Expense Reimbursements - New (NetSuite)

's expense reimbursements feature for netsuite lets you process employee reimbursement payments directly from the plugin this guide will help you start processing your expense report payments quickly note this guide is only applicable if you are using expense reimbursements module under accounts payable (new) tab in the plugin payment methods in scope the employee reimbursements feature supports the following payment method to see details about the information required for the supported payment method, go to the payment requirements section of this guide pre requisites before you are able to use the expense reimbursements feature, please ensure the below pre requisites are met 1\ payment methods employees must have payment methods set before you can process expense reimbursements employee payment methods, bank accounts, addresses, and remittance preferences are managed via the payment methods page for more details on managing payment information, see the payments 2 0 payment methods guide 2\ required permissions to get access to the expense reimbursements page, please have your erp administrator navigate to the role to customization → scripting → script deployment use the following filters on the type dropdown, select suitelet on the api version dropdown, select 2 1 edit the expense reimbursements suitelet script and, under the audience tab, add roles that require access to expense reimbursements 3\ expense reports must be approved by accounting in order for an expense report to appear on the expense reimbursements page, the report must be approved by accounting there is a checkbox on the expense report that can be checked off by accounting expense reimbursements now that you've completed the prerequisites and set up permissions, you're ready to start using the expense reimbursements feature follow these steps to learn how to pay expense reports in netsuite 1\ go to expense reimbursements page navigate to accounts payable (new) → expense reimbursements the expense reimbursements page displays all approved expense reports with remaining balances ready for payment note you will only see expense reports for employees in subsidiaries you have access to based on your netsuite role permissions 2\ select 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 expense reports using the checkboxes on the left and click start payment run tip your selections persist across pages you can select expense reports on page 1, navigate to page 2, select more, and pay them all together in one batch 3\ review payment summary after clicking start payment run , a popup will appear select the source account from the dropdown for each currency and confirm the number of expense reports, amount, and currency are correct click review payment summary to continue note expense reports are auto grouped per payment rail at the employee level if you select 5 expense reports for the same employee, they create 1 payment (not 5 separate payments) 4\ send payments review the payment summary details and click send payments to initiate payment 5\ monitor payment processing after clicking send payments , 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 6\ check status of payment go to the history tab on the expense reimbursements page the status will appear as processing until the payment has been cleared payments will change to completed after being approved, which may take several days partial payments you can pay less than the full expense report amount the remaining balance stays open for future payment how to make a partial payment select the expense report you want to partially pay click in the to pay column for that expense report enter the amount you want to pay (must be less than the full amount due) press tab or click outside the field to save click start payment run to process the payment the expense report will reappear on the expense reimbursements page with the remaining balance after the payment completes example original expense report $500 00 you pay $300 00 remaining balance $200 00 (reappears on expense reimbursements page) scheduling payments schedule expense report payments for a future date instead of processing immediately how to schedule payments select the expense reports you want to pay click schedule payments (instead of start payment run) choose the payment date select source accounts for each currency click review payment summary to continue review the summary and click schedule payments to confirm scheduled payments appear on the history tab with "scheduled" status until the payment date note you can cancel scheduled payments from the history tab before the scheduled date once processing begins, payments cannot be cancelled failed expense reports payments can fail for various reasons (invalid bank account, insufficient funds, employee settings, closed accounting period) when this happens, the expense report remains open and can be corrected and resubmitted viewing failed expense reports if you have previously failed payments, a banner will appear at the top of the expense reimbursements page alerting you to failed expense reports failed expense reports display an error icon (⚠️) before the expense report number click the icon to see the specific error details and reason for failure to view failed expense reports, click the "view failed expense reports" link in the banner at the top of the page retrying failed expense reports switch to the failed expense reports view using the banner link click the error icon next to the expense report number to view the error message correct any issues (e g , update payment method, verify employee bank account, reopen accounting period) select the expense report using the checkbox click start payment run to retry the payment important failed payments are only visible on the page where they were initiated if a payment fails on the legacy page, it won't appear in the new expense reimbursements "failed" view, and vice versa deleting expense reports remove an expense report from the expense reimbursements page without deleting it from netsuite how to delete an expense report find the expense report you want to remove click the delete icon (🗑️) on the right side of the expense report row confirm the deletion when prompted the expense report will be removed from the expense reimbursements page but remains in netsuite with status changed to "voided" to restore edit the expense report record in netsuite (e g , change the status