The “Non-Reimbursable” checkbox in NetSuite provides a straightforward way to record expenses that an employee is not reimbursed for. This feature is useful in scenarios where expenses are paid using company funds, such as through a corporate credit card or other pre-paid methods.
Steps to Enable the Non-Reimbursable Checkbox
- Navigate to Accounting Preferences – Go to Setup > Accounting > Accounting Preferences in NetSuite.
- Enable the Non-Reimbursable Option – In the preferences, check the box labeled “Allow Non-reimbursable” to activate this feature.
- Line-Level Checkbox Appears – Once enabled, a “Non-reimbursable” checkbox becomes available at the line-item level of expense reports. Employees can select this checkbox for items that should not be reimbursed.
How the Non-Reimbursable Checkbox Works
When the “Non-reimbursable” checkbox is selected for an expense item:
- General Ledger (GL) Impact:
- The expense account specified in the line item is both debited and credited with the same amount.
- This ensures that the expense is tracked but does not reflect as a reimbursement liability.
- Expense Report Status:
- The status of the expense report will show as “Paid in Full” since no payment is required to the employee.
Limitations of the Non-Reimbursable Checkbox
While this feature was helpful in earlier versions of NetSuite, it is no longer available in the latest versions (post NetSuite 18.2) unless it was already in use.
- Discontinued Feature: If the account did not use the non-reimbursable checkbox before version 18.2, we will not see this option in the current setup.
- Alternative Options: Businesses may need to use other methods, such as Advance to Apply or corporate credit card setups, to handle non-reimbursable expenses.