procure to pay quick reference guide
TRANSCRIPT
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NetSuite Version 2021.2
Financials First - Procure to Pay
Quick Reference Guide
Navigating the Quick Reference Guide
There are several ways to navigate this Quick Reference Guide (QRG):
1) Click a desired orange-highlighted functional box in the process diagram below.
2) Click a link in the Table of Contents.
3) Use the Microsoft Word Navigation Pane:
a. Activate by navigating to View and check Navigation Pane.
b. Click the area of interest.
Quick Reference Guide 3
Table of Contents
Quick Reference Guide ...................................................................................................................................... 1
Navigating the Quick Reference Guide ......................................................................................................................... 1
Process Diagram ............................................................................................................................................................ 2
Table of Contents .............................................................................................................................................. 3
Vendor Management .................................................................................................................................................... 4
Create a New Vendor Record ................................................................................................................................. 4
Create a New Vendor Contact ................................................................................................................................ 7
Purchasing ..................................................................................................................................................................... 8
Enter a Purchase Request using Employee Center ................................................................................................. 8
Approve/Reject Purchase Request ......................................................................................................................... 9
Enter a Purchase Order ......................................................................................................................................... 11
Close a Purchase Order ......................................................................................................................................... 13
Receiving ...................................................................................................................................................................... 14
Receive Items from a Purchase Order .................................................................................................................. 14
Bulk-Receive Purchase Orders .............................................................................................................................. 14
Contact Vendor ..................................................................................................................................................... 15
Vendor Bills .................................................................................................................................................................. 17
Bill from a Purchase Order .................................................................................................................................... 17
Bill Purchase Orders in Batch ................................................................................................................................ 18
Bill from an Item Receipt ...................................................................................................................................... 19
Enter a Stand-alone Bill ......................................................................................................................................... 20
Memorize a Bill ..................................................................................................................................................... 22
Bill Payment ................................................................................................................................................................. 24
Apply Credit to a Bill .............................................................................................................................................. 24
Pay Single Bill ........................................................................................................................................................ 24
Process Bulk Payments ......................................................................................................................................... 25
Key Reports .................................................................................................................................................................. 27
Review Standard Report ....................................................................................................................................... 27
Review Custom Report.......................................................................................................................................... 28
Key Performance Indicators .................................................................................................................................. 29
Quick Reference Guide 4
Vendor Management
Create a New Vendor Record
A vendor is a company or individual that sells goods and services to you. A vendor record tracks all contact, financial, and communication details, along with your transaction history.
Vendor records must be created prior to processing bills or other payable transactions.
• Utilize the Vendor Performance scorecard to identify poor vendor service.
Steps
1) Perform a Global Search to locate any existing Vendor records and avoid duplication.
2) Hover over Create New and select Vendor.
Note: If the [Vendor] option is not available, personalize the Create New bar settings and
select Vendor.
OR Navigate to Vendors > Lists > Vendors > New.
3) Select Company or Individual:
Option A: If the vendor is a Company, enter the Company Name.
Option B: If the vendor is an Individual, enter the person’s First, Middle, and Last Name.
4) (Optional) Select a Category.
5) Select a Primary Subsidiary.
Note: The Subsidiary cannot be changed once a transaction has posted to this vendor.
6) Enter the customer’s primary Phone, and Email information.
Note: NetSuite uses this Email as the default address when emailing transaction
confirmations.
7) Enter any noteworthy Comments about this vendor.
8) Navigate to the Preferences subtab to select the default Email Preference format to send email
communications to this vendor.
Note: If set to Default, NetSuite uses the option indicated in your personal preferences.
Quick Reference Guide 5
9) Indicate whether the vendor prefer to have you Send Transactions Via:
• Email - to automatically email transactions to the customer.
• Print - to queue the transaction for later printing.
• Fax - sends a fax to the vendor by default.
10) Navigate to the Relationships subtab, Contacts subtab.
11) (Optional) Enter the following contact details about specific individuals who work for this vendor:
• Contact name
• Subsidiary
• Job Title
• Main Phone
• Role
Notes:
• Only one primary contact can be defined per vendor, but there is no limit to the
number of alternate contacts, consultants, or decision makers.
• Contacts cannot be associated to an Individual vendor.
12) Click [Add].
13) Repeat the same steps for each additional contact.
