How to Track and Replenish Employee Debit Card Advances in NetSuite?

NetSuite's native employee advance functionality can be utilized to meet these requirements through the following steps, aligning with NetSuite's best practices:

1. Issue Employee Advances via Write Check

   To provide an employee with an advance, issue a check directly to the employee. Ensure the expense account for this transaction is set to 'Advances Paid'.

   See example below:

2. Configure Expense Categories and Enter Charges

   a. Set up a dedicated Expense Category for debit card charges by navigating to Setup > Accounting > Expense Categories.

   i. Name the category, for example, 'Debit / Company Card'.

   ii. Assign an Expense Account (other than 'Advances Paid'), such as a newly created 'Debit Card Charges' account, to track these specific expenses.

   b. Enter the debit card charges on an expense report.

   See example below:

   The 'Advance to Apply' field will populate automatically on the expense report, and the amount will automatically be reduced by the expenses that are applied and approved by the employee’s supervisor. The 'Advance to Apply' field functions based on the employee, allowing for integrated management of expenses within reports.

3. Reporting and Monthly Replenishment

   a. Customize a Transaction Detail Report to monitor advances and charges.

   i. Rename the report, for instance, 'Advances Paid / Debit Card Charges'.

   See example below:

   b. On the first of each month, issue checks to employees for replenishment. The amounts should equal the total expenses applied from the customized report, ensuring the card balance is restored to its monthly limit.