back to approved) the plugin will re sync and display it again view only access your netsuite administrator can grant view only access to users who need to review expense report data without the ability to submit payments this is useful for auditors, reviewers, or team members who monitor reimbursement activity what you can do view all expense reports and details (amounts, employees, due dates, payment methods) use filters and search view the history tab export data (if enabled for your role) what you cannot do select expense reports or submit payments edit expense report amounts or payment details delete expense reports from the page identifying view only access if you have view only access, action buttons like start payment run will be disabled or hidden note view only access is controlled by your netsuite administrator through role based permissions if you need full access to submit payments, contact your netsuite administrator to update your role permissions faqs why doesn't my expense report show up on the expense reimbursements page? check if the expense report has been approved by accounting if not, click edit on the record, select the approved by accounting checkbox, and save this record should now appear on the page also verify the expense report has a due amount ≥ $0 01 the expense report is not currently being processed by another user the expense report hasn't been manually deleted from a previous payment run the employee is in a subsidiary you have access to are grouped expense report payments supported? yes, they are grouped automatically per payment rail at the employee level 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 you don't need to enable this separately 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 however, you cannot pay vendor bills and expense reports in the same batch pay expense reports from the expense reimbursements page, pay bills from the payments page 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 what does it mean when i receive 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 what does it mean when i receive 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 why is my expense report payment failing to go through, remaining on the open tab, even though no failure message is shown? the accounting period on the expense report may be closed for example, 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 editing the accounting period record and turning 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 is highly recommended you double check with an ap manager or administrator an expense report disappeared from my screen after i selected it why? another user started processing a payment for the same expense report it will reappear after their payment completes, if a balance remains or if their payment fails your selections for other expense reports are not affected can i pay less than the full expense report amount? yes click in the to pay column and enter the amount you want to pay the remaining balance stays open in netsuite for future payment the expense report will reappear on the expense reimbursements page with the updated balance can i pay expense reports in different currencies together? yes, but a bank account is required in each currency involved the plugin doesn't convert currencies it creates one payment per currency, using the source account you select for that currency what happens if i select expense reports on page 1, then go to page 2? selections persist across pages any expense reports selected on page 1 remain selected when you navigate to page 2 the summary badge shows the running count and total across all pages if a payment includes expense reports from different departments/classes/locations, which one does the payment record use? the values from the oldest expense report in the payment (smallest netsuite internal id), since a payment record can only carry one value each for department, class, and location how many expense reports can i include in a single payment run? you can include up to 2,000 expense reports in a single payment run if you need to pay more, complete the first run and start a new one how long do expense reports stay on the history page? expense reports never leave the history page as long as there is a working sync between netsuite and the plugin, you should be able to see your paid expense reports what happens if i close the browser during a payment run? the payment run continues processing in the background you can navigate away or close the browser check the payment status by returning to the expense reimbursements page and viewing the history tab can i pay expense reports to the same employee using different payment methods? yes select expense reports for one payment method, complete that payment run, then return to select expense reports for a different payment method you cannot mix payment methods for the same employee in a single payment run why do i see multiple instances of the same expense report on the history page? if you pay an expense report with partial payments, the same expense report will appear multiple times on the history page (once for each payment) similarly, if an expense report payment failed and was repaid, it will appear in multiple payments on the history page i deleted an expense report in the plugin, and i want it to appear again how can i do that? if you modify anything on the expense report record in netsuite (or change the status back to approved), it should be picked up again and appear on the expense reimbursements page what should i do if an expense report's checkbox is greyed out? scroll to the far right side of the table and ensure a payment method is selected for the expense report to save time on future expense reports, you can set a default payment method for this employee by clicking the star icon next to it can i apply credits or discounts to expense reports? no credits and discounts are only available for vendor bill payments expense reports do not support these features what payment methods are supported for expense reports? same as vendor bills ach, wire, check, vcc, international wire, etc the employee's default payment method determines available options payment methods are managed in the payment methods page (employees tab) most common for employees ach to employee bank account or check to employee address have feedback on this specific feature? please share it with us! click the "feature requests" page on the left, under support