Abstract:
Custom solution for Accounting Approved Expense Reports containing lines marked as Non-Reimbursable. A script will create a Journal Entry that debits the expense accounts and credits a selected/defaulted non-reimbursable account (e.g., credit card account).
Description:
This is a custom solution for non-reimbursable expenses on an Expense Report. With NetSuite standard functionality, expenses entered as non-reimbursable on expense reports create both a debit and credit against the selected expense account, having a ‘net zero’ impact. This solution contains a custom field on the Employee record to assign a default non-reimbursable account (e.g., credit card account), a custom body field on the expense report transaction that sources the employee’s default non-reimbursable account that can be overwritten, and a custom column field on the expense report transaction that stores a reference to related journal entry that is created.
This solution contains a custom script has two functions.
First, before the record is submitted, a function sets the non-reimbursable account on the expense report to:
- the selected non-reimbursable account on the expense report,
- the employee’s default non-reimbursable account when the selected value is not overwritten, or
- a company preference for the default non-reimbursable account when there is no selected value and the employee does not have a default non-reimbursable account.
Second, after the record is submitted and only when Accounting has approved the expense report, a function will determine the lines marked as non-reimbursable and create a journal entry containing lines that debit the expense accounts and credit the selected/defaulted non-reimbursable account. Then, the function will load the expense report and update the custom column field with the related journal entry that was created. The script will only create a journal entry when a journal entry has not already been created for lines marked as non-reimbursable.
Considerations:
1) The default non-reimbursable account should be either a Credit Card account or Bank account which is restricted to a single subsidiary; when the journal entry is created, the subsidiary is set to that which is associated to the non-reimbursable account.
2) The company preference for the default non-reimbursable account should be updated in Setup > Company > General Preferences > Custom Preferences (classic center).