Employee Expense Reports (NetSuite)
To pay employee expense reports, please ensure your bank plugin is updated to version 2025.1.0+
The Pay Employee Expense Reports feature supports the below payment methods:
Details on what information is required to make payments using any of the supported payment methods can be found in the Payment Requirements section of this website, or by clicking on the hyperlinks above.
Before you are able to use the Pay Expense Reports feature, please ensure the below pre-requisites are met:
The Entity Bank Details bundle is required in order to make employee expense report payments. The bundle must be on version 2022.8 or later. Please refer to the Entity Bank Details Installation & Set-up page for instructions on how to install this bundle, and the Update Entity Bank Details Bundle page for instructions on how to update to the newest version.
Before making an expense report payment to an employee, they must have their banking details stored in the Entity Bank Details bundle. Instructions can be found here on how to manually add employee bank data to the Entity Bank Details bundle, or here on how to mass import data via CSV.
Specific permissions are required before you are able to make a successful employee expense report payment. Please refer to the Permission section of this page for specific instructions on which Suitelet script and records specific users or roles will need access to.
In order for an Expense Report to appear on the Pay Expense Reports page, the report must be approved by accounting. There is a checkbox on the Expense Report that can be checked off by accounting.
Once this box has been checked and the record is saved, there is a blue “APPROVED BY ACCOUNTING” label that appears on the Expense Report. If the Expense Report has not been approved, there will be a blue “PENDING ACCOUNTING APPROVAL” label.
Any Expense Reports that are "PENDING ACCOUNTING APPROVAL" will not appear on the Pay Expense Reports page.
The bank plugin reads the Employee's currency from the Employee Expense Currency field and Address from the Employee record. Both of these fields must be filled in accordingly for a successful expense report payment.
Address can be edited by clicking the Address sub-tab on the Employee record, and then the Edit/Pencil icon below the "Edit" column.
The Employee Expense Currency field can be found through the Human Resources → Expense Report Currencies sub-tabs on the Employee record.
TIP: If you do not have the employee's actual address, other users have reported success using the address of the subsidiary the employee is part of, as long as the country of the subsidiary aligns with the country the employee is based in.
A user will need permission to both the Commerce Bank Expense Reports Suitelet script and the Employee Record.
The Commerce Bank Expense Reports Suitelet script is required for users to access the Pay Expense Reports page. Without access to this, users will not be able to pay, see, or use this feature. Please follow instructions on the Plugin Access Management page for steps on how to assign permissions to relevant employee(s), department(s), or role(s).
Access to the Employee Record must be defined for the role(s) that will be making vendor bill or employee expense report payments. Without a minimum permission level of View, users in this role will not be able to see the Payment History page. Please follow the instructions on NetSuite Role Permission Setup page for steps on how to add this Permission to the relevant role(s).
Go to Your Bank → Payments → Expense Reports.
Use the filters to find the expense reports you would like to pay. If a Default Payment Method has not yet been set for the Employee, choose the desired Payment Method from the respective column. Then, select the payments using the boxes on the left and select Pay.
Note: To ensure your expense reports appear on this screen, the expense report must have “Approved by Accounting” enabled.
Select the account from the dropdown and confirm the number of expense reports, amount and currency are correct. Then, select OK to initiate payment.
Expense Reports are auto-grouped per payments rail at the employee level
After selecting OK, a blue payment status bar will appear at the top of the page to show the progress of your payment.
Once the payment request is successfully sent, the status bar will turn green.
Go to Your Bank → Payments → Payments History.
The status will appear as Processing until the payment has been cleared. Payments will change to Succeeded 4 business days after being approved in Host to Host.
