--- title: Employee Expense Reports (NetSuite) slug: keybank/employee-expense-reports-netsuite icon: {"faIcon":"fa-solid fa-people-roof"} docTags: bSho0M8HRjDvZq9EBIWDy createdAt: 2022-09-23T18:12:21.000Z --- ## Payment Methods in Scope The Employee Expense Reports feature supports the following payment methods: - [ACH](https://support.fispan.com/keybank/ach-requirements) - [Check](https://support.fispan.com/keybank/check-requirements) - [Fedwire](https://support.fispan.com/keybank/fedwire-requirements) 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](https://shared.archbee.space/doc/p8UTt7Iuwz3KSnUvY9HQV/Lu4fHP4oJZ-ot9w2ewhiL) page for instructions on how to install this bundle, and the [Update Entity Bank Details Bundle](https://shared.archbee.space/doc/ZiGBnOdeUST7m2M3-PVj5/rlXaNG8jdDMWVKIlGUAny) 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](https://shared.archbee.space/doc/p8UTt7Iuwz3KSnUvY9HQV/Lu4fHP4oJZ-ot9w2ewhiL) page for instructions on how to mass import data via CSV, go to the [Entity Bank Details Bundle Import/Export](https://shared.archbee.space/doc/UgIph92uI6ghUsEmDVH66/NeGWJVQrgBQirJEbwVht7) 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. ::Image[]{src="https://api.archbee.com/api/optimize/MM6nC_bKbIkwCRqiFZqEu/D0NIpyo85pJa4Pe83h5Jt_image.png" size="70" width="2816" height="894" caption="Accounting Approval checkbox on an Expense Report" position="center" showCaption="true"} 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. ::Image[]{src="https://api.archbee.com/api/optimize/MM6nC_bKbIkwCRqiFZqEu/DElqEFtu9tIY0RJOPf7lL_image.png" size="34" width="1198" height="528" position="center" caption="An Expense Report marked as Approved by Accounting vs. Pending Accounting Approval" showCaption="true"} ### 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. ::Image[]{src="https://api.archbee.com/api/optimize/MM6nC_bKbIkwCRqiFZqEu/fzZ9Fl0CMUZPZsmLskAsK_image.png" size="80" width="2828" height="1124" caption="Edit/Pencil icon for Address on an Employee record" position="center" showCaption="true"} The Employee Expense Currency field can be found through the **Human Resources → Expense Report Currencies** sub-tabs on the Employee record. ::Image[]{src="https://api.archbee.com/api/optimize/MM6nC_bKbIkwCRqiFZqEu/92XtaNSrZJLmBDFM-mdlo_image.png" size="80" width="4096" height="1592" caption="Expense Report Currencies field on the Employee record" position="center" showCaption="true"} :::hint{type="success"} **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](https://support.fispan.com/keybank/step-11-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](https://support.fispan.com/keybank/step-12-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. :::::WorkflowBlock :::WorkflowBlockItem ### Go to Expense Reports Go to **Your Bank →** **Payments →** **Expense Reports.** ::Image[]{src="https://api.archbee.com/api/optimize/MM6nC_bKbIkwCRqiFZqEu/au-Qf5lVMgTlU1ef301N2_image.png" size="60" width="800" height="747" caption="Expense Reports Page" position="center" darkWidth="800" darkHeight="747" showCaption="true"} ::: ::::WorkflowBlockItem ### 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.** ::Image[]{src="https://api.archbee.com/api/optimize/MM6nC_bKbIkwCRqiFZqEu/ItEW-zTL9zX2V8Sl8IXDL_screen-shot-2022-11-21-at-122424-pm.png" size="80" width="800" height="215" caption="Pay Expense Reports" position="center" darkWidth="800" darkHeight="215" showCaption="true"} :::hint{type="info"} **NOTE: **To ensure your expense reports appear on this screen, the expense report must have **Approved by Accounting **enabled*.* ::: :::: ::::WorkflowBlockItem ### Confirm Payment Select the account from the dropdown and confirm the number of expense reports, amount, and currency are correct. ::Image[]{src="https://api.archbee.com/api/optimize/MM6nC_bKbIkwCRqiFZqEu/bpfIb0572ACB1-k3zAoMB_screen-shot-2022-11-21-at-15139-pm.png" size="80" width="800" height="590" caption="Confirm the Expense Report(s)" position="center" darkWidth="800" darkHeight="590" showCaption="true"} Then, click **OK **to initiate payment. :::hint{type="info"} **NOTE:** Expense Reports are auto-grouped per payment rail at the employee level. ::: :::: :::WorkflowBlockItem ### 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. ::Image[]{src="https://api.archbee.com/api/optimize/MM6nC_bKbIkwCRqiFZqEu/loQEzU7EYRO-M27M4NESR_screen-shot-2022-11-21-at-122759-pm.png" size="80" width="800" height="71" position="center" caption="Payment progress" darkWidth="800" darkHeight="71" showCaption="true"} ::: :::WorkflowBlockItem ### 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. ::Image[]{src="https://api.archbee.com/api/optimize/MM6nC_bKbIkwCRqiFZqEu/_iXs_lszcd8QOZstlo3jH_screen-shot-2022-11-21-at-122945-pm.png" size="80" width="800" height="208" position="center" caption="Payment status" darkWidth="800" darkHeight="208" showCaption="true"} ::: ::::: *** ## FAQs :::ExpandableHeading{isOpen="true"} **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, select the **Approved by Accounting **checkbox, and **Save**. This record should now appear on the Pay page. ::: :::ExpandableHeading{isOpen="true"} **Are grouped expense report payments supported?** Yes, they are grouped automatically. ::: :::ExpandableHeading{isOpen="true"} **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. ::: :::ExpandableHeading{isOpen="true"} **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. ::: :::ExpandableHeading{isOpen="true"} **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. ::: :::ExpandableHeading{isOpen="true"} **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. ::: :::ExpandableHeading{isOpen="true"} **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. ::: :::ExpandableHeading{isOpen="true"} **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. ::: :::ExpandableHeading{isOpen="true"} **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. ::: :::ExpandableHeading{isOpen="true"} **I cannot edit my own Employee record, but my colleagues can edit mine. How can I edit my banking information stored in the Entity Bank Details record?** To edit bank information, please contact colleagues with access to the Employee Record. :::