I will try to sum this up best I can. We own/operate a c-store.
New to Manager IO, and trying to get up and running for 2025 and noticed something.
We pay some of our distributors directly out of the drawer with cash.
When we reconcile at the end of the day the invoice for this cash payment is scanned and created in ManagerIO. The account lines get entered as an expense to a distributor on the invoice. A control account has been created called “Petty Cash” its used to track these payments easily which is set on each supplier/distributor we pay via this method.
We then enter a receipts with the total sales from our end of day report. To account for the cash paid to the distributor we create a line where the account is set to “petty cash” and then I have the option to choose the supplier/distributor and the invoice created earlier. This all works as expected.
My issue is when I look at the summary page or run a report. These petty cash payments do not show as an expense. They end up on the balance sheet as a negative amount under equity expense.
I did try removing the “petty cash” control account altogether and using “accounts payable” on the receipts but no change, still shows under Equity->Suspense. Any help to get this fixed is much appreciated.
Purchase Invoice Created - Note Account is Misc Distributor - Which is an expense account.
The red box is just covering up the account number next to the account. I am entering old data for testing and the invoice was scanned in today which is automatic as I use the API. I changed the date to match the receipt and there is no change. General account should be setup correctly its the bank account where the actually cash from sales is deposited.
As it is the invoices that are appearing in Suspense account, check the Edit screen of the problem ones to see if there is anything that needs to be added /corrected on these.
Other than that I am out of ideas and I am not up to speed on API function so someone else may need to assist you.
Thanks for your help, I can confirm the receipt entries are in balance and there is nothing left that should be in Suspense. I also created a second set manually without the API and I am seeing the same thing. I think this is something else in how this type of payment is getting accounted for in the system.
Please show as requested one of the edit screens of the invoices in the Suspense account.
It is important to remedy the issues in Suspense. The older guides at https://www2.manager.io/guides are cleared about this:
Any balance in Suspense signals a problem. Never attempt to clear the Suspense account with a journal entry. That only hides problems and usually makes both your Balance Sheet and Profit and Loss Statement inaccurate. Problems that caused transactions to post to Suspensemust be identified and corrected.
I agree nothing should be in suspense which is why I made this post. Its entered in the receipt as thats where the cash was taken from to pay them. It directly affects the deposit into the General account, I can’t make a payment from general as that will show a debit from the General account that is not on the Bank statement. I feel this is some kind of bug since I am able to use the accounts payable in the receipt and choose the vendor, and invoice… This keeps the workflow simple and straightforward. I need to show in my receipts that cash was paid to suppliers/distributors out of the deposit. Look at the screenshot, the invoice even shows paid.
I’ll try the non inventory item, but I don’t believe that is going to fix my issue. The payment for the invoice has to be deducted from my receipt which is the deposit made into the general account. Im not paying them out of the general account, it’s money taken out of the deposit to pay them. It needs accounted for when the receipt is entered.
I’ll try to explain the workflow completely.
We operate a c-store and each employee puts a drawer into the register for their shift.
If we receive a product delivery that day, some suppliers get paid directly out of the register with cash.
At the end of the day, each cashiers drawer is counted and there will be an invoice in their drawer showing they paid a supplier in cash. Once we run our end of day report, to close the day out. This is all totaled and accounted for. The invoice is scanned and gets entered into Manager IO. A receipt is created in Manager IO showing our total sales, any expenses, and paid suppliers etc as I shown in my screenshots. This receipt equates to a deposit that we make at the bank with the cash for that day. Which is why we have to account for the fact that a payment was made to a supplier from that cash deposit that way it matches the bank statement.
I appreciate your help, and I’ll be the first to admit I am by no means an expert here and would like it to work correctly. How would you suggest this workflow work. I need to enter a deposit as receipt and account for the money used to pay the supplier. Im trying to keep this as simple as possible so your suggestions are appreciated.
I suspect you need a Cash account in Manager.
Then when your business pays a supplier, a Payment is entered in Manager from this cash account to the suppliers accounts payable → particular invoice.
At the moment in your Receipt, I’m not sure what the Account: General is which is cleared months later.
