NetSuite EXPENSE REPORT ENTRY

Transcription

1 NetSuite EXPENSE REPORT ENTRY

2 From the Home Dashboard, go to Employee Center Home Links, click Expand All and then select Expense Reports, Enter Expense Reports. 2

3 NetSuite allows Jpeg, Tif, Png, Pdf, and Gif for saving receipts in the expense report: Please use one line for each expense category within the expense report Airfare, Hotel, Meals, Transportation If there are multiple receipts such as Meals, they can be combined and added to the Meals line. The same can be done for the remaining items. Leave the Advance to Apply field blank. Enter a short description for this expense report in the Purpose field. Enter the date of the expense report. 3

4 In the Expenses tab, enter the date of the expense. Use the drop-down menu and scroll to select the Category. Remember when entering an expense that will be billed to the customer to choose a category with the word Billable at the beginning. Category Select the Currency that was used for the expense. If the currency is USA, uncheck the USE MULTI CURRENCY box and enter amount in the Amount box. If this was listed on your personal credit card, use the rate from the card and attach your credit card statement. (You may redact all personal information on your credit card statement except your name and the expense information) For non-credit card amounts, enter the foreign currency amount claimed for the expense, if any. Enter the exchange rate by using the Oanda rate found at (Please attach the Oanda sheet to each file) The USD amount automatically calculates once the exchange rate is entered. 4

5 Enter a memo for the purpose of the expense in the Memo field. Select the Unit and then select the project code under Customer by either typing the first few letters or using the drop-down menu. Click inside the Attach File field and using your mouse, move it over the down arrow next to attach file field. Select the plus sign to add a receipt. 5

6 In the Select File field, click the Browse button and locate the receipt to upload. Select the file to upload. Click the Save icon to save the uploaded file. It may take a moment or two for the file to be saved. 6

7 Once all lines have been completed and all receipts have been attached, check the Summary box to ensure the amount is accurate. If amount is accurate, Submit icon If you have no more expense reports to enter Submit & New - If entering an additional expense report Submit & Print - If you would like a copy of the expense report If the expense report is incomplete and needs to be finished at a later time, select the Complete Later icon. 7

8 If the Complete Later icon was selected, wait for Confirmation. The expense report status will be In Progress. If submitting the expense report for approval, select the down-arrow next to the Submit icon and select one of the choices listed. 8

9 Wait for Confirmation. The status will show as Pending Supervisor Approval. If logging into NetSuite to add more items to an expense report or to edit the expense report, from the Home Dashboard, go to Employee Center Home Links, Expense Reports, View & Edit Expense Reports. 9

10 From this page, your expense reports can be viewed and will show the status. The report must say In Progress or Rejected by Supervisor in order to edit and add or change information. Select the Edit next to the expense report to add or change information. 10

11 Enter or change the information necessary to complete the expense report. Example: You selected Billable Airfare and you should have selected Billable - Hotel Once items have been updated Submit icon If you have no more expense reports to enter Submit & New - If entering an additional expense report Submit & Print - If you would like a copy of the expense report When you select Submit & Print, it prints to the screen for preview and can then be printed to the printer or file for your records. 11

12 The expense report will now have a status of Pending Supervisor Approval. Once the Supervisor approves the expense report it will go the Accounting Department for additional review and to be scheduled for payment. 12

13 Thank you for watching! If you still have questions or concerns regarding entering and submitting expense reports: Go to Paylocity for instructive videos to watch at Check the knowledge base for frequently asked questions ESG Accounting Team at If you need an immediate answer, contact the ESG Accounting Department at the number below. (248) Extensions: 202 Cynthia Pepperman 207 Katie Yin 216 Pamela Mathews ESG This has been an ESG Automotive Presentation 13