Prerequisites for Bill Capture

Important:

Bill Capture can be provisioned separately or as part of AP Automation.

The Bill Capture email capability is implemented through the Transaction Email Capture SuiteApp. This is delivered as a SuiteApp, and is provisioned as part of Bill Capture or AP Automation. For more information, see Transaction Email Capture SuiteApp.

Set your Bill Capture Preferences. For more information, see Bill Capture Preferences.

Several features must be enabled in your NetSuite account before you can use Bill Capture. To enable features, go to Setup > Company > Enable Features. For more information, see Enabling Features.

Subtab	Feature
Accounting	Bill Capture
Accounting	A/P (Accounts Payable)
Company	File Cabinet
SuiteCloud	Custom Records
SuiteCloud	Client SuiteScript
SuiteCloud	Server SuiteScript

Subtab

Feature

Accounting

Bill Capture

Accounting

A/P (Accounts Payable)

Company

File Cabinet

SuiteCloud

Custom Records

SuiteCloud

Client SuiteScript

SuiteCloud

Server SuiteScript

There are several permissions required to use all Bill Capture capabilities. To set permissions, go to Setup > Users/Roles > User Management > Manage Roles. For more information, see Setting Permissions.

Subtab	Permission	Level	Description
Permissions > Lists	Documents and Files	Full	Full permissions are required to create bills on the Review Scanned Bill page and delete rows from the Scanned Vendor Bills page. Without this permission, the Delete option is not visible on the Scanned Vendor Bills page.
Permissions > Lists	Scanned Vendor Bills	Full	Full permissions are required to upload files and view them on the Scanned Vendor Bills page. Preferred for users who are not in Accounts Payable (such as a user in the warehouse).
Permissions > Transactions	Bills	Full	Required to generate vendor bills.
Custom Record	Vendor Bill Sender	Full	Required to access the Transaction Email Capture subtab on the vendor record and dd vendor email addresses.

Subtab

Permission

Level

Description

Permissions > Lists

Documents and Files

Full

Full permissions are required to create bills on the Review Scanned Bill page and delete rows from the Scanned Vendor Bills page. Without this permission, the Delete option is not visible on the Scanned Vendor Bills page.

Permissions > Lists

Scanned Vendor Bills

Full

Full permissions are required to upload files and view them on the Scanned Vendor Bills page.

Preferred for users who are not in Accounts Payable (such as a user in the warehouse).

Permissions > Transactions

Bills

Full

Required to generate vendor bills.

Custom Record

Vendor Bill Sender

Full

Required to access the Transaction Email Capture subtab on the vendor record and dd vendor email addresses.

Important:

Users with the Scanned Vendor Bills permission, but without the Bills permission, can upload files and view them after they are uploaded. However, they are not able to generate Vendor Bill records from them. Users with only the Bills permission cannot upload or see files through Bill Capture. They can only manually generate Vendor Bills in NetSuite.

The following roles include the above 4 permissions by default:

Role	Location
Administrator	Classic Center: Transactions > Payables > Scanned Vendor Bills
A/P Clerk	Accounting Center: Vendors > Accounts Payable > Scanned Vendor Bills
CFO	Accounting Center: Vendors > Accounts Payable > Scanned Vendor Bills
CEO	Executive Center: Expenses > Purchases > Scanned Vendor Bills

Role

Location

Administrator

Classic Center: Transactions > Payables > Scanned Vendor Bills

A/P Clerk

Accounting Center: Vendors > Accounts Payable > Scanned Vendor Bills

CFO

Accounting Center: Vendors > Accounts Payable > Scanned Vendor Bills

CEO

Executive Center: Expenses > Purchases > Scanned Vendor Bills

The following settings are optional:

For accounts with the Multiple Vendors feature enabled, additional configuration is required to compare the scanned information with a vendor name/code. When a vendor is correctly mapped during bill capture, items can be mapped based on the vendor name/code, in addition to the item name.
- If the Multiple Vendors feature is enabled, vendor name/code must be configured in the item record. Open the item record and go to the Purchasing/Inventory subtab > Vendors subtab. Enter the Vendor Name/Code.
- If the Multiple Vendors feature is not enabled, the Primary Information section vendor name/code field is sufficient for item mapping.
For more information, see The Multiple Vendors Feature.
To display Class and Department on lines (items and expenses), enable Allow Per-Line Departments and Allow Per-Line Classes at Setup > Accounting > Accounting Preferences. On the General subtab, check Allow Per-Line Departments and Allow Per-Line Classes.
To link expense lines to POs, enable Expenses on Purchase Orders option at Setup > Accounting > Preferences > Accounting Preferences. On the Order Management subtab, check the Allow Expenses on Purchases box.
Set up Duplicate Record Detection.
- An administrator can turn on the Duplicate Detection & Merge feature at Setup > Company > Enable Features on the Company subtab in the Data Management section. For more information, see Duplicate Record Detection.
- Set up Duplicate Number Warnings, Warn and Block at Setup > Accounting > Preferences > Accounting Preferences (Administrator). For more information, see Duplicate Number Warnings.
- To prohibit individual overrides of company preferences, disable the Duplicate Number Warnings option on the Override Preferences subtab at Setup > Company > General Preferences. For more information, see Overriding Company Preferences.
If PDF files do not display in the Review Scanned Bill page, verify that viewing PDF files is enabled in your browser settings.
To use the 3 Way Match Vendor Approval Workflow, the items on the related PO must have the Match Bill to Receipt field set to Yes. For more information, see 3 Way Match Vendor Bill Approval Workflow.

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