NetSuite Login Tutorial How To Enter A Vendor Invoice

Description: The topic of the article centers on netsuite login, which shows you how to process a vendor invoice in NetSuite, access the enter bill form on NetSuite, select or change the posting period, give an overview of the accounts payable setting, select currency and payment terms and search for expense accounts.

This article is on how to enter a vendor invoice in NetSuite by business solution partners, today I will show you how to access the Enter Bill form, how to select or change the posting period for your a vendor invoice, you will be given a review of the accounts payable setting.

The vendor invoices will select currency and payment terms for your transaction, it will make subsidiary, location and department selection, I’ll show you how to search and select the expense account you want to use for your invoice, we’ll review your transaction before posting it.

Before I show you how to access the vendor invoice in NetSuite, I want to show you the dashboard for the AP analyst role I’m using for this transaction, the dashboard shows you some reminders on the top left, KPI is below, you have transactions and report shortcuts used by this role on a regular basis.

The AP aging is also included as well as other transactions and shortcuts available to the role in accounts payable, this is the service that this inclusion partners can help you with, they can design dashboards for you and your team, which might help you work more efficiently.

To process the vendor invoice, you can access the shortcut for entering bills in your transaction shortcuts in your dashboard if you have created one, another way to access this bill form is by going into vendors, purchases, enter bills.

It will take you to the bill processing screen, I also want to show you how to access the same screen by searching the vendor that you’re processing the invoice for, we go back to home, in the global search bar I look up my vendor, you view the vendor.

Next to action to the left of it you can select the drop-down for creating new forms, go down to Bill, click on it, this is going to take you to the form where you can start creating your invoice or entering your invoice, the page is supporting to today’s date and this drives the posting period.

If you change the date to the database following your company’s procedures, when you change the face, the posting period also changes, depending on the preference set up for your accounts, you might be able to change the posting period to any other period that’s open.

Remember to follow the procedures in place for your company, the reference number is usually the invoice number, it is one two three in my case, the accounts payable is the vanishing account, the liability is going to be posted on the balance shee.

This account defaults into accounts payable, based on the way you will set up at the vendor level when the vendor was created, you enter the amount of your invoice, the currency tested to this vendor is the USD, but multiple currencies are allowed to this vendor, you will be able to see them in the drop-down.

The terms for this vendor are two percent, you’re able to change them if you have more vendors payment setup within your account, you select the payment hold, if it is not going to be available for payment, remove the hold, sometimes this is used when a vendor payment is being disputed.

The due date is driven by the term selected, you can change the memo to anything else you like to use to show in the description of the transactions that you prefer, approval status for this vendor is defaulting to approved, because the access level for this user does not require further approval of this transaction.

If this approval is pending, you can change it to pending approval, the subsidiary for this vendor is defaulting to US 1, if you have extended the vendor to multiple subsidiaries, you’ll be able to select them from the drop-down, the location in this case is required.

I must select the location before I’m able to save the transaction, you may also add the department class depending on how your account is set up and how your department your team wants you to do transaction, we are going to select the expense account that we want to post this invoice to.

You select the account under account, if you know the account number, you can type it, otherwise you can click on the drop-down, select list, then search for the account that you want to use, I will find the range of accounts for my account, this is setup.

I’m looking for freight expense, I’m going to use a memo, you can add a department that is going to class on location as well as mark this transaction if it’s billable to a customer, if you have more lines for this invoice such as sales taxes or any other fees, you can select add, a new line for the account will come up in which you can enter it.

At this point we can save this invoice for processing, if there is anything else that you want to review or add, you may do so, building shows use the billing address for the vendor, you can review it, in the relationship you can add a contact person for this vendor.

You can add information about any communication that you want to initiate via NetSuite, you can see who authorized approvers are, if no further changes are necessary, you can select save, the system is warning me that a transaction there that I use is not within the current accounting period.

I’m going to click OK, I’m waiting for the system to complete the savings process, at this point this transaction has been posted, it’s handing payment because I didn’t select payment hold, the next time the payment process run we’ll be able to process a check for this vendor.

We hope that you found this passage useful, if you have any questions about any of the features, any training or support with NetSuite managers or transactions, please contact business solution partners via a mail or phone number.

If the solution partner is a message partner or a management and consulting firm specializing in cloud-based system implementations, their staff members and management team includes CPAs and certified solution developers with over 25 years of experience in accounting and system implementations, visit us at or follow us on Twitter and other social media.

Write A Comment