14) Navigate to the Address subtab and click to add an Address.
a. Select a Country.
b. Enter the vendor address details.
Note: (For US only) Type the ZIP and the City and State fields will populate accordingly.
15) Click [OK].
16) The Default Shipping and Default Billing fields are set to Yes by default.
Note: If the shipping and billing addresses are different, enter each address separately and
mark them accordingly.
17) Enter the Label for the vendor’s address.
Quick Reference Guide 6
Leading Practice: Type an intuitive label for easy reference.
18) Click [Add].
19) Repeat steps 13-17 for each additional address.
20) Navigate to the Financial subtab.
21) Enter the vendor’s Legal Name if it differs from their company name. Otherwise, this defaults to
the listed company name.
22) Enter your Account number, if the vendor has issued one to you.
Note: This number appears in the Vendor # field on the Purchase Order page.
23) (Optional) Enter the name to Print On Check As, if check payments are addressed to a different
name than the one listed in the Vendor ID field.
24) Select your standard payment and/or discount Terms.
25) Select the Default Expense Account.
26) Select the Default Payables Account.
27) Enter your Credit Limit.
28) Select the vendor’s Primary Currency.
29) Click [Add] for additional currencies.
Note: Currency selection is only available when the Multiple Currencies feature is enabled.
30) (Individual vendors only) Select 1099 Eligible, if applicable.
31) Enter the vendor’s Tax ID.
32) Enter your Opening Balance and Opening Balance Date.
33) Navigate to the Marketing subtab and select a Global Subscription Status:
• The Soft Opt-In status allows your vendor to receive your marketing email campaigns.
• The Soft Opt-Out status will prevent email campaigns from being sent.
Note: Allow your vendor to confirm their opt-in preference, as part of your marketing
efforts.
34) Click [Save].
Quick Reference Guide 7
Create a New Vendor Contact
Contacts can be added to existing vendor records.
Steps
1) Perform a Global Search to locate the Vendor record.
2) On the vendor record, hover over Create New and select Contact.
3) Under the Primary Information field enter the following:
Note: The Contact field must remain blank. The field auto-fills when the Name is entered.
• Mr./Ms.
• Name (First Name, Middle Initial, Last Name)
• Job Title
• Category
4) Verify the contact’s Email, Main Phone, Fax if necessary.
Note: Additional Email | Phone | Address fields are displayed when you edit a contact
record.
5) Select a Subsidiary.
6) On the Relationships subtab, select the following:
• Supervisor
• Assistant
7) Navigate to the Address subtab and verify the details.
8) In the Marketing subtab, select the contact’s
• Lead Source
• Campaign Event
• Campaign Category
9) Click [Save].
Quick Reference Guide 8
Purchasing
Enter a Purchase Request using Employee Center
Purchase requests can be created by employees from the Employee Center. Requests can also be
entered on behalf of employees by filling in the employee name directly on a purchase order.
Steps
1) Log in using the Employee Center role.
2) Locate the Purchases portlet and click [Enter Purchase Request].
3) Confirm the Date of the purchase order request.
4) Select the Vendor.
5) Select the Location.
6) Select the Currency and review the Exchange Rate.
7) Enter a Receive By date to indicate the date that you require the items.
Note: This does not ensure or enforce vendor delivery by this date.
8) Enter a Memo to justify this purchase.
9) Navigate to the Items > Items subtab.
Option A: Select one item at a time.
a. Enter or select the Item.
b. Enter the Quantity.
c. Click [Add].
Option B: Select multiple items.
a. Click [Add Multiple]. The Choose Item popup window displays.
b. Select the item type at the top of the window.
c. Enter the item name and click Search.
OR scroll through the item list.
d. Click or the Item name to add each item. The added items display in the Current
Selections box.
e. In the Current Selections box, enter the Quantity for each item.
Quick Reference Guide 9
f. Click [Done].
g. The items display in the Item table.
10) Select the Department, Class, and Location if applicable.
11) On the Billing subtab, confirm the Vendor address.
Note: Click or select New in the Vendor Select field to add a new billing address to
both the purchase order AND the vendor record. To create a one-off address change for
this purchase order that will NOT be added to the vendor record, select Custom.
12) On the Accounting subtab, edit the payment Terms for this purchase.
13) Navigate to the Shipping subtab.
