part 2
Time & Expenses
Navigation: Set up > Accounting > Accounting preference > Time and expenses
General
Navigation: Set up > Accounting > Accounting preference > Time and expenses > General
Show Projects Only For Time And Expense Entry
Check the Show Projects only for Time and Expense Entry box to allow only projects to be selected in the Customer: Project field on time transactions and expense entry forms.
Clear this box to allow projects and customers to be selected in the Customer: Project field.
Automatically Notify Supervisor
Check the Automatically Notify Supervisor box to send supervisors’ email messages when they need to approve expense reports and purchase requests.
If you check this box, you must also check one or all of the Use Expense Reports, Enable Purchase Requests, Time Tracking boxes.
Override Rates On-Time Records
Check this box if you want the option to change the billable rate for service items on time records. You can also choose to lock the rate so the billable rate is not affected by any rate changes that may happen before this customer is actually invoiced.
Clear this box if you want service items on time entries to be billed at the current item rate for each customer.
If you use Charge-Based Billing, any time-based charge rules created will override changes made directly on time transactions.
Require Approvals On Time Records
Check this box if you want to require supervisors to approve their employees’ time transactions.
If you don’t check this, time transactions can be billed to customers or included in the payroll run without the approval of a supervisor.
When the Time-Off Management feature is enabled and this box is checked, time-off entries generated from approved time-off requests cannot be edited. To allow employees to make updates, leave this box unchecked.
Advanced Approvals On-Time Records
Check this box to enable advanced approval options.
After you have enabled the preference, the Supervisor Approval field on time entries and the weekly timesheet is replaced by an Approval Status field. This field is editable by supervisors, administrators, and time approvers. This field enables you to set the status of time entries to Open, Pending Approval, Approved or Rejected.
Advanced approvals enable you to use SuiteFlow and Approval Routing to create custom approval workflows for your time entries.
Copy Service Item Description To Time Memo
Check this box to automatically copy the description of a service item to the Memo field of time entries when the item is selected in the Service Item field.
When descriptions are automatically copied they will overwrite any memo that has already been entered on the time entry.
Time Billable By Default
Check the Time Billable by Default box to check the Billable box by default on new time records after a customer is selected.
When this preference is enabled, the Billable box is checked on time tracking and weekly time sheet transactions. It is also checked on the Time subtab on events, tasks, and cases.
Clear this box to clear the Billable box on new time records by default, even after a customer is chosen.
If Project Management is enabled, the Billable box for time and materials and charge-based projects is checked by default.
The Billable box for fixed bid projects (of either type) is cleared by default.
Copy Time Memos To Invoices
Check the Copy Time Memos to Invoices to have invoices include memos entered on billable time. Clear this box to leave the memo field empty. Note: When you enable this preference, the memos you have already entered on existing time records show on invoices you create.
Show Planned Time In Time Entry
Check the Show Planned Time in Time Entry box to display Time Tracking and Weekly Time Sheet planned time entries.
Round Time Entry Duration
in the Round Time Entry Duration box, select how to round time entries entered by employees.
You can select to round up to or to the nearest 5, 6, 10, 15, 30, or 60 minute increment.
For example, if you select round to the nearest 10 minute increment and an employee enters a time entry for 2 hours and 32 minutes, NetSuite automatically rounds the time entry down to 2 hours and 30 minutes.
If you select round up to the next 10 minute increment, NetSuite automatically rounds the time entry up to 2 hours and 40 minutes.
Copy From Week Options
Select how you want hours and memos copied when copying an entire week of time transactions.
You can choose to always copy hours and memos, never copy hours and memos, or allow the user to select if hours and memos should be copied.
If employees are allowed to choose, the Copy Hours box can be checked when copying time transactions.
Maximum Number Of Hours Per Week
In the Maximum Number of Hours per Week list, select Enabled or Enabled (Work calendar) to impose a limit on the number of hours an employee can track in a single week. Select Disabled to make this feature unavailable
If you select Enabled, in the Value field, enter the maximum number of hours allowed.
If you selected Enabled (Work calendar), NetSuite imposes limits based on the number of weekly working hours on the employee’s work calendar. Holidays and non-working days are determined by an employee’s work calendar.
In the Action field, select Do not allow time outside limit to prevent employees from saving time transactions that go over the weekly limit.
