Entering an Expense Report with a Role other than Employee Center – JCurve Solutions

To enter an expense report when logged in with a role other than Employee Center:

Go to Transactions > Employees > Enter Expense Reports.
Select a form to use.
In the Exp. Rept. # field, NetSuite increases the largest expense report number by one.
Select the employee who incurred these expenses.

If you use NetSuite OneWorld, notice that the Subsidiary field is automatically populated with the subsidiary associated with the employee.
Select an account for this expense. This field is only available if you have checked the Accounting Approval box on this form or you are editing a previously approved expense report.

The Expenses and Total 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.
If your company uses foreign currency expense reports, in the Currency field, select the currency in which you want the reimbursement to be paid. The Exchange Rate field automatically shows the current exchange rate for your selected currency.

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.
Enter any advance that should be applied to any reimbursement for these expenses.
Enter the purpose of this expense.
NetSuite inserts today's date as the date of this expense report. You can optionally enter another date.

Note that a posting period based on the current date is displayed. This period is subject to change until accounting approval of the expense report. If approval occurs after this displayed period has closed, the expense report is posted to the first open period.
If available, enter the due date of the expense report.
Review the setting for the Complete box, and clear it if you intend to make changes to this expense report later.

Only complete reports are submitted for approval and processing. Be aware that after an expense report is marked complete, you can no longer make changes to it.
If you have the appropriate authority, check the Supervisor Approval, Accounting Approval, or both boxes.

Note: If you have multiple payable accounts, after the Account Approval box has been checked the Account field automatically populates with the default payable account. You may change this account if necessary.
Click the Expenses subtab.
If you use Multiple Currencies, check the Use Multi Currency box to show the Foreign Amount, Currency, and Exchange Rate fields for each line item. These fields let you enter expenses in foreign currencies to be reimbursed in the base currency. This is true unless an alternate currency is selected in the Currency field.

This box is checked by default if you use 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.
If you use the American Express integration, on the Expenses subtab, click Imported Expenses to select your corporate card expense transactions.
On the Expenses subtab, complete line items for expenses:
1. 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 you use the Combine Detail Items on Expense Reports preference, line items on expense reports are not 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. This preference is located at Setup > Accounting > Accounting Preferences > Time & Expenses.
2. In the Date column, enter the actual date the expense was incurred.
3. Select an expense category.
  
  If you use NetSuite OneWorld, an expense category is available to only those subsidiaries assigned to the account linked with the expense category. To use intercompany expense transactions, set up expense categories linked to expense accounts that are available to all subsidiaries for use in these transactions. For intercompany expense transactions, users cannot save expense lines unless they contain expense categories available to both the employee subsidiary and customer subsidiary.
4. If you selected a category that requires a rate, quantity and rate fields appear. Enter the quantity for this expense.
5. 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.
6. If this expense was incurred in a foreign currency, select the currency, and enter the foreign currency amount.
  
  If you do system-generated adjustments for intercompany expenses, the currency used for those adjustments is always the base currency of the employee's subsidiary.
7. 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.)
8. In the Amount column, enter the amount of the expense.
  
  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 an approximation, and may not match the reimbursement amount calculated based on the exchange rate at the time of reimbursement.
  
  If this expense required a rate, the amount is calculated a quantity and rate are entered.
9. Optionally, you can enter a memo, department, class, or location to apply only to this line item.
  
  If you enter intercompany expenses, the department, class, or location must be available to the subsidiary associated with the selected customer. Otherwise, an attempt to generate intercompany adjustments for the expenses will result in errors.
10. 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.
  
  Note: If you use NetSuite OneWorld and you have shared customer records with multiple subsidiaries, you can choose any customer assigned to the default subsidiary.
  
  If you use NetSuite OneWorld, the Intercompany Time and Expense feature, and the related Intercompany Expenses accounting preference, note the following. The feature and the 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 toDisallow, you cannot enter intercompany expenses. Instead, you can select only those customers or projects with the same subsidiary to which you are assigned.
11. 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.
12. If the receipt for this item is being provided, check the Receipt box.
13. If your company uses non-reimbursable expenses, and this item is not reimbursable, check the Non-reimbursable box.
14. ClickAdd.
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.
When you have finished, save the expense report.

Warning: If your company uses expense report policies, you may receive a warning if one or more of your expense lines are over the allowed amounts. Depending on how the expense report policies are set up, you may be able to submit your expense report without changing the entered expenses. Any expense lines that are a violation of defined policies are highlighted in red. Click Show Policies to see details of any policy violations.

Important: Only expense reports that are submitted as complete enter the queue for supervisor or accounting approval.