It is possible to email or upload PNG, PDF, or JPG vendor bill files to create NetSuite vendor bills using the Bill capture feature. This feature minimizes the data entry effort and reduces manual errors and inconsistencies that occur when entering vendor bills. NetSuite also learns from user corrections, making better suggestions with time.
The Transaction Email Capture SuiteApp is included in the Bill Capture feature. The SuiteApp enables employees and vendors to send vendor bills directly through email. NetSuite then captures charges and line items of each bill.
We must enable the Bill Capture feature and the File Cabinet feature to use this functionality. The A/P (accounts payable) feature is a prerequisite to enable Bill Capture. The Bill Capture email feature is implemented through the Transaction Email Capture SuiteApp.
Users require both the Scanned Vendor Bills and Bills permissions to upload files and generate Vendor Bill records. It is recommended to use the Scanned Vendor Bills permission for users who are not in the Accounts Payable department, such as a user in the warehouse. Users with the Scanned Vendor Bills permission, but without the Bills permission, can upload files and see them after they are uploaded. However, they are not able to generate a Vendor Bill record from them. Users with the Bills permission only cannot upload or see files through Bill Capture. They can manually generate Vendor Bills in NetSuite.
- When we receive a vendor bill, use the printer or scanner to scan the bill. Save it in one of the approved file formats.
[Scanned vendor bills can be in PNG, JPEG, and PDF format, and Bill Capture supports scanned items and manual entry of expenses. The scanned image file (PNG, JPEG) is limited to single page scanned file that contains a single bill. PDF files are limited to 5 pages with support for a single bill per file. The file size is limited to 5 megabytes. For emailed files, there is a maximum of twenty attached files, and the overall email size cannot exceed 10 megabytes.]
We can email the vendor bill to NetSuite, or drag and drop the file to the File Uploader field within NetSuite. When a user emails a vendor bill or drags and drops a file, the subsidiary for the bill is the subsidiary assigned to that employee. The subsidiary for bills received directly from vendors is the employee’s subsidiary that the user selected in the Email Capture preference.
- When we refresh the page, our uploaded file appears in the list of files. When we click the Review Bill link, the Review Scanned Bill page opens. This page presents a split view with the scanned file on the left side, and the proposed vendor bill form on the right side.
- NetSuite produces either an exact match or a suggestion that most closely matches the scanned data. Complete the fields and click Create Bill to create the bill in NetSuite. We are then redirected to the Bill page where we can process the bill as we would any NetSuite vendor bill. We can also save our progress on the Review Scanned Bill page and create the bill later.
Using this method for creating vendor bills increases efficiency. NetSuite remembers which suggestions were correct, and implements those suggestions the next time a bill is created for that vendor.
If we are tasked with processing scanned vendor bills, our Reminders portlet on the Home page provides a link to the bills that require processing. We can also go to the Scanned Vendor Bills page through the Transactions subtab.