Adding Suspense
Written by Brandy Burch
Updated at March 13th, 2025
Table of Contents
Adding Suspense allows each owner to easily enter suspense items for each owner. Typically, this is only needed when changing from another system.
In the first screen, you enter the effective date, offset account, and purchaser/source information. For normal suspense, the batch Offset Account/Sub should be a cash or receivable type account that will offset actual monies received or soon-to-be-received for which you are manually keying in detail. If the suspense is from a revenue check that was written by the system, use the R-1: Void Revenue Check option.
Step 1. You will simply add the Effective Date of the suspense record (it makes an entry into Cash and into the Suspense Account, hence the need for an effective date). The Offset Account is entered to refund State/Federal taxes. Use the Liability Account in the offset for the correct detail to populate.
Step 2. After entering through the Purchaser Source information, it will automatically open the suspense detail screen will automatically open. (You can also go to suspense detail by clicking on the SusDtl (Suspense Detail) button at the bottom). This is where you can enter the details about the suspense being added. You will enter the owner A/R account, owner number, property, deck if applicable, Interest type, production date, product type, revenue percentage, pay code, and gross volume.
After you finish, you will Menu back to the original Suspense Additions Batch Maintenance screen and click on the Update button in the lower right-hand corner.
HINT: If the grid does not fill in with account numbers, ensure revenue accounts are set with an R Account type. The system will also prevent withholding from being manually added to suspense.
| Suspense Additions Entry Detail | |
|---|---|
| Owner | The owner code. The owner code must be set up in sub Sub-Account Maintenance . |
| Property/ Deck | The property code. The property must be set up in Property Maintenance. |
| Interest Type/Seq# | 1 character code identifying the type of ownership. Valid class codes are W for Working, R for Royalty, and O for Override. The Seq# is normally zero. It is only used if you have multiple interests of the same code, for example, 2 different Working Interest percents. |
| Production Date | The month and year of production in mm/yyyy format. Note: current month (by system date) production dates will not be allowed to be entered. |
| Product | Code identifying the type of product. The bottom half of the screen will fill with accounts depending on the product code entered here. |
| Revenue % | Will auto-fill if a DOI match is found or enter the proper ownership percentage. |
| Suspense Code | Select the desired Legal or Petty suspense code. |
| (Property) Gross Volume | Enter the Property (100%) Volume. Also enter the Property Amount or the Property Amount will automatically calculate if you enter the Owner Share. |
| Property Amount | Enter the 100% dollars for each row that requires information. The LManual? box will be checked if that field was entered manually. The system will automatically calculate the opposite column for you. |
| Owner share | Enter the Owner share dollars for each row that requires information. The OManual? box will be checked if that field was entered manually. The system will automatically calculate the opposite column for you. |
Step 3. You must select Update on the first screen to create a journal entry with a system-assigned unique reference number that debits Cash (or selected offset Account/Sub-Account) and credits the appropriate Petty or Legal Suspense Payable account. The matching suspense detail will also be added to the suspense file.
Step 4. Finally, you can go to the Owner Maintenance [F12] > Suspense Maint button to see the effect of the suspense addition. In this example, it is a negative suspense record, but the same process can achieve a positive suspense record is achieved with the same process.
Adding Ad Valorem Tax to Suspense. Example:
Another reason to use Suspense Add New is if you have received an Ad Valorem Tax that you paid on an owner's behalf and need to reimburse the owner for.
- Add the effective date of the suspense record and the offset Account/Sub-Account. Click on the Detail button at the bottom of the screen.
- Enter the details about the suspense being added. You will enter the owner A/R account, owner number, property, deck if applicable, Interest type, production date, product type, revenue percentage, pay code, and gross volume. After you finish, you will return to the original Suspense Additions Batch Maintenance screen and hit the Update button in the lower right-hand corner.
- Select Update on the first screen to create a journal entry with a system-assigned unique reference number that debits Cash (or selected offset Account/Sub-Account) and credits the appropriate Petty or Legal Suspense Payable account.
- To see the effect of the suspense addition, go to the Owner Maintenance [F12] > Suspense Maint button.