14) Select the customer that this purchase will Ship To.
15) Select the appropriate shipping address in the Ship To Select list. This auto-populates the Ship To
textbox.
16) Navigate to the Communication > Messages subtab.
17) (Optional) Select whether the purchase order is To Be Printed, To Be Emailed, and/or To Be
Faxed upon approval.
18) Click [Save].
Approve/Reject Purchase Request
Purchase requests that exceed the employee’s purchase limit require supervisor (or role next up the
approval chain meeting the Purchase Limit) approval before it is sent to the vendor. The supervisor can
also reject the purchase request, sending it back to the employee for review. If the purchase request
total is less than or equal to the employee’s purchase limit, the request will be auto approved.
When a Purchase Request is approved, it automatically becomes a Purchase Order.
• Before setting up employee records in NetSuite, decide how many employees will be entering
purchase orders in NetSuite and how many levels of approval are needed. Depending on the
level of approval, setup Purchase Limits, Purchase Approvers, and Purchase Approval limits to
establish multi-level purchase approvals workflow.
• Use the dashboard for Approvers to receive updates of purchases pending their approval.
• Use the dashboard for Employees to receive updates of their purchase request status.
Quick Reference Guide 10
• Define supervisors for groups of employees as well as purchase limits to facilitate purchase
order review and cost containment.
Steps for Bulk Approval
1) Navigate to the Reminders portlet on the Home dashboard and select Purchase Requests to
Approve.
2) Select the purchase requests to Approve.
3) Click [Save].
Steps for Individual Approval
1) View the Purchase Order.
Option A: Use Global Search
a. Perform a Global Search to locate the Purchase Order.
b. Click View.
Option B: From the Reminders portlet
a. Navigate to the Reminders portlet on the Home dashboard.
b. Select Purchase Requests to Approve. Locate the purchase request from the list.
c. Select the Date.
2) Click [Approve].
Note: Once the purchase request is approved, it becomes a purchase order, and is
removed from the approval list.
Steps for Individual Rejection
1) View the Purchase Order.
Option A: Use Global Search
a. Perform a Global Search to locate the Purchase Order.
b. Click View.
Option B: From the Reminders portlet
a. Navigate to the Reminders portlet on the Home dashboard.
b. Select Purchase Requests to Approve. Locate the purchase request from the list.
Quick Reference Guide 11
c. Select the Date.
2) Click [Reject].
3) Enter the rejection reason in the Your Message field.
Note: This information will be sent in an email to the employee who submitted the
purchase request.
4) Click [Save].
Enter a Purchase Order
Purchase Orders authorize vendors to provide your company with items, materials or services. These can
be used to track both items received and items to be received.
Steps
1) Locate the Dashboard Tiles and select New PO.
OR Hover over Create New and select Purchase Order.
2) Confirm the purchase Date.
3) Select the Vendor.
4) Select the Location.
5) (Optional) Select the Employee if the order is being created for another employee.
6) Select the Currency and review the Exchange Rate.
7) Enter a Receive By date to indicate the date that you require the items.
Note: This does not ensure or enforce vendor delivery by this date.
8) Enter a Memo to justify this purchase.
9) Navigate to the Items > Expenses subtab.
10) Select an expense Account.
11) Select Department and Class if applicable.
12) Enter the Amount.
13) Click [Add].
Quick Reference Guide 12
14) Repeat steps 9-13 for each additional expense.
15) Navigate to the Items > Items subtab.
Option A: Select one item at a time.
a. Enter or select the Item.
b. Enter the Quantity.
c. Click [Add].
Option B: Select multiple items.
a. Click [Add Multiple]. The Choose Item popup window displays.
b. Select the item type at the top of the window.
c. Enter the item name and click Search.
OR scroll through the item list.
d. Click or the Item name to add each item. The added items display in the Current
Selections box.
e. In the Current Selections box, enter the Quantity for each item.
f. Click [Done].
g. The items display in the Item table.
16) Select the following if applicable:
• Department
• Class
• Location
17) On the Billing subtab, confirm the Vendor address.
Note: Click or select New in the Vendor Select field to add a new billing address to
both the purchase order AND the vendor record. To create a one-off address change for
this purchase order that will NOT be added to the vendor record, select Custom.
18) Navigate to the Accounting subtab.
