Expense Report Body Fields

Key expense report body fields include the following.

Accounting Approval

The Accounting Approval field can have either of the following values:

• Yes — Use this value if you want to give the expense report accounting approval, indicating it is ready to be paid. A value of Yes also makes two other fields, Account and Posting Period, modifiable.

• No — Use this value if you do not want to give the expense report accounting approval. A value of No also means that the Account field and the Posting Period field are automatically populated by the system and cannot be modified by the user. In this case, if you try to populate the Account or the Posting Period fields, your mappings are ignored.

Do not use an abbreviation such as “Y” or “N.” If you do, the Import Assistant ignores your input and uses the default value, which is No.

For more on the significance of accounting approval, see Giving Accounting Approval for Expense Reports.

Date

The Date field represents the date that the expense was incurred. Make sure that the format of the date in your CSV file matches your NetSuite date format preference, which is viewable at Home > Set Preferences, under the Formatting heading.

Every expense report record must have a date. Therefore, if you choose the Add data handling option on page 2 of the Import Assistant, and if your CSV file does not include a column named “Date,” the system creates a static mapping that uses today’s date. If you are creating new records and you do map the Date field to a column in your CSV file, make sure that every row has a value in this column. Otherwise, the Import Assistant does not allow you to proceed past the mapping page. Instead, it displays an error reading in part ‘Mandatory Field Missing for field "Date."’

If you choose the “Update” operation on page 2 of the Import Assistant, you do not have to include a date value for every record, even if you map to a date column.

Employee

This field must identify an active employee listed at Lists > Employees > Employees. The Employee field is required.

External ID

If appropriate, you can create a unique external ID for this record.

Posting Period

Your ability to map a value for the Posting Period field depends on the value of the Accounting Approval field. That is, if Accounting Approval is set to Yes, you can map a value for Posting Period. When you map a value for posting period, note the formatting in your CSV file. If the field is formatted incorrectly, the operation for that record will fail. If you are using Microsoft® Excel, you may want to set the formatting of the Posting Period column to “Text.” Further, you should make sure that the text of these entries exactly matches the name of the appropriate posting period.

Use Multiple Currencies

The Use Multiple Currencies field is available only if the Multiple Currencies feature is enabled (at Setup > Company > Enable Features, on the Company subtab). For more information, see Currency Management.

Possible values for the Use Multiple Currencies field are:

• Yes — Choosing this value adds three additional fields to the Expenses sublist: Foreign Amount, Currency, and Exchange Rate. In this case, the Currency field is required. You must also enter a value for either Foreign Amount or Amount, as well as the other required sublist field, Category.

• No — Choosing this value means that the same currency is applied to all amounts entered. (The currency used is the base currency of the subsidiary the Employee is associated with.) In this case, for every record in the Expenses sublist, there are only two required fields: Amount and Category.

Do not use an abbreviation such as “Y” or “N.” If you do, the Import Assistant ignores your input and uses the default value, which is No.

For More Information

The SOAP Schema Browser includes definitions for all body fields, sublist fields, search filters, and search joins available to this record. For details, see the SOAP Schema Browser’s employee reference page.

The Import Assistant is available at Setup > Import/Export > Import Tasks > Import CSV Records. After you select the record type for import, you choose the import character encoding. For more information, see Select a Record Type for Import and Choose Import Character Encoding.

General Notices