Requirement
Vendors will input and submit their invoices/bills through the Vendor Center. Once submitted, these bills undergo a sequential approval process, managed by the Finance Manager.
The finance manager has the authority to review and approve the bills. If any discrepancies are identified in a bill, the finance manager will reject it, providing a clear explanation for the rejection.
Vendors receive email notifications about the rejected bill and can rectify and resubmit their bills through the Vendor Center.
Prerequisites
- Vendor should have the vendor center access in the NetSuite.
Deliverables
Bill submission through Vendor Center
There is not a standardized approach for vendors to submit Vendor Bills in NetSuite via Vendor Center. Consequently, we designed a customization to fulfill this requirement.
To enable this customization, we will establish a custom center link within the Vendor Center for entering bill details.
We will develop a custom record and named as ‘DRAFT BILL’ in NetSuite to facilitate this process, where vendors can easily input detailed information about bills.
The custom record will include fields for subsidiary, currency, account, terms, item details and so on. Subsidiary, currency, terms and account data are populated in the fields based on the vendor record.
Once the vendor saves this information, ‘DRAFT BILL’ will be created in NetSuite, which will then undergo the approval process. The ID for the ‘DRAFT BILL’ is automatically generated.
Approval Process
Custom records undergo an approval process managed by the Finance Manager.
They have the option to approve the ‘DRAFT BILL’ and automatically generate a Vendor Bill with an approved status in NetSuite.
Any discrepancies are found in the Draft Bill, the designated approver can reject it, providing a detailed explanation.
Once the finance manager rejects the bill, they will receive an email notification with a link to the Draft Bill. This allows vendors to amend any necessary details and submit the revised Draft Bill.
Limitations & Assumptions
- Vendors must have access to the vendor center for entering the details in the custom record.
- The original vendor bill record will not be accessible in the vendor center role due to insufficient permissions. The vendor bill can only access the roles with sufficient permission for viewing it.
- The option to edit the customs record is accessible after the finance manager rejects the bill. Alternatively, vendors can utilize the ’Cancel’ button to cancel the custom record from further processing to Vendor Bill.