Creating Format Profiles for Expense Reporting

If we are using the Expense Reports feature, we can now create a format profile to configure manual imports of corporate card charges from any provider for expense reporting. Such format profiles use a custom transaction parser built using the Financial Institution Parser Plug-in interface to import transactions from a file you have downloaded from a financial institution.

Note

Format profiles that use custom connectivity and parser plug-ins for automatic retrieval are not yet supported. Therefore, the following procedure only covers manual import setup.

We can automate imports of corporate card charges from American Express by using the AMEX Corporate Card Integration SuiteApp. This SuiteApp automatically provisions a financial institution record and format profile to configure our import.

 

Format profiles configured for manual import enable us to do the following:

• Link corporate credit card charges to corresponding employee records in NetSuite
• Map expense codes to corresponding user-defined expense categories
• Configure a parser plug-in, if the parser configuration is supported

To do this procedure, we need the following:

• Financial Institution Records permission.
• Custom parser built with the Financial Institution Parser Plug-in interface.

Important

To avoid performance degradation, we should not configure a bank data import that exceeds 10,000 corporate card transactions.

To create a format profile for expense reporting:

1. Go to Setup> Accounting > Financial Institution > List.
2. NetSuite displays the Financial Institutions page.
3. Next to the financial institution record for which we want to add a format profile, click View.
4. NetSuite displays the Financial Institution page.
5. In the Format Profile: Configuration subtab, click Add.
6. In the Profile Name field, enter a name for our format profile. For example, Wells Fargo Charges.
7. In the Description field, enter a description to help us identify this format profile.
8. From the Profile Type field dropdown, select Corporate Card Expenses.
9. The profile type cannot be modified after we save.
10. From the Connectivity Method dropdown list, select Manual Import.
11. From the Transaction Parser list, select a custom parser built with the Financial Institution Parser Plug-in interface.
12. For a custom plug-in to be available, we must create and upload one to NetSuite.
13. Link corporate credit card charges to corresponding employee records in NetSuite.
14. (Optional) Map custom expense codes to corresponding user-define expense categories.
15. (Optional) If parser configuration is required, configure our transaction parser. If our parser plug-in supports parser configuration, the Parser Configuration subtab appears and is populated with configuration fields.
16. Click Save.
17. Repeat these steps for each format profile that we want to create for expense reporting.

After the import configuration is complete, we can manually import our data at Transactions> Bank > Banking Import History > Upload File.

To view imported charges, see the Imported Employee Expenses page (Transactions > Employees > Imported Employee Expenses).