19) Select the payment Terms for this purchase.
20) Navigate to the Shipping subtab.
21) Select the customer that this purchase will Ship To.
Quick Reference Guide 13
22) Select the appropriate shipping address in the Ship To Select list. This will autopopulate the Ship
To textbox.
23) Navigate to the Communication > Messages subtab.
24) (Optional) Select whether the purchase order is To Be Printed, To Be Emailed, and/or To Be
Faxed upon approval.
25) Click [Save].
Close a Purchase Order
When you do not expect to receive either all or part of the items in your purchase order, you need to
close the order. In NetSuite purchase orders can be closed by record, or by item line, depending on the
percentage of completion.
Steps
1) Navigate to Receiving > Receiving > Enter Purchase Orders > List. Locate the purchase order to
close and click View.
OR Perform a Global Search to locate the Purchase Order record.
2) The purchase order can be closed in two ways:
Option A: Close the entire transaction.
a. Click View next to the purchase order you want to close.
b. Click [Close] to close the entire transaction.
Option B: Close a specific item.
a. Click [Edit] to close a specific item.
b. On the Items subtab, navigate to the Closed column and check the line(s) to be closed.
c. Click [OK].
d. Click [Save].
Notes:
• Before closing a transaction, ensure that all possible items are received and billed first.
• Closed items are flagged with a Yes under the Closed column and will not appear in
item receipt or billing queues.
Quick Reference Guide 14
Receiving
Receive Items from a Purchase Order
Items on a PO that require a receipt can be received by the Inventory Manager or Purchasing and A/P
role. Once the items have been received, an item receipt record is created to confirm receipt of goods
and/ or services. Purchases that do not require a receipt can be billed directly from the purchase order
record.
Steps
1) Navigate to Receiving > Receiving > Receive Orders.
OR Perform a Global Search to locate the Purchase Order record.
OR Navigate to the Reminders portlet and select Orders to Receive.
2) Click Receive next to the purchase order you want to receive.
3) Review the receipt information.
4) On the Items & Expenses subtab, confirm the Received items.
Note: Items are checked as received by default. Your administrator can set system
preferences so that items are unchecked by default.
5) Deselect the items you did not Receive.
Note: Any items not received can be received later by creating another item receipt.
6) Enter a Memo.
7) Click [Save].
Bulk-Receive Purchase Orders
If there are many purchase orders that can be marked as Received, NetSuite has an option to bulk
process these POs.
Steps
1) Navigate to Receiving > Receiving > Receive Orders.
OR Locate the Reminders portlet on the Home dashboard and select Orders to Receive.
Quick Reference Guide 15
2) Select a Vendor to filter the list.
3) Select the Receive checkbox of the purchase orders you want to receive.
4) Click [Submit].
5) Click [Refresh] to update the submission status until it displays complete.
6) Review any errors in the Message column, if any.
Note: Click the error for more details.
7) Click Complete for details on the Processed Records.
Contact Vendor
Contact the vendor within NetSuite regarding a specific order, including returns for damaged items.
Steps
1) Navigate to Receiving > Receiving > Enter Purchase Orders > List.
OR Perform a Global Search to locate the Purchase Order.
2) Locate the Purchase Order and click Edit.
3) Navigate to the Communication > Messages subtab.
4) Click [Email]. The Email Message pop-up window opens.
5) Navigate to the Recipients subtab.
6) Select a Recipient to email.
7) Select new recipients in the Additional Recipients dropdown list. The email autopopulates.
8) Select CC or BCC to copy this email address.
9) Click [Add] for each additional contact.
10) Navigate to the Message subtab.
11) Enter a Subject.
12) You can opt to Request Read Receipt from individual recipients.
13) Enter your email Message.
Note: Selecting a Template will automatically populate existing information.
Quick Reference Guide 16
14) Navigate to the Attachments subtab.
15) In the Attach File column, select a file from the file cabinet to attach to this message.
OR Select New to upload a file from your hard drive.
Note: Email attachments must be 5MB or smaller.
16) Click [Merge & Send].
Quick Reference Guide 17
Vendor Bills
Bill from a Purchase Order
Billing a purchase order creates a bill for an invoice that you receive from a vendor. You can turn your purchase order into a bill without retyping any data.
