Employee Expense Reports (NetSuite)
Payment Methods in Scope
The Employee Expense Reports feature supports the following payment methods:
To see details about the information required for the supported payment method, go to the Payment Requirements section of this website or click the link above.
Prerequisites
Before using the Pay Expense Reports feature, please ensure the following prerequisites are met:
1. Entity Bank Details Bundle Is Installed
The Entity Bank Details bundle is required to make employee expense report payments. The bundle must be version 2022.8 or later. Please refer to the Entity Bank Details Installation & Setup 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.
2. Entity Bank Details Bundle Contains Employee Bank Details
Before making an expense report payment to an employee, Accounting must have the employee's banking details stored in the Entity Bank Details bundle.
For instructions on how to manually add employee bank data to the Entity Bank Details bundle, go to the Entity Bank Details Installation & Setup page for instructions on how to mass import data via CSV, go to the Entity Bank Details Bundle Import/Export page.
3. Enable Access to Suitelet and Employees Record
Specific permissions are required before you can make a successful employee expense report payment. Please refer to the Permissions section of this page for specific instructions on the Suitelet scripts and employee records to which specific users or roles will need access.
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. A checkbox on the Expense Report can be selected by Accounting to indicate approval.
Once the Accounting Approval checkbox has been selected and the record is saved, a blue APPROVED BY ACCOUNTING label will appear on the Expense Report. If the Expense Report has not been approved, a blue PENDING ACCOUNTING APPROVAL label will appear.
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 employee's currency comes from the Employee Expense Currency field and the 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 Accounting does not have the employee's actual address, the address of the subsidiary company where the employee is part of can be used, as long as the country of the subsidiary company aligns with the country where the employee is based.
Permissions
A user will need permission for both the Keybank Expense Reports Suitelet script and the Employee Record.
The Keybank 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 describing 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 the NetSuite Role Permission Setup page describing how to add this permission to the relevant role(s).
Paying Expense Reports
Now that you've completed the prerequisites and set up permissions, you're ready to start using the Employee Expense Reports feature. Follow these steps to learn how to pay expense reports in NetSuite.
Go to Expense Reports
Go to Your Bank → Payments → Expense Reports.
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 payments using the boxes on the left and click Pay.
NOTE: To ensure your expense reports appear on this screen, the expense report must have Approved by Accounting enabled.
Confirm Payment
Select the account from the dropdown and confirm the number of expense reports, amount, and currency are correct.
Then, click OK to initiate payment.
NOTE: Expense Reports are auto-grouped per payment rail at the employee level.
Monitor Bill Processing
After clicking 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.
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 after being approved, which may take several days.
