes.

Column Headers

The Suspense Receipt report has two layouts. Seven Day Breakup and Date show totals for each group, and Receipt Breakdown lists the individual allocations. Where a value depends on how RMS allocates receipts, the Source / Calculation column points to Data Sources & Calculations.

Seven Day Breakup and Date layouts

The Seven Day Breakup and Date layouts of the Suspense Receipt report start with a header showing Property Name, Report By (Seven Day Breakdown or Date Range), Date Range and Group By. When Group By is Area Type, the header shows your Category label, for example Category. On a multi-property database with every property selected, Property Name shows the enterprise name, for example House Enterprises.

Groups are listed in alphabetical order. In the example below, built for The Lake House with Seven Day Breakup from 18 Nov 2025 and two Categories selected, 4,800.00 moved into Suspense Receipt for Acacia Cabin on 18/11, and 2,400.00 of it was allocated to charges on 19/11. That leaves a net 2,400.00 for Acacia Cabin for the week. The Grand Total of 5,200.00 is the net increase in Suspense Receipt for both Categories.

Receipt Breakdown layout

The Receipt Breakdown layout of the Suspense Receipt report lists each allocation into or out of Suspense Receipt in the date range. Its header shows the date range, for example Date: From 18 Nov 2025 To 24 Nov 2025.

Rows are sorted by Account No, then Res No, then TransID, and the report ends with a Total. One receipt can appear on several rows as parts of it move into and out of Suspense Receipt.

Data Sources & Calculations

The following concepts govern which allocations appear on the Suspense Receipt report, how the + and - amounts are worked out, and how the layouts relate to each other.

How are the + and - amounts calculated?

The Suspense Receipt report adds up allocations, which are the records RMS creates when it applies a receipt to a charge or holds it as unallocated. See Manual Receipt Allocation. For each group and day:

• + is the total of receipt amounts moved into Suspense Receipt.
• - is the total of Suspense Receipt amounts allocated to charges, shown as a negative amount. Refund and expense allocations are not counted.
• The group total is + plus -. A positive total means Suspense Receipt grew for that group; a negative total means more was allocated out than came in.

Either row can show the opposite sign when an earlier movement is undone. For example, when a receipt that was held in Suspense Receipt is reversed, the + row shows a negative amount.

Which date does the Suspense Receipt report use?

The Suspense Receipt report uses the allocation date: the date money moved into or out of Suspense Receipt, not the date of the receipt. A deposit taken weeks earlier appears in the - row on the day it is allocated to a charge. Receipt Breakdown selects allocations by the same date but shows the date of the receipt in its Trans Date column.

Seven Day Breakup always covers the selected date and the following six days. With the default date of Today, six of the seven days are still in the future, so most columns show 0.00. Choose an earlier date to see a full week of movements.

Which groups does the Suspense Receipt report list?

The Suspense Receipt report lists every Category selected in the Category option, including Categories with no movement, which show 0.00. To shorten the report, select only the Categories you need.

• No Site groups allocations that are not linked to a Category. It appears whenever there are such allocations in the date range, even when only some Categories are selected. Its GL Code shows the GL code of one of its allocations, not a Category GL code.
• Group By GL Code combines Categories that share a GL Acc Code. Allocations with no Category appear in a group named after the GL code of one of those allocations, instead of under No Site.

Why can the Receipt Breakdown Total differ from the Grand Total?

Receipt Breakdown on the Suspense Receipt report lists only allocations linked to a selected Category. Allocations shown under No Site are not listed, so the Receipt Breakdown Total is lower than the Grand Total by the No Site amount. For example, for The Lake House from 1 Jan 2025 to 21 Oct 2026, the Grand Total is 59,635.58, of which 3,750.00 is under No Site, and the Receipt Breakdown Total is 55,885.58.

What does the Daily Breakdown (CSV Export) file contain?

When Daily Breakdown (CSV Export) is ticked, Build creates a CSV file of the Suspense Receipt report instead of showing it on screen. The file is named after the date range, for example SuspenseReceipt_01Jan2025_21Oct2026.csv. It contains:

• Three header rows: Property Name, Report By (always Date Range) and Group By.
• A row of dates, one column per day in the format 01-Jan-2025, ending in Total.
• Three rows for each group, sorted by group name: +, - and Total:.
• A final Grand Total row with the net change for each day and for the whole range.

Related Reports

• Daily Cash Report - daily revenue by GL code over seven days, including the net Suspense Receipt movement.
• Cash Allocation Report - each movement of a receipt into or out of Suspense and its allocation to charges by GL code.
• Cash/Charge Report - cash and charges by GL code, including the Suspense Receipt total for Cash Accounting properties.
• Debtors Ledger report - every account with an outstanding balance as at a selected date.
• Cash Transaction Report - receipts, refunds and expenses by payment type.

Related Articles

• What are Suspense Receipts - what Suspense Receipts are and why they occur.
• Manual Receipt Allocation - apply a receipt to specific charges on an account.
• Cash Accounting Setup for the Generic Financial Export - where Suspense Receipts are recorded in the Cash Accounting export.