I don’t use billable expenses very often—the first and last time appears to be back in late 2014 (when I was invoiced by my supplier) and early 2015 (when I invoiced the client). Only now have I noticed that the sales transactions for these items are both sitting in the Suspense account, and I want to try and fix it retrospectively.
So digging back through the entries, this is what I can work out…
I received two invoices from my supplier, each with a single billable item. For each item I chose ‘Billable expenses’ as the account, and then the correct client.
Then I sent the client a single invoice which included each billable expense as a separate item. (The invoice also included other non-inventory items.) Now it would appear that I used a non-inventory item for the two billable expenses—something I now see (according to this post: Create non-inventory items) I’m not supposed to be able to do! And sure enough, the account for each of these items is listed as ‘Suspense’.
However, when I go into the ‘Billable Expenses’ module, I can see that each one is labelled ‘Invoiced’. If I go into ‘Summary > Billable expenses’, it shows that the sales invoice did indeed credit the correct amount to reimburse these two billable expense, creating a balance of $0.00. How is this possible when my sales invoice doesn’t refer to the ‘Billable expenses’ account in any way? Has something changed in Manager since I generated this invoice in January 2015? Were you previously able to designate non-inventory items to the ‘Billable Expenses’ asset account?
More to the point, how do I fix it now so that nothing appears in the Suspense account?