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The NetSuite Mobile App & Expense Reports Cheat Sheet

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There are a whole heap of reasons why cloud-based software is the only solution if you’re serious about optimizing your business’ processes, but I think the freedom that it affords you ranks pretty high on that list.

Even 10 or 15 years ago you couldn’t imagine that you could be ‘dialled in’ to what’s happening in your organisation whilst laying on a beach, sipping on a mojito in the Bahamas, but today – thanks to technology like the NetSuite mobile app – that is exactly what you can do.

The NetSuite mobile app (available for iOS and Android) provides users with intuitive tools that afford you access to important data and allows you to upload important data when you’re on the go (or in the case of our Bahamas example, not on the go).

Technology like this is a lifesaver, as we continue to see a workforce that is increasingly on the road, working from home, or even just wanting to stay on top of things during their vacation.

One question we’re often asked by customers during a NetSuite implementation or support project is about the ability to allow employees to submit an expense report through the NetSuite mobile app, so we thought we’d let you all in on the process.

Say, for example, you have a Sales Rep who is always travelling and has no time to enter expense reports. With this functionality, they’re able to submit their expenses whilst in the taxi from the airport to the client!

STEP 1

To start, you must make sure that the roles of the selected users include the appropriate sets of permissions for creating  Expense Report.

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STEP 2

Once your permissions are in order, it’s time to use and set the Approval Routing feature. You will do that by:

  1. Enable the approval routing feature
  2. Designate supervisors and/approvers, for example you may want the HR department or the Accounting department to review, validate and approve the expenses
  3. OPTIONAL: Set approval limits for employees. This means that the system automatically approves an expense up to a certain amount. For example, a short taxi ride ($20 or so) is pre-approved… if you’re spending $300 on a dinner for one – maybe that takes a bit more explaining…

 

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STEP 3

Now it’s time to set up some expense categories. To do so:

Set Up > Accounting > Expense Categories.

By setting expense categories, you will be able to see how much the company spend on taxis, for example. This is great for metrics and being able to get full visibility on the repeat expenses your employees accrue.

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And voila! Your employees are now able to submit expense reports on the go through the NetSuite mobile app by simply entering the expense details!

THINGS TO REMEMBER:

Make sure the Employees have a role with “Mobile Device Access”

Set up > Users/Roles > Manage Roles > Permissions

This gives the employee access to the mobile app of NetSuite, first for Expense Report, but also (if the role allows it) they can access any record via the app.

 

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You should make sure Mobile access is enabled for the company with the Mobile Push Notification in order to notify expense approvers.

To do so:

Set up > Company > Enable Feature.

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There are tons of fantastic in-built features contained in the NetSuite mobile app, and if you need help unlocking the power and freeing your workforce just reach out to one of our NetSuite experts and we can put you on the right path towards a barrier-free workplace.

Nicolas Urena
Nicolas is Big Bang ERP's resident mobile technologies expert. In his role as Consultant, Nicolas takes pride in working with solutions that give organizations the freedom to work without boundaries, and for that, customers love him.