Select Warn but allow time outside limit to show a pop up warning and then save for employees attempting to enter time transaction outside the limit.
Maximum Number Of Hours Per Working Day
In the Maximum Number of Hours per Working Day list, select Enabled or Enabled (Work calendar) to impose a limit on the number of hours an employee can track in a single day. Select Disabled to make this field unavailable..
If you selected Enabled, in the Value field, enter the maximum number of hours allowed.
If you selected Enabled (Work calendar), NetSuite imposes limits based on the number of daily working hours on the employee’s work calendar. Holidays and non-working days are determined by an employee’s work calendar.
In the Action field, select Do not allow time outside limit to prevent employees from saving time transactions that go over the daily limit.
Select Warn but allow time outside limit to show a pop up warning and then save for employees attempting to enter time transaction outside the limit.
Minimum Number Of Hours Per Time Entry
In the Minimum Number of Hours per Time Entry field, select Enabled or Enabled (Work calendar) to impose a minimum number of hours an employee can track in single time entry. Select Disabled to make this field unavailable. If you select Enabled, in the Value field, enter the minimum number of hours allowed.
If you selected Enabled (Work calendar), NetSuite imposes minimums based on the number of daily working hours on the employee’s work calendar. Holidays and non-working days are determined by an employee’s work calendar.
In the Action field, select Do not allow time outside limit to prevent employees from saving time transactions that are under the minimum value.
Select Warn but allow time outside limit to show a pop up warning and then save for employees attempting to enter time transaction with less than the required minimum.
Apply Time Threshold To Vendor Time
Check this box to include time entries entered by vendors when applying time thresholds. Clear this box to exclude time entries entered by vendors when applying time thresholds
Perform Limit Check On Approval Action
Check this box to have a limit check performed when time transactions are approved.
Expenses
Navigation: Set up > Accounting > Accounting preference > Time and expenses > Expense
Expenses Billable By Default
Check the Expenses Billable by Default box to check the Billable box by default when you enter expenses on a purchase transaction.
After you select a customer on an expenses line of a purchase transaction, the Billable box is automatically checked.
Items Billable By Default
Check the Expenses Billable by Default box to clear the Billable box by default when you enter expenses on a purchase transaction. Check the Items Billable by Default box to check the Billable box by default when you are purchasing items.
After you select a customer on a purchase transaction item line, the Billable box is automatically checked.
Clear this box to clear the Billable box by default when you are purchasing items.
Combine Detail Items On Expense Reports
Check this box to combine line items from the same category on a single expense report submitted by an employee.
For example, if an employee enters a single expense report that contains two entries for entertainment costs, the total shows as one line item for entertainment costs on the expense report.
When this preference is enabled, line items on expense reports are not always listed in the order they are entered. They are regrouped by category. If you also use the Ref No. field on expense reports, enabling this preference may list your line items out of order depending on the assigned category. Clear this box to detail each expense report line item individually.
Copy Expense Memos To Invoices
Check the Copy Expense Memos to Invoices box to have invoices include memos entered on expenses. Clear this box to leave the memo field empty. Note: When you enable this preference, the memos you have already entered on existing expense records show on invoices you create.
Show Warning Message For Taxable Expense Lines Without Receipt
Check this box to show a warning message for any taxable expense line item added without attaching a receipt. Clearing the warning returns user to the line to attach a receipt. Clearing this box prevents any warnings when a receipt is not included.
Allow Non-reimbursable Expenses
Check this box to allow expenses that are not reimbursable to be entered on expense reports.
Foreign Amount Change
From the Foreign Amount Exchange list, select the default recalculation method for expenses.
You can recalculate the exchange rate between the base currency and foreign currencies, or recalculate the base currency.
Approval Routing
Navigation: Set up > Accounting > Accounting preference > Time and expenses > Approval Routing
Expense Reports
Check the Expense Reports box to set up an approval workflow to process expenses. Enable this preference and use SuiteFlow to create a custom workflow to process expense approvals. Using SuiteFlow for expenses allows more flexible processes for approvals, such as a non-sequential approval process or conditionalized routing.
This enables you to use SuiteFlow for processing approvals on expense reports. You can alternatively use scripting or manage approvals manually.
Clear this box to not use SuiteFlow for expense approvals.
