Expense Reports and Expense Categories

Will users be able to attach the same file on multiple expense lines?

Yes. Users can attach the same receipt to multiple rows. 

 

Can users still attach files or receipts under the Communication tab >Files subtab?

Yes. Attaching Line Item Receipts to Expense Reports is one of the new features in NetSuite version 2013.2. Still, users may opt to attach files or receipts under the Communication tab > Files subtab. 

 

When entering a new expense report, what dictates the populated Ref No. of the new expense line?

When entering a new expense report, the Ref No. column begins at one by default. Users can edit the reference number of any line and the new text line will default to one more than the highest reference number. 

 

Will the expense report's Ref No. be available under the Criteria, Results and Available Filters tabs of a transaction saved search?

Yes.However, the 'Show in Footer' checkbox is not available to be marked under the Available Filters tab. Users may try using Number/ID though. Per Selecting Available Filters for Saved Searches: "2. For each filter that has non-numeric values, you can check the Show in Footer box to display choices of field values in the footer of search results, so that search viewers can dynamically filter results." 

 

Will users be able to customize the Expense Report Form to rename, hide and change the position of Attach and Ref No. column fields?

Yes. Users can customize the Expense Report Form to change the name and position of the column or hide the column entirely. Navigate to Setup > Customization > Transaction Forms > Click Customize or Edit  next to the Expense Report Form to be customized. Under  Screen Fields tab > Expenses subtab, users can rename the Label, move the column to top or bottom and unmark or mark the Show checkbox.  

 

For an expense category set with Default Rate, can users still change the Quantity and Rate values when creating the expense report?

Yes. The Rate set on the Expense Category record serves as the default value. Users still have the option to change the Quantity and Rate values when creating expense report line for the said category. 

 

Can users set the 'Rate is Required' checkbox to True without setting any Default Rate value?

Yes. Users may check the 'Rate is Required' checkbox and leave the Default Value blank. However, upon entering an expense report using the said expense category, they will be required to enter Quantity and Rate values to successfully save the record. The Expense Report Form cannot be customized to hide these fields. Show checkbox is greyed out.

 

With the new feature on Expense Report Line Item Reference Numbers, is there a preference similar to auto-generated numbers?

The Ref No. serves more like a receipt number. Line item reference numbers allow users to track entered receipts more precisely by associating the number with scanned receipts. It is far from the usual transaction number where Auto-Generated Numbering may be enabled.

 

Where do attached files or receipts on expense lines go?

The behaviour is the same with version 2013.1. Users may either select the receipt from the File Cabinet or click on New to upload a new one. The latter will require user to select the NetSuite Folder where to save the file or receipt.

 

With Version 2013.2, will users be able to import Expense Reports and Expense Categories?

Yes, CSV Import for Expense Reports and Expense Categories will now be supported on Version 2013.2.

·         Setup > Import/Export > Import CSV Records > Import Type = Employees | Record Type = Expense Report.

·         Setup > Import/Export > Import CSV Records > Import Type = Accounting | Record Type = Expense Categories.