How do I submit a vendor invoice bill in NetSuite?

Watch this video to learn how to submit a vendor invoice bill in NetSuite.

How to submit a Vendor Bill

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How to add a new vendor

You can also follow these steps to submit a vendor invoice bill in NetSuite.

Step 1: Login to NetSuite

Select Enter Vendor/Grantee/Grantee Invoice from your dashboard. Please note that only CP - Project Specific Authorized Users and CP - Project Specific Non-Finance Users can submit a vendor invoice in NetSuite.

Step 2: Enter the vendor invoice information

Vendor: You can select the vendor from the drop-down list. If you don't see the vendor, then that means they're not yet in our system.

To add the vendor to our system, click on the New Vendor/Grantee Link on the dashboard, copy the link you find, and send it to your vendor to fill out. Once the vendor fills out the form, it will be reviewed by our vendor admins, and then added to the vendor list on the record.

Account: This will default, and you shouldn't need to adjust it, unless you are instructed by a CP staff member to do so.

Amount: This will be the full amount of the Vendor Bill.

Due Date: This can be set to today's date.

posting Date: This can be set to today's date.

Memo: Please put a short description of the vendor bill here.

Once you've filled out the header level information, you'll need to input the information at the line level.

Items: You can select the correct item code from the dropdown.

Description: Please put a detailed description of each line item here.

Rate/amount: This field is for the Rate (either hourly rate or per item rate). If the item or service you're purchasing only includes a total price, then you can input the full amount here, and then set the quantity to 1.

QTY: This field is for the quantity of the items purchased, this can be the actual amount of items, or the number of hours worked. If this doesn't apply, simply set this to 1.

Amount: this field will automatically multiply your rate and quantity, so that you don't need to input anything here. Please make sure this amount matches the amount you noted above.

Project/Business Unit: This will default to your project name. If it doesn't default, simply select the drop down and select your project name (It should be the only one you see).

Grant: You can set this to the grant this Vendor Bill Applies to (Please work with your Grant Admin to set this correctly. If this Vendor Bill doesn't apply to a specific grant, simply leave it as the default value "Funding Operations."

Program: If this Vendor Bill is related to a specific Program, you can select that here (Please work with your Grant Admin or Financial Services admin to set this correctly). If this Vendor Bill doesn't apply to a specific Program, simply leave it as the default value "General Operations."

Event: If this Vendor Bill is related to a specific event, that you have set up with your financial services admin, then you can select that here. If not, leave this blank.

Budget category: If this Vendor Bill applies to a specific budget category, you can select that here (Please work with your financial services admin, or your grant admin to select this).

Step 3: Attach Supporting Documentation

Once you have filled in all of the Vendor Bill information fields, you can attach your supporting documentation by going to Communication > Files.

Click on the plus sign that will appear on the line when you hover over it with your mouse to attach new documentation. This will open up a new window where you can attach files from your computer.

Give your file a name, select the folder you'd like to place it in NetSuite (We have more detailed information on this in other trainings), and choose the file from your computer. Once you've done this click Save.

This will attach it to the record as a preview. Then simply click Add to attach the new file to the record once you're happy with it.

4. Saving and Submitting the Record

Once you have filled in all of the relevant information fields, and attached any relevant supporting documentation, click save at the bottom or top of the Vendor Bill screen.

This will save the record as a draft.

*Please note that it will stay here as a draft, and it will not go through our approval process until you hit Submit.*

Once you hit Submit, you're done. The record will go through the relevant approval process, and then will go to AP to be paid.