NetSuite - Adding Exceptions to Vendor Bills

Adding Exceptions to Vendor Bills

Exceptions may be added to the bill if additional information is required, or there is an issue with the invoice. Exceptions are used when more information and/or corrections are needed to complete the processing of a payable. (Payables include Invoices, Petty Cash, and Check Requests.) The ability to clear Exceptions is restricted by a team member’s role. Only Main Office team members can clear exceptions.

An Exception can be added at any point of the approval process. The effect the Exception will have on the process depends on the severity.

• Minor Exceptions: The Payable will move through the process until it reaches the Posting Pending status. All Exceptions must be cleared before the Payable is posted.
• Major Exceptions: The Exception must be cleared before the Payable can continue to the next step of the process.

Once the vendor information has been added and any relevant documentation has been attached, the bill can be saved. 

There are four types of exceptions that you may use when coding a bill:

• Delete - Do Not Pay: This is only for bills that should NOT be paid and need to be removed.
• Help with Coding: In this case, there is an error with the bottom Coding section of the bill, such as the activity code. Your property's accountant can help fix any issues in those fields.
• Help with General Information: Use this exception for any general issues you may encounter.
• Help with Routing Info: In this case, the bill needs to be reassigned to a different property.

Remember to use the User Notes section to provide details about the issue you are experiencing!

To add an exception:

1. Open the bill and scroll to the bottom of the page. Click the Exceptions tab.
   
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2. Select the User Exception from the dropdown. The exception date, your name, and major exception fields will automatically fill out.
   
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3. Click Add and the exception will be added to the vendor bill.
   • Note, Only one exception should be added to the bill. Use the notes field on the exception to add all relevant comments.