Q & A for Expense Reports (ER)
How do I start an ER?
Go to the Navigation Portlet on your dashboard and click on Create an ER. There are also videos and written instructions available – click on ER Instructions.
Where can I see how much is still unpaid in ER claims?
Go to the Navigation Portlet on your dashboard and click on View your unpaid ERs.
What does “Unsubmitted Expense Reports” mean in the Reminders Portlet?
Whenever there is a number next to this reminder, there is an ER(s) awaiting your attention. When you have completed the ER, click the “Submit” button to begin the approval process.
How does the ER approval process work?
There’s an explanation in the Navigation Portlet on your dashboard. Click on ER Approval Process.
Are there restrictions on how many ERs I can submit per month?
No! We recommend that you submit short ERs regularly. We don’t want you to enter a long ER only to lose it if it does not properly save.
Why did I lose all my entries and my ER didn’t get saved?
There is no auto-save function in NetSuite so be sure to save your ER regularly while filling it in. This is especially true if internet access is an issue in your location. Also, when hitting Save, wait until a message appears at the top that says Confirmation: Transaction Successfully Saved. If you exit before seeing this message, you may lose the details you have just entered into your ER.
How do I go back and edit an ER after I save it?
When you wish to continue working on an ER after you’ve saved it, click on the ER name in the Expense Report Portlet and click Edit to make additions and changes.
Why is my Reminder Portlet still showing that I have an un-submitted ER after I have submitted it?
The Reminder Portlet needs to be refreshed manually by clicking on the arrow in the righthand corner.
What does NSF mean?
NSF means non-sufficient funds. An NSF indicator appears when Finance determines that there are insufficient funds available to cover your ER claim. The ER is put on hold for up to one year from the date it is submitted and the claim will be paid when sufficient funds are available.
Completing an ER
How do I attach multiple receipts to one line?
Unfortunately, you can’t since only one document can be attached per line. Therefore it is necessary to combine multiple documents into one file.
Why doesn’t the Currency box appear when I make a claim?
It’s possible that the Use Multi Currency box above the area where you enter details into the ER is not checked. This box needs to be checked to enter different currencies into your ER.
I make all my claims in my home currency. Is there a way to remove the Foreign Amount box?
Yes, there is! Uncheck the Use Multi Currency box above the area where you enter details into the ER.
How do I show contributions given directly to me in an ER?
Such contributions are not shown on an ER. Please complete a Request for Receipt form.
How do I show income received in the MA?
- For Category, select “Income in MA (4405)”
- For Business Purpose, leave blank
- For Currency, use the currency for which the funds were received
- For Foreign Amount, show a negative amount (e.g. -1,000)
- For Attach Documentation, upload a payslip, email, or some other form of documentation related to the income
- For Designation, select “1-Contributions-UD N”
What do I do when my ER ends in a negative balance?
It is not possible to have a negative overall balance in an ER. Therefore, if you are required to account for Personal Mileage for a Ministry Vehicle or Income in the MA, enter all your expenses first so that the ER does not go negative. If your ER is still in the negative, you need to enter a new line using Advance as the Category to bring the total to zero.
How can I get my ER reimbursement to be placed against my Expense Advances (previously #5 account)?
- For Category, select “Advance (1140)”
- For Business Purpose, leave blank
- For Currency, use whichever currency you prefer
- For Foreign Amount, show a negative amount (e.g. -500)
- For Attach Documentation, leave blank
- For Designation, select “Expense Advance (1140)”
How can I claim my expense against an MA project?
Under Designation, select the appropriate MA project in the dropdown list. If the MA project isn’t on the list, choose any other designation in the dropdown list. Then, under Additional Information, write the name of the MA project and request that the expense be claimed from that fund.
Why didn’t the Amount figure change after I changed the Foreign Amount figure?
It’s a NetSuite quick! When you go back to change the figure in the Foreign Amount box, you need to also delete the figure in the Amount box or reenter the date. The Amount figure should then recalculate according to the exchange rate.
How do I request an additional amount for taxable benefit claims?
You may request to claim an extra 15% (US) or 30% (Canada) for taxable benefits to cover the taxes payable in your home country on this expense. Add a message in the Additional Information box and we’ll make this addition for you.
How does mileage work on the ER?
Check out the video and written instructions in the Navigation Portlet on your dashboard under ER Instructions.
Do I need to enter each trip on a separate line if I have a logbook?
No! You can enter the total km/miles in one line from your logbook and attach it to that line.
Why didn’t the Amount figure change after I changed the mileage in the Miles/KM box?
It’s a NetSuite quirk! When you go back to change the figure in the Miles/KM box, you need to also delete the figure in the Amount box or reenter the date. The Amount figure should then recalculate according to the new Miles/KM and exchange rate.
Why would my ER be rejected?
There are various reasons why your ER could be rejected, such as:
- A receipt needs to be attached
- The business purpose was missed or incomplete
- A personal expense has been claimed
- An error has been found that needs correcting
How do I know when my ER has been rejected?
You will see a red X next to the ER on the Expense Report Portlet. There will also be an indication in the Reminders Portlet under Rejected Expense Reports.
How do I know why my ER has been rejected?
You will see why the ER was rejected by clicking on Rejection Reason in the sub-tab above where you entered your expenses. Click “Edit” to make the necessary change(s).
How do I resubmit a rejected ER?
Once you have updated your ER according to the Reject Reason, click “Save”, and then click “Resubmit”. Your ER will go through the approval process once again.