Expense Report - Enter a claim

31 STEPS

1. Welcome to the tutorial on how to enter an expense report via the ESS Centre

2. The first step is to open NetSuite and navigate to your ESS Centre ( Unlocked ) role

3. Click Enter Expense Report.

Alternatively, navigate to Expenses Reports > Transactions > Enter Expense Report

4. Ensure the Date submitting field is correct.

5. Insert the Purpose for the expense claim

6. Insert any Additional Notes related to the expense claim. These can be for your reference, or to provide more context for your approver.

7. Take note of the acknowledgement

8. The Next Approver field should be populated with your supervisor.

If this is incorrect, please contact HR.

9. Scroll down to the Expenses Tab

10. Tick Use Multi Currency if you are submitting expenses in a different currency than what you are being reimbursed.

Otherwise, leave unticked.

11. Select the Date field, to match the date of the receipt or when the transaction took place

12. Select the relevant Category

13. Enter the expense Amount ex Tax

14. Select the correct Tax Code

15. Ensure the Tax Amt and Gross Amt inc Tax match your expense receipt. Amend if necessary.

16. Insert a Description for the expense

17. Enter the Quantity of Attendees. both internal and external.

If the expense doesn't relate to attendees, than enter 0.

18. Check the Department and Location are correct

19. To attach your receipt, click the + New icon

20. This will open a new file screen.
Click Choose File and locate the file on your computer

21. Enter a File Name 

22. Click Save

23. If the expense relates to a particular client, you can assign it to them. To do this:
1. Click into the Client field
2. Click the list icon (two down arrows)
3. Select the relevant client

24. If the expense is to be on-charged to the client, tick Billable to Client.

If not, leave it unticked.

25. If relevant, you can assign a NextService Task, the Task Date and the NextService Asset. 

26. Click Add

27. Repeat for additional expenses.

28. Once you are happy, hover over the Down Arrow, and select:
- Save & new to create another expense report.
- Save & Print to print a PDF copy of your expense report, or
- Save.
Note: Once it has been submitted, you will not be able to edit the record.

29. After saving, it will show you the summary of the submitted expense claim.

If you need to make changes, contact the Next Approver to reject it for you to amend and re-submit.

30. An email will be sent to the Next Approver noting it is pending their approval.

You will receive email notifications on its progress.

31. That's it. You're done.

Thank you for your time.