Creating Format Profiles for Expense Reporting
If you are using the Expense Reports feature, you can now create a format profile to configure imports of corporate card charges from any provider for expense reporting. Such format profiles use a custom transaction parser built using the Financial Institution Parser Plug-in interface to import transactions from a file you have downloaded from a financial institution.
You can automate imports of corporate card charges from American Express by using the AMEX Corporate Card Integration SuiteApp. This SuiteApp automatically provisions a financial institution record and format profile to configure your import. For more details, see American Express Integration for Expense Reporting.
Format profiles that use custom connectivity and parser plug-ins for automatic retrieval are now supported. For more information, see Importing Corporate Card Data.
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Format Profile for Automatic Import – Uses a connectivity plug-in and transaction parser to configure a direct connection to American Express to retrieve corporate card charges automatically. You configure automatic imports using the AMEX Corporate Card Integration SuiteApp. See American Express Integration for Expense Reporting.
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Format Profile for Manual Import – Uses a custom transaction parser built using the Financial Institution Parser Plug-in interface to manually import corporate card charges from a file you have downloaded from a financial institution.
Format profiles configured for manual import enable you to do the following:
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Link corporate credit card charges to corresponding employee records in NetSuite
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Map expense codes to corresponding user-defined expense categories
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Configure a parser plug-in, if parser configuration is supported
To do this procedure, you need the following:
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Financial Institution Records permission.
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Custom parser built with the Financial Institution Parser Plug-in interface. See Financial Institution Parser Plug-in Interface Overview.
To avoid performance degradation, you should not configure a bank data import that exceeds 10,000 corporate card transactions.
To create a format profile for expense reporting:
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Go to Setup > Accounting > Financial Institution > List.
NetSuite displays the Financial Institutions page.
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Next to the financial institution record for which you want to add a format profile, click View.
NetSuite displays the Financial Institution page.
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In the Format Profile: Configuration subtab, click Add.
Important:You must be in View mode to enable the Add button. The button is not available in Edit mode.
NetSuite displays the Format Profile page.
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In the Profile Name field, enter a name for your format profile. For example, Wells Fargo Charges.
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In the Description field, enter a description to help you identify this format profile.
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From the Profile Type field dropdown, select Corporate Card Expenses.
The profile type cannot be modified after you save.
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From the Connectivity Method dropdown list, select Manual Import.
Note:In a format profile provisioned by the AMEX Corporate Card Integration SuiteApp, a connectivity plug-in is automatically selected.
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From the Transaction Parser list, select a custom parser built with the Financial Institution Parser Plug-in interface.
For a custom plug-in to be available, you must create and upload one to NetSuite. For details, see Financial Institution Parser Plug-in Interface Overview.
Note:The Transaction Parser field is required.
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Link corporate credit card charges to corresponding employee records in NetSuite. For details, see Linking Employee Accounts.
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(Optional) Map custom expense codes to corresponding user-define expense categories.
Note:The plug-in file cannot contain any duplicate expense codes.
For details, see Mapping Custom Expense Codes.
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(Optional) If parser configuration is required, configure your transaction parser. See Transaction Parser Configuration.
If your parser plug-in supports parser configuration, the Parser Configuration subtab appears and is populated with configuration fields.
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Click Save.
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Repeat these steps for each format profile that you want to create for expense reporting.
Tip:You can click on the hyperlinked financial institution name to go back to the financial institution record.
After import configuration is complete, you can manually import your data at Transactions > Bank > Banking Import History > Upload File. See Importing Data Using a Financial Institution Record.
If your format profile contains an inactive parser plug-in, an import process is not initiated.
To view imported charges, see the Imported Employee Expenses page (Transactions > Employees > Imported Employee Expenses). For more information, see Viewing Imported Corporate Card Expenses.
To add imported charges to expense reports, see Creating Expense Reports With Imported Transactions.
For details on the corporate card expense reporting process, see Corporate Card Expenses.