Note: If you edit the vendor bill, you must resolve any mismatch between the purchase order,
vendor bill, and item receipt. If the Vendor Bill Rate varies from the Item Receipt rate, consider
updating the Item Receipt rate to match the Vendor Bill rate to accurately reflect COGS, and
negate the need to “Post Vendor Bill Variances” (in standard cost environments). If the rate
change is permanent, update the Vendor Rate in the item record.
Steps
1) Navigate to Vendors > Purchases > Bill Purchase Orders.
OR From the Reminders portlet on the Home dashboard, select Purchase Orders to Bill.
OR Perform a Global Search to locate the Purchase Order record.
2) Click the Date of the purchase order to bill.
3) Click [Bill].
4) Enter a Reference No. for this transaction, such as the vendor’s invoice number.
Leading Practice: The reference number allows you to easily match the vendor’s invoice
with the bill in NetSuite. The reference number appears on reports and can be used as a
global search term.
5) Confirm the Date for this bill.
6) Enter the Location if required or available.
7) Confirm the Account Payables Account that will be affected by this transaction.
8) Confirm the Posting Period.
9) Confirm Due Date for this bill, modify if necessary.
Note: Ensure the due date is accurate, as this will be used as a reminder to pay the bill.
10) Review the Approval Status.
Quick Reference Guide 18
11) Enter a Memo.
12) On the Expenses and Items subtab, confirm the Item, Quantity, Rate, and Amount.
13) Select the following, as they apply:
• Department
• Class
14) On the Billing subtab, confirm the Vendor Select address and payment Terms.
15) Click [Save].
Bill Purchase Orders in Batch
If you receive one invoice for multiple purchase orders from a vendor, you can use the batch billing
functionality to generate one bill for those orders.
Steps
1) Navigate to Vendors > Purchases > Bill Purchase Orders.
OR Locate the Reminders portlet on the Home dashboard. Click Purchase Orders to Bill.
2) Select a Vendor to filter the list.
3) Locate the purchase orders to bill.
Note: All purchase orders MUST be associated with the same vendor and are grouped
together in one bill.
4) Select the Bill checkbox.
5) Click [Submit] and the Bill page displays.
6) Confirm the Date for this bill.
7) Enter the Location if required or available.
8) Confirm the Account Payables Account that will be affected by this transaction.
9) Confirm the Posting Period.
10) Confirm Due Date for this bill, modify if necessary.
Note: Ensure the due date is accurate, as this will be used as a reminder to pay the bill.
Quick Reference Guide 19
11) Review the Approval Status.
12) Enter a Memo.
13) On the Expenses and Items subtab, confirm the Item, Quantity, Rate, and Amount.
Note: If you edit the vendor bill, you must resolve any mismatch between the purchase
order, vendor bill, and item receipt.
14) Select the following, as they apply:
• Department
• Class
15) On the Billing subtab, confirm the Vendor Select address and payment Terms.
16) Click [Save].
Bill from an Item Receipt
When you create an item receipt, instead of just saving the item receipt, there is an option to save the
receipt and create the bill at the same time.
Steps
1) Create an item receipt as per the steps in “Receive Items from a PO” but do not click [Save].
2) Click [Save & Bill].
3) Confirm the Date for this bill.
4) Enter the Location if required or available.
5) Confirm the Account Payables Account that will be affected by this transaction.
6) Confirm the Posting Period.
7) Confirm Due Date for this bill, modify if necessary.
Note: Ensure the due date is accurate, as this will be used as a reminder to pay the bill.
8) Review the Approval Status.
9) Enter a Memo.
10) On the Expenses and Items subtab, confirm the following:
Quick Reference Guide 20
• Item
• Quantity
• Rate
• Amount
Note: If you edit the vendor bill, you must resolve any mismatch between the
purchase order, vendor bill, and item receipt.
11) Select the following, as they apply:
• Department
• Class
12) On the Billing subtab, confirm the Vendor Select address and payment Terms.
13) Click [Save].
Enter a Stand-alone Bill
You can create vendor bills without first creating purchase orders. Track your payables by entering bills
as they arrive from vendors. This gives you an accurate picture of your payables at any point during the
billing cycle.
This option is NOT used if a purchase order has been entered for these expenses and items.
Steps
1) Navigate to Vendors > Purchases > Enter Bills.
2) Select the Vendor.
