Prerequisites for Bill Capture
The Bill Capture email capability is implemented through the Transaction Email Capture SuiteApp. For more information, see Transaction Email Capture SuiteApp.
Set your Bill Capture Preferences. For more information, see Bill Capture Preferences.
Several features must be enabled in your NetSuite account before you can use Bill Capture. To enable features, go to Setup > Company > Enable Features. For more information, see Enabling Features.
|
Subtab |
Feature |
|---|---|
|
Accounting |
Bill Capture |
|
Accounting |
A/P (Accounts Payable) |
|
Company |
File Cabinet |
|
SuiteCloud |
Custom Records |
|
SuiteCloud |
Client SuiteScript |
|
SuiteCloud |
Server SuiteScript |
There are several permissions required to use all Bill Capture capabilities. To set permissions, go to Setup > Users/Roles > User Management > Manage Roles. For more information, see Setting Permissions.
|
Subtab |
Permission |
Description |
|---|---|---|
|
Permissions > Lists |
Documents and Files |
Create permissions are required to create bills on the Review Scanned Bill page and delete rows from the Scanned Vendor Bills page. Without this permission, the Delete option is not visible on the Scanned Vendor Bills page. View permissions are required to view the split view of the uploaded document and generated bill. |
|
Permissions > Lists |
Notes Tab |
Create permissions are required for user notes entered in Bill Capture pages to be automatically copied to the bill during bill creation. |
|
Permissions > Lists |
Scanned Vendor Bills |
Full permissions are required to upload files and view them on the Scanned Vendor Bills page. This is preferred for users who are not in Accounts Payable (such as a user in the warehouse). View permissions are required to view the split view of the uploaded document and generated bill. |
|
Permissions > Transactions |
Bills |
Full permissions are required to generate vendor bills. View permissions are required to view the split view of the uploaded document and generated bill. |
|
Custom Record |
Vendor Bill Sender |
Full permissions are required to access the Transaction Email Capture subtab on the vendor record and add vendor email addresses. |
Users with the Scanned Vendor Bills permission, but without the Bills permission, can upload files and view them after they are uploaded. However, they are not able to generate Vendor Bill records from them. Users with only the Bills permission cannot upload or see files through Bill Capture. They can only manually generate Vendor Bills in NetSuite.
The following roles include the above 5 permissions by default:
|
Role |
Location |
|---|---|
|
Administrator |
Classic Center: Transactions > Payables > Scanned Vendor Bills |
|
A/P Clerk |
Accounting Center: Vendors > Accounts Payable > Scanned Vendor Bills |
|
CFO |
Accounting Center: Vendors > Accounts Payable > Scanned Vendor Bills |
|
CEO |
Executive Center: Expenses > Purchases > Scanned Vendor Bills |
For the Employee Center role, set the Scanned Vendor Bills permission as a Global Permission for each employee record:
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Enable Global Permissions at Setup > Company > Enable Features > Employees > Global Permissions.
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For each employee record, go to the Access subtab > Global Permissions. Select the Scanned Vendor Bills permission and add the View access level.
The following settings are optional:
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For accounts with the Multiple Vendors feature enabled, additional configuration is required to compare the scanned information with a vendor name/code. When a vendor is correctly mapped during bill capture, items can be mapped based on the vendor name/code, in addition to the item name.
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If the Multiple Vendors feature is enabled, vendor name/code must be configured in the item record. Open the item record and go to the Purchasing/Inventory subtab > Vendors subtab. Enter the Vendor Name/Code.
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If the Multiple Vendors feature is not enabled, the Primary Information section vendor name/code field is sufficient for item mapping.
For more information, see The Multiple Vendors Feature.
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To display Class and Department on lines (items and expenses), enable Allow Per-Line Departments and Allow Per-Line Classes at Setup > Accounting > Accounting Preferences. On the General subtab, check Allow Per-Line Departments and Allow Per-Line Classes.
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To link expense lines to POs, enable Expenses on Purchase Orders option at Setup > Accounting > Preferences > Accounting Preferences. On the Order Management subtab, check the Allow Expenses on Purchases box.
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Set up Duplicate Record Detection. Duplicates are detected during bill creation. Files with the same reference number can be uploaded. After a bill is created, a warning will appear on both the Scanned Vendor Bills page and Review Scanned Bill page indicating there is a duplicate.
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An administrator can turn on the Duplicate Detection & Merge feature at Setup > Company > Enable Features on the Company subtab in the Data Management section. For more information, see Duplicate Record Detection.
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Set up Duplicate Number Warnings, Warn and Block at Setup > Accounting > Preferences > Accounting Preferences (Administrator). For more information, see Duplicate Number Warnings.
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To prohibit individual overrides of company preferences, disable the Duplicate Number Warnings option on the Override Preferences subtab at Setup > Company > General Preferences. For more information, see Overriding Company Preferences.
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If PDF files do not display in the Review Scanned Bill page, verify that viewing PDF files is enabled in your browser settings.
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To use the 3 Way Match Vendor Approval Workflow, the items on the related PO must have the Match Bill to Receipt field set to Yes. For more information, see 3 Way Match Vendor Bill Approval Workflow.