User Guide

1. How is the product used in day-to-day work?

Once Travel Expenses for NetSuite is in place, business travel becomes much easier to manage. Employees simply enter their journey details — start and destination, travel dates and times, country, and mileage if applicable.  

The module takes care of the rest: it applies the right allowances automatically and adds them as expense lines to the expense report. No spreadsheets, no manual calculations, no risk of mistakes.  

For end users, this means:  

• simple data entry instead of complex rules,  

• accurate, compliant results every time,  

• and faster reimbursements with less effort.  

2. What’s important for users?

Travel Expenses is designed to make reporting easy for employees. The three core functions you will use are:  

Journey & Journey Details  

The central place to record your trips.  

You enter the key data — start and destination, travel dates, times, country, and mileage if applicable. The system then provides a daily overview where you can adjust meal deductions or add overnight allowances.  

Expense Report Basics  

All information comes together in the expense report. Your name and date are pre-filled, per diem rates are calculated automatically, and you can still make manual adjustments if needed.  

Logging Your Expenses  

In addition to travel data, you can add individual expenses such as tolls, parking, or conference fees. Categories, amounts, and receipts are recorded here, ensuring your report is complete.  

3. Using Travel Expenses for NetSuite

Creating and submitting an expense report involves just a few steps.: 

Open an Expense Report  

Go to: 

Personnel Center Home Links > Reports > Enter Expense Reports.  

Your name and the current date are pre-filled. You can adjust the date unless the period is closed.  

Add a Journey  

Enter the trip details such as start and destination, travel dates and times, and any additional information required.  

Click Add to confirm. Multiple journeys can be included in one report.

Update Journey Details  

Review the daily breakdown provided by the system. Adjust meal deductions or mark an overnight allowance where necessary.

Log Additional Expenses  

Record other costs (e.g. tolls, parking, conference fees) with the correct category, amount, and receipts.  

Submit for Approval  

When the report is complete, select Mark entry complete. It will be routed for review and approval.  

Summary: Once you mark the report as complete, it automatically enters the approval workflow. No further action is required from you — the approver will review and release the reimbursement.

4. Managing Your Report

To attach scanned receipts, simply drag and drop the file into the drag-and-drop field at the top right of the interface. The attachments will be listed in the Files section of the Communication tab.

Depending on your access rights, you may be able to delete a saved report. If you have full access, you can delete a report by selecting Delete in the Actions field in the report header.