TriNet Expense supports sending employee expense reports to NetSuite that are requiring approval (Method One) or already approved within TriNet Expense (Method Two). This help topic discusses how the data from TriNet Expense is sent into NetSuite's Employee Center or Accounts Payable (non-reimbursable expenses using Method two).
Expense reports can be exported to NetSuite Employee Center by clicking the Submit button directly within an expense report. They can also be submitted via our mobile iPhone and Android apps (Method One only). If you are using Method Two, non-reimbursable expenses can be sent to the accounts payable module, creating a bill to the vendor you choose or sent to Employee Center, displayed with the reimbursable expenses. The total amount of the non-reimbursable expenses sent to Employee Center will be displayed in the Advance amount field.
Once the expense report is submitted from TriNet Expense it will be displayed in the user's NetSuite account, including the digital receipts. The report is automatically submitted for approval within NetSuite (Using Method One). Using Method Two, the reports will show both accounting and supervisor approval.
Additionally, TriNet Expense will send a PDF copy of the NetSuite template along with all the digital receipts. This email is sent to the user and any approvers they have added during the setup.
* Users can select the NetSuite Department, Location and Class at each expense line item in TriNet Expense. If the users does not select the Employee, Department and Class fields, TriNet Expense will automatically use the default value in NetSuite in the user's account. Additionally, non-reimbursable expenses sent to accounts payable as a Bill will show the employee submitting the expense report department and location.
Using Method Two, the Account Approval checkbox will automatically be checked once submitted to NetSuite Employee Center. The Supervisor Approval checkbox will also be checked if the user (report submitter) has a supervisor listed in their NetSuite employee profile.
To learn more about mapping NetSuite Chart of Accounts (categories) with TriNet Expense categories can be found here.
Receipt Images - To view receipt images for the expense report, select the History tab > File tab.
TriNet Expense offers the ability to batch export (sending multiple expense reports at once)
When viewing Company Reports, Select the multiple reports to batch export, Click Export Report and Choose Export To: NetSuite.