The most common cause is a bill coded to the prepayments balance sheet without a matching expense code
ScaleXP needs an expense code on every prepaid bill so it knows which P&L account to release the cost into when expensed.
When a bill has been coded straight to the prepayments balance sheet account in your accounting system and an expense code has yet to be assigned, ScaleXP holds the journal until the code is in place — and flags the bill for you on Section 5 of the Prepayments Journal page. This article walks you through finding and allocating the bill so the journal posts cleanly.
If the journal does post but the closing balance differs from Xero or QuickBooks, see How to Reconcile Your Prepayments Balance with Xero or QuickBooks — that’s a separate scenario covered in its own article.
Open the Review Prepayments page from the left-hand sidebar. Find the supplier and bill you noted in Step 1, and assign the P&L expense account the cost should release into when expensed.
For a fuller walkthrough of how to choose the right expense code for a bill — including bills originally coded to the balance sheet — see How Should I Code My Bills? (to expense or balance sheet).
Return to the Prepayments Journal page. The bill now flows through Section 5 to Section 1, and the Post journal button is active.
Click Post journal [Current Month] to write the journal directly to Xero or QuickBooks. For the full walkthrough of what each section on the page shows you, see How to Automate Your Prepaid Expense Journal: Review and Post the Prepayments Journal.
That’s it — your prepayments journal is posted to your accounting system, the flagged bill has been allocated to the right expense account, and future bills from the same supplier will flow through cleanly.
Carry on with your month-end close:
Related Articles
How to Reconcile Your Prepayments Balance with Xero or QuickBooks
How to Automate Your Prepaid Expense Journal: Review and Post the Prepayments Journal
How Should I Code My Bills? (to expense or balance sheet)
How to Automate Prepaid Expenses: Setting up Prepaid Expenses in ScaleXP
How to Change the Review Status of a Supplier or Bill on Prepaid Expenses Pages