How to View Expense Report Drafts

This training will show you how to navigate to your expense report drafts. This is helpful if you left your expense report saved as a draft and need to find it in order to make edits or submit.

You can also follow these steps to submit an expense report for an employee reimbursement in NetSuite.

Step 1: Login to NetSuite.

From your Dashboard select Submit Expense Report.

Please note that all users may submit an expense report in NetSuite. The CP- Project Specific User Limited can only submit expense reports for their own expenses. They cannot submit expenses on behalf of other employees.

Step 2: Enter the expense report information including:

Header Level Information

Employee: Please select the employee the Expense Report is for from the drop-down. If you don't see the correct name in the drop-down, please reach out to your client services admin.

Purpose: You can put a short description of the purpose of this Expense Report here.

Advance to Apply: Please reach out to your financial Services Admin for direction if you'd like to do an advance.

Posting Date: This will default to today's date.

Approval Status: This will show whether the Expense Report is approved or not.

Approval Stage: This will show you what stage of the approval process your expense report is in.

Line Level Information:

Date When Expense Incurred: This is the date of the expense. If this Expense Report is for an AMEX card, then you can use the date on the card's statement to fill this in.

Expense Category: Select the relevant category from the drop down. Please reach out to your client services admin if you have any questions.

Expense Account: This is the GL item code that you would like this expense coded to.

Vendor: This is not required, but if this expense is to a known vendor, you can select that here. 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.

Currency: You can select the relevant currency that this expense was made in here.

Amount: The amount of this individual line item expense.

Memo: A brief description of the expense.

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

Supporting documentation can be added to an Expense Report in two ways.

Line Level Receipts

You can attach documentation to each line item, by scrolling all the way to the right, clicking on the box that says Line Level Receipt.

Hover over the field and click on the small plus sign that appears.

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.

Record Level Receipt

The second way to attach supporting documentation is for if you lack individual line-level receipts. If this is the case, you can input the full receipt under 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.

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.

*Please note* that if you use this method, you should input the items on your expense report in the order they appear on your supporting documentation to make it easier for the Procurement team to identify what items go with what on the receipt.

Step 4: Save and Submit

Once you have filled in all of the relevant information fields, and attached any relevant supporting documentation, click save.

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.*

Articles in this section

Entering Expense Reports

How to View Expense Report Drafts

You can also follow these steps to submit an expense report for an employee reimbursement in NetSuite.

Step 1: Login to NetSuite.