3) Enter a Reference No. for this transaction, such as the vendor’s invoice number.
Leading Practice: The reference number allows you to easily match the vendor’s invoice
with the bill in NetSuite. The reference number appears on reports and can be used as a
global search term.
4) Select a Location.
5) Enter a Memo.
6) Navigate to the Expense and Items > Expenses subtab.
Quick Reference Guide 21
7) Select an expense Account.
8) Select Department and Class if applicable.
9) Enter the Amount.
10) Click [Add].
11) Repeat steps 7- 10 for each additional expense.
12) Navigate to the Expense and Items > Items subtab.
Option A: Select one item at a time.
a. Enter or select the Item.
b. Enter the Quantity.
c. Click [Add].
Option B: Select multiple items.
a. Click [Add Multiple]. The Choose Item popup window displays.
b. Select the item type at the top of the window.
c. Enter the item name and click Search.
OR scroll through the item list.
d. Click or the Item name to add each item. The added items display in the Current
Selections box.
e. In the Current Selections box, enter the Quantity for each item.
f. Click [Done].
g. The items display in the Item table.
13) Select the following, if applicable:
• Department
• Class
• Location
14) Navigate to the Billing subtab.
Note: Click or select New in the Vendor Select field to add a new billing address to
both the purchase order AND the vendor record. To create a one-off address change for
this purchase order that will NOT be added to the vendor record, select Custom.
Quick Reference Guide 22
15) Confirm the Vendor address.
16) Review the payment Terms for this purchase.
17) Navigate to the Communication subtab.
18) (Optional) Select whether the purchase order is To Be Printed, To Be Emailed, and/or To Be
Faxed upon approval.
19) Click [Save].
Memorize a Bill
When you memorize a bill, you set up the bill to recur over time. You choose whether the bill
automatically posts or if you are reminded to post it. Memorized bills eliminate data entry and serve as
useful reminders.
Steps
1) Perform a Global Search to locate the Bill record.
2) Click [Edit].
3) Clear the Reference No. field.
Note: The reference number must be unique for each bill, and so should be cleared from
the memorized bill template.
4) Hover over Actions and select Memorize.
Note: The memorize option only appears when the record is in edit mode.
5) Enter an intuitive Name, including the transaction type, time, and purpose.
Note: Having an intuitive name will help you easily identify the transaction and its purpose
when viewed in the memorized transactions list.
6) In the Action field, choose:
Option A: Select Reminder if you prefer to be prompted through alerts when the bill is due.
Option B: Select Automatic if you want the bill to automatically generate and post without your
intervention.
7) Select the Frequency for posting.
OR Create a schedule using the Custom Recurrence Pattern subtab.
Quick Reference Guide 23
8) Enter the Next Date the bill is due.
9) Select Remind Forever or enter the total number of bill recurrences.
10) Select Update Address to automatically update the bill template when the vendor billing address
is changed.
11) Select Update Prices to update the bill template if item prices are changed.
12) Click [Save].
Quick Reference Guide 24
Bill Payment
Apply Credit to a Bill
Record credits that have been issues by the vendor. You can also apply a vendor credit directly to a bill
from the vendor credit record itself.
Steps
1) Navigate to the Vendors > Accounts Payable > Pay Single Vendor.
2) Confirm the A/P Account the credit was applied to.
3) Select the Payee.
4) Confirm the Currency the credit was recorded in.
5) Navigate to Apply subtab.
6) Associate the vendor credit by selecting Apply next to the bank deposit and the bill credit to
offset each other.
OR apply vendor credit by selecting Apply next to the bill and the bill credit to offset each other.
7) Click [Save].
8)
Pay Single Bill
You can pay a single vendor using the Pay Single Bill function.
Steps
1) From the Reminders portlet on the Home dashboard select Bills to Pay.
2) Confirm the bank Account to pay this bill.
3) Click the Due Date of the bill to pay.
4) Click [Make Payment].
5) On the Primary Information section, confirm the Date and Posting Period.
6) On the Transaction Information section, select:
Option A: To Be Printed to print a physical check.
Option B: Voucher to print a payment voucher.
Quick Reference Guide 25
Note: If To Be Printed is not selected, confirm that the Check # is accurate.
7) Navigate to the Apply subtab.