If this preference is not enabled, you can still use the Approval Routing feature for expense approval routing.
You can set this preference if Approval Routing is enabled or disabled.
Whether you use the Approval Routing feature or use SuiteFlow, the setting you choose for expense approvals applies to all users in your company.
Purchase Orders
Check the Purchase Order box to set up an approval workflow to process purchases.
Enable this preference and use SuiteFlow to create a custom workflow to process purchase approvals. Using SuiteFlow for purchases allows more flexible processes for approvals, such as a non-sequential approval process or conditionalized routing.
You can use SuiteFlow for processing approvals on purchase requests and purchase orders. You can alternatively use scripting or manage approvals manually.
Clear this box to not use SuiteFlow for purchase approvals. If this preference is not enabled, you can still use the Approval Routing feature for purchase approval routing.
You can set this preference whether or not you have enabled the Approval Routing feature.
Whether you use the Approval Routing feature or use SuiteFlow, the setting you choose for purchase approvals applies to all users in your company.
Vendor Bills
Check the Vendor Bill box to use SuiteFlow for vendor bill approvals.
Clear this box to use standard approvals for vendor bills.
Note: Prior to enabling this preference, set all bills with a Pending Approval status to Rejected or Approved.
Do not place bills in a Pending Approval status when you begin using SuiteFlow workflows for vendor bill approval routing.
Vendor Payments
Check the Vendor Payments box to set up an approval workflow to process purchases. Enable this preference and use SuiteFlow to create a custom workflow to process payments to vendors. Using SuiteFlow for payments allows more flexible processes for approvals, such as a non-sequential approval process or conditionalized routing.
Clear this box to not use SuiteFlow for vendor payments. If this preference is not enabled, you can still use the Approval Routing feature for purchase approval routing. You can set this preference whether or not you have enabled the Approval Routing feature.
Whether you use the Approval Routing feature or use SuiteFlow, the setting you choose for vendor payments applies to all users in your company.
Resource Allocations
Check the Resource Allocations box to set up an approval workflow to process resource allocations.
Enable this preference and use SuiteFlow to create a custom workflow to process resource allocation approvals. Using SuiteFlow for resource allocations allows more flexible processes for approvals, such as a non-sequential approval process or conditionalized routing.
Check this box to use SuiteFlow for processing approvals on resource allocations.
Clear this box to not use SuiteFlow for resource allocations.
If this preference is not enabled, you cannot use the Resource Allocations Custom Workflow SuiteApp.
You can use Resource Allocation without installing the Resource Allocations Custom Approval Workflow SuiteApp.
Whether you use the SuiteApp or use SuiteFlow, the setting you choose for resource allocations applies to all users in your company.
Requisitions
Check the Requisitions box to require approvals on requisitions. Clear this box if you do not require approvals for requisitions.
The Requisition Approval Workflow bundle must be installed to use this preference.
Time Bills
Check the Time Bills box to set up an approval workflow to process time transactions. Enable this preference to use SuiteFlow for custom approval workflows for time transactions.
Invoices
Check the Invoices box to set up an approval workflow to process invoices. Enable this preference and use SuiteFlow to create a custom workflow for processing invoices.
Check this box to use SuiteFlow for processing invoices. Clear this box if you do not want to use SuiteFlow for processing invoices.
Purchase Contracts
Check the Invoices box to set up an approval workflow to process invoices.
Enable this preference and use SuiteFlow to create a custom workflow for processing invoices.
Check this box to use SuiteFlow for processing invoices.
Clear this box if you do not want to use SuiteFlow for processing invoices
Purchase Contracts
Check the Purchase Contracts box to enable purchasing managers and buyers to use contracted terms, pricing, and delivery schedules when purchasing materials for a company.
For example, instead of having terms and pricing based only on a specific purchase order being placed, buyers can automatically take advantage of quantity-based terms and discounts based on an annual volume of goods or services purchased.
Blanket Purchase Orders
Check the Blanket Purchase Orders box to use approval routing for blanket purchase orders. This may improve buyer efficiency and accuracy and potentially reduce procurement spending.
Blanket purchase orders define a pre-determined price for a set quantity of items you buy from a vendor over a time period. The blanket purchase order specifies the item, price, quantity, terms, and effective time period.
Journal Entries
Check this box to use SuiteFlow to create a custom workflow for approving journal entries.