Sending Vendor Bills to NetSuite
When a vendor or employee sends a vendor bill, the system validates the sender and does the following:
-
The system checks if the email address matches an active employee record in NetSuite.
If the email address doesn't match, the system checks if it's from a vendor.
-
The system checks if the From address matches an email address listed on the Transaction Email Capture subtab of a vendor record. If it doesn't match, the sender gets an email notification error.
After validating the email sender, the system reviews the attached vendor bill file. To process and scan the file, the attachment needs to meet the following requirements:
-
Attachments can be any of the following supported file types:
-
PDF
-
JPEG
-
PNG
-
-
Each attachment can't be larger than 8 megabytes.
-
You can attach up to 20 files per email, and the total email size can't be over 10 megabytes.
As soon as NetSuite captures the charges and line items from the vendor bill files, it sends an email to let the sender know the bills were processed.
If the attached vendor bill files are valid, NetSuite uploads them automatically to a folder in the File Cabinet.
If there are any errors after sending vendor bills, NetSuite notifies the vendor, employee, or vendor bill recipient.
To view scanned vendor bills in NetSuite, go to the Transactions > Payables > Scanned Vendor Bills page.
Important Things to Note
-
When you enable the Bill Capture feature, NetSuite creates a folder in the File Cabinet. For new employees with the right permissions, NetSuite creates their folder within 24 hours.
-
NetSuite creates a folder in the File Cabinet when an employee manually uploads a vendor bill on the Scanned Vendor Bills page. For more information, see Uploading Vendor Bills Into NetSuite.
-
The sender's email address needs to be on an active employee or vendor record.
-
Set up an alias for your company email address so vendors can easily remember it. For more information about setting up an email alias, see Create an Email Alias and Set Up Forwarding.
-
If the sender is a vendor, everyone listed on the Transaction Email Capture subtab gets all vendor bill processing notifications.
If the sender is an employee, only that employee gets the vendor bill processing notifications.