Entering an Expense Report in the Employee Center
To enter an expense report when logged in with the Employee Center role:
On the Employee Center Home page, in the Home Links portlet, click the Enter Expense Reports link.
NetSuite inserts today's date as the date of this expense report. You can optionally enter another date.
The Expenses Total and Amount field values are calculated based on the amounts entered for expense line items.
A summary box in the upper corner of the entry form displays totals for the transaction. The summary box includes real-time totals for expenses, non-reimbursable expenses, reimbursable expenses, any advances to apply, and the total reimbursable amount.Enter an advance that should be applied to any reimbursement for these expenses.
Enter the purpose of these expenses.
If your company uses foreign currency expense reports, in the Currency field, select the currency in which you want your reimbursement to be paid.
Note
Currencies must first be set up on the employee record. Only currencies defined on the employee record are available for selection in this field.
For accounts with the Multiple Currencies feature enabled, check the Use Multi Currency box to show the Foreign Amount, Currency, and Exchange Rate fields for each line item. These fields enable the entry of expenses in foreign currencies to be reimbursed in the base currency unless an alternate currency is selected in the Currency field above.
This box is checked by default if you have enabled the Use Multicurrency Expense Reports preference on the General subtab at Home > Set Preferences. You can clear the box to hide Multi Currency fields on individual expense reports. Any expenses entered when Multi Currency fields are hidden are automatically saved in the base currency.
Important
The rates and converted amounts displayed on expense lines are provided as approximations only. Actual reimbursement amounts will be based on rates at the time of reimbursement.
Review the default values entered for Department, Class, and Location to edit as necessary.
Note
Any department, class, or location selected in the body of the expense report does not automatically transfer to the line item fields for each expense. For this information to appear on the GL Impact for each line item you must select the appropriate information for each line item. You can also customize your forms with a custom script to automate this process. For more information, see Enhancing NetSuite Forms with User Event Scripts.
If you are entering intercompany expenses and you select a department, class, or location that is not available to the subsidiary associated with the selected customer, an attempt to generate intercompany adjustments for the expenses will result in errors.
On the Expenses subtab, complete line items for expenses:
The Ref No. field is automatically populated with 1 for the first line item on this expense report. You may update this number and each new line item will use the next successive number. Line item reference numbers are helpful when referencing receipts and individual expenses.
Note
If the Combine Detail Items on Expense Reports preference is enabled at Setup > Accounting > Accounting Preferences > Time & Expenses, line items on expense reports are not always listed in the order they are entered. They are regrouped by category. Line items may be listed out of order depending on the assigned category. For more information, see Expenses.
In the Date column, enter the actual date the expense was incurred.
Select an expense category.
If you use NetSuite OneWorld, it is recommended that you set up expense categories linked to expense accounts that are available to all subsidiaries, for use in intercompany expense transactions. Users cannot save expense lines unless they contain expense categories available to both the employee subsidiary and customer subsidiary. See Enabling Intercompany Time and Expenses.
If you selected a category that requires a rate, quantity and rate fields appear. Enter the quantity for this expense.
If a rate is not automatically populated, enter the rate for this expense category. The amount is automatically calculated from the rate and quantity.
Note
If you use multi-currencies, the foreign amount field is used to calculate expense report totals.
If this expense was incurred in a foreign currency, select the currency, and enter the foreign currency amount.
If you intend to do system-generated adjustments for intercompany expenses, be aware that the currency used for those adjustments is always the base currency of the employee's subsidiary and may not match the currency recorded here. For more information, see Creating Intercompany Adjustments for Time and Expenses.
If it is not automatically calculated, enter the exchange rate applicable for this expense. (Be aware that any automatically calculated rate is provided as an approximation. The rate at the time of reimbursement is used to calculate the actual reimbursement amount.)
In the Amount column, enter the amount of the expense.
Note that if you entered a foreign currency amount for this expense, the expense is automatically converted to your base currency amount in the Amount column. This amount is provided as an approximation and may not match the actual reimbursement amount that will be calculated based on the exchange rate at the time of reimbursement.
If this expense required a rate, the amount is calculated after a quantity and rate are entered.
Optionally, you can enter a memo, department, class, or location to apply only to this line item.
If you are entering an intercompany expense and you select a department, class, or location that is not available to the subsidiary associated with the selected customer, an attempt to generate an intercompany adjustment for the expense will result in an error.
If this item is billable to a customer or project, select it from the Customer list and check the Billable box.
Warning
Checking the Billable box without selecting a customer will generate an error. You must select a customer if the Billable box is checked.
If you use NetSuite OneWorld, the Intercompany Time and Expense feature and the related Intercompany Expenses accounting preference determine whether you can select a customer or project with a subsidiary different from yours. If the feature is not enabled, or if the preference is set to Disallow, you cannot enter intercompany expenses. Instead, you can select only those customers or projects with the same subsidiary to which you are assigned. For more information, see Enabling Intercompany Time and Expenses.
You can attach a receipt to each line item. In the Attach File column, select List to select your receipt from the File Cabinet or New to upload a new receipt. You can attach the same receipt to multiple line items.
If the receipt for this item is being provided, check the Receipt box.
If your company uses non-reimbursable expenses, and this item is not reimbursable, check the Non-reimbursable box. For details about this setting, see Non-Reimbursable Expenses.
Click Add.
Continue adding expense line items.
Note
Similar line items on expense reports may be combined if your company has enabled the Combine Detail Items on Expense Reports preference. For more information, see Projects Accounting Preferences.
When you have finished, save the expense report.
You have the following choices:
Submit, Submit & New, or Submit & Print – to save the report and identify it as complete after you have entered all information.
After an expense report is marked complete, you can no longer make changes to it.
Complete Later – to save an incomplete form without submitting it. Information on the form is saved, but the form is not submitted for approval.