Sending Vendor Bills to NetSuite
When a vendor or employee sends a vendor bill through email, the system validates the email sender and performs the following actions:
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The system matches the email address to an active employee record in NetSuite.
If the email address is unmatched, the system will check if the email address is from a vendor.
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The system matches the From address to an email address defined on the Transaction Email Capture subtab of a vendor record. If the email address is unmatched, the email sender will receive an email notification error.
After validating the email sender, the system then checks the attached vendor bill file. To make sure that the SuiteApp can process and scan the attached file, the file attachment must meet the following criteria:
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File attachments can be any of the following supported file types:
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PDF
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JPEG
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PNG
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The file size of each attachment must not exceed 8 megabytes.
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Maximum of 20 attached files for each email, and the overall email size cannot exceed 10 megabytes.
As soon as the system successfully captures the charges and line items from the vendor bill files, NetSuite sends an email to the sender to notify that the vendor bills are successfully processed.
If the attached vendor bill files are valid, the system automatically uploads the files into a folder in the File Cabinet.
If there are errors encountered after sending vendor bills, the system notifies the vendor, NetSuite employee, or vendor bill recipient.
To view the scanned vendor bills in NetSuite, go to the Transactions > Payables > Scanned Vendor Bills page.
Important Things to Note
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When you enable the Bill Capture feature, the system automatically creates a folder in the File Cabinet. For new employees provisioned with sufficient permissions to use the Bill Capture feature, the system automatically creates a folder within 24 hours.
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A folder is automatically created in the File Cabinet when an employee manually uploads a vendor bill on the Scanned Vendor Bills page. For more information, see Uploading Vendor Bills Into NetSuite.
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The sender’s email address must belong to an active employee or vendor record.
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Set up an alias for the email address on your company email server so vendors can easily record or remember the email address. For more information about setting up an email alias, see Create an Email Alias and Set Up Forwarding.
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If the email sender is a vendor, all emails set on the Transaction Email Capture subtab will receive all vendor bill processing notifications.
If the email sender is an employee, only the employee will receive the vendor bill processing notifications.