Linking Employee Accounts
In a Corporate Card Expenses format profile configured for manual or automatic import, choose the criteria that NetSuite uses to link corporate card charges to corresponding employee records in NetSuite. You can match an employee by their cardholder name or their NetSuite employee ID.
Before you link employee accounts, you should do the following:
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Let the corporate card issuer know whether you are configuring NetSuite to link to employee records by their cardholder name or employee ID.
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If you are configuring NetSuite to match by employee ID, provide all the required NetSuite employee IDs to the corporate card issuer. To identify employee IDs, go to Lists > Employees > Employees, and click View next to an employee. The Employee ID is displayed on the employee record.
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If you are configuring NetSuite to match by cardholder name, define the corporate card information for all employee records NetSuite is linking to. For more information, see Configuring AMEX Integration.
If these prerequisites are not completed before an import, NetSuite retrieves corporate card charges but cannot link them to employee records. Make sure to inactivate a Corporate Card Expenses format profile if these prerequisites have not been met. Doing so prevents any imports associated with the format profile from occurring.
Once a file is imported from a corporate card issuer, the file is moved to a different folder on their gateway and cannot be accessed or re-imported. If you want to reimport the file, you need to contact the corporate card issuer to regenerate the file and add it to the correct folder before importing.
To do this procedure, you need to have a Corporate Card Expenses format profile configured for manual or automatic import. To configure a manual import, see Creating Format Profiles for Expense Reporting. To configure automatic imports, see American Express Integration for Expense Reporting.
To link charges to corresponding employee records:
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To open the appropriate Format Profile page for the appropriate financial institution record:
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Go to Setup > Accounting > Financial Institution > List.
NetSuite displays the Financial Institutions page.
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Next to the appropriate financial institution record, click View.
NetSuite displays the Financial Institution page.
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In the Format Profile: Configuration subtab, click Edit next to the appropriate format profile with the profile type Corporate Card Expenses.
NetSuite displays the Format Profile page.
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Click the Import Configuration subtab.
Note:The Import Configuration subtab is only visible if the profile type of your format profile is Corporate Card Expenses. If the profile type is Bank Reconciliation, the Account Linking subtab appears, instead.
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From the Match Employee By dropdown list:
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To link charges to employee records by employee cardholder name, select Cardholder Name.
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To link charges to employee records by NetSuite employee ID, select Employee ID.
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From the Expense Type dropdown list:
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To credit charges to employees’ default corporate card general ledger accounts, select Corporate Card. The employee’s company is responsible for paying the charges to the corporate card company.
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To credit charges to liability accounts, select Reimbursable. The employee is responsible for paying the charges to the corporate card company, which the employee’s company in turn reimburses.
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From the Employee Expense Source Type list, select the financial institution from which you are importing your data. If the financial institution is not listed, select Other.
If you are configuring a manual import, select Imported data.
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Click Save to save the format profile, or Save & New to save the current format profile and create a new one.
Warning:If you have not completed the prerequisites to successfully link charges to employee records and have automatic import configured, you must inactivate the format profile to postpone the first scheduled import. Otherwise, NetSuite retrieves charges but cannot link them to employee records.
For information about the corporate card expense reporting workflow, see Corporate Card Expenses.