What does this section cover?

What are System Accounts?

System Accounts are owned by the company, in contrast to the customer accounts. There can be different type of system accounts. CRM.COM supports Suspence Accounts, which can be used to temporarily hold payments that their legal payer has not been successfully identified.

Explaining System Accounts Receivable Fields

System Accounts Receivable

Default System Accounts

Suspense Account

A Suspense account is a special system account used to temporarily carry any doubtful Financial Transactions, which their permanent allocation against an Accounts Receivable is pending. The Suspense account can only be owed by the organization Contact Information and as long as there are Financial Transactions allocated to it, it cannot be deleted.

It is used as a repository for Financial Transactions where:

• The Accounts Receivable is invalid, i.e. a proper Accounts Receivable cannot be determined at the time a Financial Transaction is created or posted
• The specified Accounts Receivable is terminated or deleted
• The specified Accounts Receivable and Accounts Receivable owner don't match

Above cases are created usually from bank payment import files and not the UI or the WEB API, as validations exist, and you would not be allowed to save a Financial Transaction with wrong or no Accounts Receivable

Defining a System Account as Suspense

As explained above the only default and required to be created, system account in CRM.COM is the Suspense account. However you can create as many System accounts you need to create.  

1. Navigate to MODULE CONFIGURATION > FINANCE APPLICATIONS > ACCOUNTS RECEIVABLE > SET UP BUSINESS DEFINITIONS
2. Search for an existing definition and click on the Number link to go to the data entry page

3. From the Actions Menu click on EDIT

   Account information

   New Account

4. Click on REGISTER NEW ACCOUNT to open Accounts Receivable data entry page in a modal window
   Account Type will be automatically set to "System Account"
5. In the Account name write the name: "Suspense account" or any other name that you would like to give to your account

6. Add any files or URLs related to the entity.

   Check  General Settings to find out the restrictions (if any) related to the type and the size of the files you wish to upload. 

   1. For adding a file
      1. Click on Add > Upload File
          
      2. Drag and Drop the file in the modal 
         OR 
      3. Click in the modal
      4. Select the file to be uploaded
      5. Click on "DONE"
      6. Notes: Provide notes related to the upload
   2. For adding a URL
      1. Click on  "ADD"
          
      2. Attachment: Specify the URL
      3. Notes: Provide notes related with the URL

7. Click on SAVE to create the account and close the modal window

   Existing Account

8. Type the name of the account you would like to set as Suspense account and press enter or click on the magnifying glass to open "Search System Accounts" modal window
9. Search for the Accounts Receivable you would like to set as a Suspense account
   Only accounts with Account Owner set as the contact in the Platform - General settings will be loaded
10. Click on the account you would like to add and close the modal window