Corporate Card Expenses

From SuiteAnswers:

You can designate expense lines as paid with a corporate credit card on expense reports. If you have more than one credit card account defined in Netsuite, you can select the default account in Accounting Preferences, on the employee record, and on individual expense reports. In Accounting Preferences, you can also select a default account for personal expenses paid with a corporate card. For more information, see Time & Expense Accounting Preferences. For OneWorld accounts, see Set Subsidiary Preferences.

To use corporate card expenses, you must first customize your expense report form to include the relevant fields. For more information on customizing forms, see Creating Custom Entry and Transaction Forms and Configuring Sublist Fields.

There are two optional fields you can add to the body of your expense reports and one required field for expense line items:

If you only have a single credit card account, the Default Account for Corporate Card Expenses preference field does not appear.

  • Account for Corporate Card Expenses can also be marked as billable. If you use non-reimbursable expenses, when expense lines are marked as corporate card expenses they can no longer be marked as a non-reimbursable expense.

    Disable non-reimbursable expenses:
    Setup > Accounting > Preferences > Accounting Preferences > Time & Expense > Expenses > clear the Allow non-reimbursable expenses box

Expense reports including corporate card expenses debit the expense account while crediting the selected credit card account. When reconciling a credit card statement in Netsuite, corporate card expenses show up automatically as a journal entry.

Employees whose companies pay corporate credit card bills directly can differentiate personal expenses charged to a corporate card using expense categories.

To use personal corporate card expenses, check the Personal Corporate Card Expense box on expense category records.

When employees enter expense reports, they can select any personal corporate card expense category to indicate that the line item is not a company expense.
Only one personal expense category may be used on a single expense report.

User Interface

For non-reimbursed expenses to get exported you need to have at least one of the sub-settings to be set. (paid with personal funds and paid via a company card)

If both paid with personal funds and paid via a company card is disabled -> non-reimbursable expenses will remain in Rydoo and will be skipped during any export.

Paid with personal funds also includes non-reimbursable mileage expenses. Those expenses will be marked in Netsuite Expense Report as Non-reimbursable.

Expenses paid via company card will be marked in Netsuite as corporate card expenses.

  • Certain accounts need to be created in Chart of accounts in Netsuite.

More on that topic is described in SuiteAnswers. They are described as follows:

Employees should have a default account for corporate card expenses assigned on Employee card if you want Rydoo to automatically create payment methods linked to Netsuite accounts. If you don't have the default, you need to manually map user payment methods to Netsuite accounts. To map the payment methods you need to select the proper bank account.

Company cards import

Please note that only active credit cards are imported to Rydoo.

How to find the card in NetSuite?
Lists -> Accounting -> Accounts

The type of the account: credit card
The account should be created for subsidiaries used in the integration settings. The credit cards in NetSuite could be organized hierarchically and child cards are also imported to Rydoo.

NetSuite credit card could be imported as:

  1. Bank account which should be linked to the Rydoo card

2. Separate credit card (in case the NetSuite credit card is set as Default account for corporate card expenses)

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