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Deep Dive: Should I Use NetSuite Expense Reports for Company Card Expenses?

Nicole TrepanierNicole Trepanier Expensify Team Posts: 497 Expensify Team

100% Yes! NetSuite's expense report company card feature makes exporting both reimbursable and non-reimbursable transactions a breeze for your GL! There are a few reasons exporting as Expense Reports is recommended best practice.

First, unlike other cloud accounting software, NetSuite offers employee records so you can keep your employees separate from your vendors. When it comes to the integration with Expensify and NetSuite, you can use employee defaults for your classifications so your employees don't need to apply tags to all of their expenses.

Second, expense reports allow you to set a default Accounts Payable account to export to on your subsidiary record. The vendor bill A/P account is a sticky field which uses the last account that was selected on a vendor bill. There is no way to set a default unless you use the Expense report export option. 

Third, you can mix your reimbursable and non-reimbursable expenses without worrying about having to find both in NetSuite after you export. NetSuite's corporate card feature breaks up your expenses by the correct GL accounts making for a beautiful GL impact.

Check it out! This report was created with one reimbursable and one non-reimbursable expense. Each needs to be exported to a different account and expense category.


Here is how the expense report looks in NetSuite. You can see where the non-reimbursable expense is marked as a corporate card expense.


When you go to the GL impact, the reimbursable expense is posted to the Accounts Payable default set on the subsidiary record. The company card expense is posted to the Credit Card account set as a default on either the subsidiary record (if you want them to post to a single account) or the default set on the employee record (for individual credit card accounts in NetSuite).

Each expense is also applied to the expense account selected as your category. Take a look! You want a simple accounting process for your company's expenses? Look no further.


Feel free to create a test policy to see if this will work for you! To use the expense report option for your corporate card expenses, you will need to set up your default corporate cards in NetSuite. 

  1. To use a default corporate card for all non-reimbursable expenses, you will need to select the correct card on the subsidiary record (If you are using a non-OneWorld account, the default is found in your accounting preferences).
  2. Add the corporate card option and corporate card main field to your expense report transaction form in NetSuite by going to Customization > Forms > Transaction Forms > preferred expense report form > Screen Fields. Under the Main tab check Show for Account for Corporate Card Expenses. On the Expenses tab check Show for Corporate Card.

To use individual corporate cards for each employee, you can select the default account on your employee record. *Note: make sure you add this field to your employee entity form in NetSuite.

If you have multiple cards assigned to a single employee, you won't be able to export to each account, you can only have a single corporate card account default per employee record. 

If you have any questions on how to set this up feel free to reach out to [email protected]

 

Related Article:

NetSuite Deep Dive: Export Options

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