8) Select Apply next to all bill/expense report/credits you want to include in the bill payment.
9) Review the total Amount being paid to the vendor.
10) Click [Save].
Process Bulk Payments
Pay outstanding payables to different vendors using the Process Bulk Payments function.
Steps
1) From the Reminders portlet from the Home dashboard select Bills to Pay.
2) Select the A/P Account for this transaction.
3) Confirm the bank Account to pay these bills.
4) Select the Date and Posting Period for this bill payment.
5) Select the following, if applicable:
• Department
• Class
• Location
6) Enter the Start Date and End Date to filter the bills by due date.
7) Select To Be Printed to save these bill payments in a queue of checks to print.
8) Select Use Bill-To Address from Vendor to override the billing address shown on the bill or credit.
Note: If a vendor has no default billing address, then the Address field on bill payment is
blank.
9) Select the transactions to pay.
10) Click [Save]. The Processed Bill Payments page displays.
Note: NetSuite automatically creates separate payment records for each vendor you
select.
Quick Reference Guide 26
11) Click [Refresh] to update the status until it displays complete.
12) Review any errors in the Message column.
Note: Click the error for more details.
13) Select the To Be Printed checkbox to review the Bill Payment created.
Quick Reference Guide 27
Key Reports
Review Standard Report
The Procure to Pay reports enable you to:
• Determine how any unpaid bills are in your Accounts Payable.
• Determine how many transactions are liabilities representing amounts owed to vendors for
the purchase of inventory, goods, or services.
• Determine how many outstanding bills need to be paid.
Navigate to the Procure to Pay reports and review the following available reports:
• A/P Aging
• A/P Register
• A/P Payment History by Bill
• A/P Payment History by Payment
• Open Bills
• Purchase by Vendor
• Purchase by Item
• Purchase Order Register
• Open Purchase Orders
• Purchase Order History
Steps
1) Navigate to Reports > Vendor/Payables or Reports > Purchases.
2) Select one of the available reports, as listen above.
3) Select the footer options.
Note: Each report’s results include footer options that may be updated to change the
report’s data and formatting. Example of footer options: Date, Column.
4) Click [Refresh] if you have modified any of the filter options in the footer.
5) Click View Detail to see the detailed report.
Quick Reference Guide 28
Review Custom Report
The following Saved Searches were created to analyze the Procure to Pay process:
• Average Days to Pay
• A/P Aging
• A/P Aging Graph
• Bills Overdue
• Discount PO Payment
• Open A/P by Vendor
• Open Purchase Orders
• Purchase Order Rate Changes
• Spend by Vendor
• Spend by Vendor – Graph
• Vendor Rank
• VPI – Number of Bills Received (Vendor Record)
• VPI – Number of Orders (Vendor Record)
• VPI – Number of Orders Received
• VPI – On Time Deliveries – All receipts
• VPI – On Time Deliveries – Average Days (Vendor Record)
• VPI – On Time Deliveries – Late Count
Add these reports your Favorites menu by clicking on > Add to Shortcuts.
• Review the default Name. This can be renamed to something more meaningful to you.
Steps
1) Perform a Global Search for the report name.
Tip: Press [Alt]+[G] to quickly move the cursor to the Global Search field.
2) Select the filters one at a time and wait for the screen to refresh, before entering the next filter.
Quick Reference Guide 29
Key Performance Indicators
Key Performance Indicators (KPIs) provide you with a quick insight into your critical business metrics.
You can display them on your dashboard via different type of portlets:
• Key Performance Indicator
• KPI Scorecard
• KPI Meter
• Trend Graph
In this QRG, we will address the KPI Scorecard portlet.
Refer to SuiteAnswers or NetSuite Help for more information on setting up the other
portlets.
The following Scorecards and Key Performance Indicators have been created in your account:
Key Performance Indicator Scorecard Name
Number of POs Vendor Performance
Number of Orders Received Vendor Performance
Number of Bills Vendor Performance
Number of Receipts Vendor Performance
Number of Vendor Returns Vendor Performance
Value of Vendor Returns Vendor Performance
Steps
1) Navigate to the Home dashboard.
2) Review the dashboard and locate the portlet with the Scorecard Name listed above.
Note: This portlet may be added to the other dashboards too
3) Drill down on the amounts for more detailed information.
4) Hover over your Indicator and you will see .