Setting up Transaction Email Capture

The SuiteApp requires us to enable a plug-in and set preferences to let vendors and employees send vendor bills through email. 

Setting Up Transaction Email capture preferences 

1. Go to Setup > Company > General Preferences. 
2. Click the Custom Preferences subtab. 
3. On the Transaction Email Capture section, select the following for each field: 

• Vendor Bill Email Notification Sender – Select the employee whose email address should appear as the sender of vendor bill email notification sent by our company. 
• Vendor Bill Recipient – Select the employee whose file cabinet will be used to store the vendor bills sent by vendors. 

3. All the files received through email from vendors will be stored in this employee’s assigned subsidiary and will be visible to other employees who only have access to that subsidiary. 
4. By default, the SuiteApp sets the employee record with internal ID -5 as the vendor bill email notification sender and vendor bill recipient. 
5. Click Save. 

Enabling the Email Capture Plugin 

Before sending vendor bills through email, we must enable the email capture plug-in in our NetSuite account. 

1. Go to Customization > Plug-ins > Manage Plug-ins. 
2. On the Email Capture Plugin section, check the Transaction Email Capture box. 
3. Take note of the email address. This is the email address where our employee and vendors should send their vendor bills. 
4. Click Save. 

Managing Vendor Email Addresses Using Transaction Email Capture 

In the vendor record, we can add multiple email addresses for Transaction Email Capture. The email addresses defined on the vendor record help the system validate the sender of the email. We only need to perform this task for each vendor one time for our initial setup. 

To add a vendor email address for Transaction Email Capture: 

1. Go to Lists > Relationships > Vendors. 
2. Click Edit next to the vendor record we want to update. 
3. Click the Transaction Email Capture subtab. 
4. On the Email Address column, enter the email address of the vendor. 
5. Click Add. 
6. To add multiple email addresses, repeat steps 4 and 5. 
7. Click Save. 

Granting permissions to employees for Bill Capture 

Employees require the Scanned Vendor Bills permission to use the Bill Capture feature. 

To grant permissions to employees for Bill Capture: 

1. Go to Lists > Employees > Employees. 
2. Click Edit next to the employee who is to be granted the Bill permission. 
3. Click the Access subtab. 
4. In the Roles list, select the role, and then click Add. 
5. Click the Global Permissions subtab. 
6. Select the Transactions Bills permission. 
7. Set the Level to Full, and then click Save. 
8. Click Edit next to the employee who is to be granted the Scanned Vendor Bills permission. 
9. Click the Access subtab. 
10. In the Roles list, select the role, and then click Add. 
11. Click the Global Permissions subtab. 
12. Select the Scanned Vendor Bills permission. 
13. Set the Level to Full, and then click Save. 
14. Click Save. 

Use these steps for each employee who will use Bill Capture.