Employee Expense Reports (NetSuite)

note to pay employee expense reports, please ensure your bank plugin is updated to version 2024 12+ payment methods in scope the pay employee expense reports feature supports the following payment methods ach https //support fispan com/td/ach requirements check https //support fispan com/td/check 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 can use the pay expense reports feature, please ensure the following prerequisites are met install the entity bank details bundle 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/td/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/td/update entity bank details bundle page for instructions on how to update to the newest version add employee bank details before making an expense report payment to an employee, the employee's banking details must be stored in the entity bank details bundle instructions can be found here https //support fispan com/td/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/td/entity bank details bundle importexport#of py on how to mass import data via csv enable access to the suitelet and the 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 expense reports must be approved by accounting 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 add employee expense currency and address the bank plugin reads the employee's currency 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 the 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 bank connection pay expense reports suitelet script and the employee record the bank connection pay 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/td/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/td/step 12 netsuite role permission setup page for steps on 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 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, select the approved by accounting checkbox, and save 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 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 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?