HOW-TO

How to enter a vendor bill with line items in NetSuite

Short answer

In NetSuite, open a new vendor bill, pick the vendor, add one line per invoice row with an account and tax code, then check the total matches the invoice.

Last checked

Entering a supplier bill with line items means recording each row of the invoice (item, quantity, price, account and GST) instead of one lump sum.

Before you start

  • Accounts payable feature on
  • Permission: Bills (Edit)

The NetSuite way

Where to find it: Transactions > Payables > Enter Bills

  1. Select the Custom Form, then enter the supplier invoice number in Reference No. (up to 45 characters).
  2. Select the Vendor. In OneWorld the Subsidiary fills from the vendor.
  3. Check the Account (the A/P account), Date, Due Date and Posting Period. Without a Due Date the bill will not show on aging reports.
  4. On the Expenses subtab add one line per cost: Account, Amount, optional Memo plus Department, Class or Location if you track them. Click Add.
  5. For stock items use the Items subtab instead (Item, Quantity, Rate).
  6. Use the Billing subtab for Terms. Click Save. The Amount in the header updates as you add lines.

Limits in NetSuite

  • Posting period must be open.
  • Which fields show depends on the custom form.
  • If you use approval routing the posting period is set when the bill is approved.

Good to know in NetSuite

  • If the Reference No. repeats for the same vendor, NetSuite may show a warning when you save. You can click OK to save anyway.

Words NetSuite uses

  • Department. A tag on each line used to report costs by team or cost centre.
  • Class. A second tag on each line, often used for job type or business line.
  • Location. A third tag on each line, often a branch, warehouse or site.
  • Subsidiary. A separate legal entity inside one OneWorld account.

The Pulsify way

  1. Forward the supplier's invoice to your Pulsify address or upload it. Pulsify reads every printed row as its own line.
  2. Pulsify finds the vendor in NetSuite and suggests an account for each line from how that vendor was coded before.
  3. Review the lines in Pulsify. Fix any account or tax code and approve.
  4. On approval, Pulsify creates the vendor bill in NetSuite with the original file attached.

Pulsify connects to NetSuite. We set up the connection for you.

What Pulsify does not do here

  • Pulsify aims for 99% accuracy, but you still review each bill before approval.

Example in NetSuite

Example Pipe Supplies sends one vendor bill, Reference No. EX-5521, for $770.00 including GST. The amounts below are before GST.

LineAmountTagged to
Copper pipe, 40 lengths at $15.00 (stock item)$600.00Items subtab: Item, Quantity 40, Rate $15.00
Freight$100.00Expenses subtab: Account Freight in
GST 10%$70.00Tax Code on each line

The header Amount updates as you add lines. Set the Due Date or the bill will not show on the aging reports.

Common mistakes

  • Leaving the Due Date blank, so the bill never shows on the aging reports.
  • Clicking OK on the repeated Reference No. warning without checking the first bill, which can leave two bills for one invoice.

More help

Sources

Last checked 2026-10-19. Confidence: confirmed.

Common questions

Why is my vendor bill missing from the A/P Aging report?

Check the Due Date. Without a Due Date the bill will not show on aging reports. Set the Due Date, or pick Terms on the Billing subtab, before you Save.

What goes in Reference No. on a vendor bill?

The supplier's invoice number, up to 45 characters. If the same Reference No. repeats for the same vendor, NetSuite may show a warning when you save. You can click OK to save anyway.

When do I use the Items subtab instead of Expenses?

Use Items for stock items, with Item, Quantity and Rate. Use the Expenses subtab for costs that are not stock, one line each with an Account and Amount.

Pulsify setup guides

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