Employee Expense Reports (NetSuite)

to pay employee expense reports, please ensure your bank plugin is updated to version 2025 1 0+ payment methods in scope the pay employee expense reports feature supports the below payment methods ach https //support fispan com/commercebank/ach requirements 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 pre requisites before you are able to use the pay expense reports feature, please ensure the below pre requisites are met 1\ entity bank details bundle is installed 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 https //support fispan com/commercebank/entity bank details installation and set up page for instructions on how to install this bundle, and the update entity bank details bundle https //support fispan com/commercebank/update entity bank details bundle page for instructions on how to update to the newest version 2\ entity bank details bundle contains employee bank details 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 https //support fispan com/commercebank/entity bank details installation and set up#owcor on how to manually add employee bank data to the entity bank details bundle, or here https //support fispan com/commercebank/entity bank details bundle importexport on how to mass import data via csv 3\ enable access to suitelet and employees record 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 4\ expense reports must be approved by accounting 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 5\ employee must have employee expense currency and address defined 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 permissions 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 https //support fispan com/commercebank/step 11 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 https //support fispan com/commercebank/step 12 netsuite role permission setup page for steps on how to add this permission to the relevant role(s) paying expense reports step 1 go to the pay expense reports page go to your bank → payments → expense reports step 2 select expense reports to pay 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 step 3 confirm payment 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 step 4 monitor bill processing 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 step 5 check status of payment 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 faqs "why doesn’t my expense report show up on the pay expense reports page?" check if the expense report has been “approved by accounting” if not, click “edit” on the record, tick the checkbox, and save it this record should now appear on the pay page "are grouped expense report payments supported?" yes, they are grouped automatically "why do i not have the option to group expense reports on an employee record?" multiple expense report payments issued to a single employee at the same time will be grouped by default "can i pay a vendor bill and an expense report concurrently?" yes if there are two accountants logged in making payments with one making a bill payment and one making an expense report payment, they will both be able to complete their payments "can i pay employee commissions or handle payroll using this feature?" no, because commissions and payroll are subject to complex taxes and additional unique calculations that are required "why can’t i (or one of my users) open the payment history page?" check if you or your user has "read" permissions on the employee record for this user's role "i have encountered this error you have entered an invalid field value ### for the following field account" the employee's subsidiary does not match the subsidiary of the source account that you tried to pay with choose another source account that matches the subsidiary of the employee "i have encountered this suitescript error your search contains a reference to join for which you do not have a permission employee" this is a netsuite error that appears when you or your user tries to view the payment history page without having read permissions for the “employee record” this is not to be mistaken for “employees”, despite what the suitescript error says "my expense report payment doesn’t go through but no failure message is shown, and expense report remains open to be paid on the “open” tab the accounting period on the expense report may be closed, i e it is december and you are trying to pay an expense report from november when the accounting period for november is already closed try re opening the accounting period or edit the accounting period record and turn on “allow non gl changes” this can be done by navigating to setup > accounting > manage accounting periods please note your ap team may have internal controls in relation to accounting periods, and it highly recommended you double check with an ap manager or administrator i cannot edit my own employee record, but my colleagues are able to edit mine how can i edit my banking information stored in the entity bank details record? this is an odd issue in netsuite outside the scope of your banking plugin that occurs for employees with negative internal ids you may still edit your banking details in the entity bank details record by navigating to setup > entity bank details > overview click on the employees tab, then click on your employee record in the list on this page you are able to add/edit/remove any bank detail records