For advertising and media companies, speed, accuracy, and transparency are everything - especially when it comes to handling expenses. Whether you're booking ad placements, covering travel for a shoot, or managing subscriptions for creative tools, credit card usage adds up quickly.

That’s why managing credit card transactions in NetSuite is crucial for keeping your financial records accurate, your client billables organized, and your team’s workflows smooth.

This article walks you through how to:

• Set up a company credit card in NetSuite
• Record campaign-related and operational transactions
• Reconcile expenses and process payments

Setting Up a Company Credit Card in NetSuite

Before entering any transactions, you’ll want to configure your agency’s credit card account in NetSuite. Here’s how:

1. Access the Chart of Accounts
Navigate to:
Setup > Accounting > Manage G/L > Chart of Accounts > New

2. Select Account Type
Choose "Credit Card" as the account type.

3. Enter Account Information
Include a clear name (e.g., Agency Card - Media Buys), account number, and if using NetSuite OneWorld, assign it to the correct subsidiary (e.g., different brands or regions).

4. Save the Account
Click “Save” — your account is now ready to handle transactions.

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Entering Credit Card Transactions in NetSuite

Once the card is set up, your finance or operations team can begin logging charges as they come in:

1. Navigate to the Credit Card Transaction Page
Transactions > Bank > Use Credit Card

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2. Choose the Transaction Type

• Select "Charge" to record purchases (e.g., a Facebook ad spend or a stock video subscription).
• Choose "Credit" for refunds or vendor credits.

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3. Enter Vendor Information
Pick the appropriate vendor - like Google Ads, Airbnb, or Shutterstock - depending on the charge.

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4. Verify Subsidiary and Currency
Double-check that the transaction is being recorded under the correct entity or business unit.

5. Input Transaction Details
Add:

• Date and Amount
• Memo (e.g., "Campaign – Q2 Product Launch")
• Reference Numbers (if applicable)

6. Allocate the Expense

• Use the Expenses subtab to code costs to G/L accounts like Ad Spend, Client Travel, or Software Tools.
• Use the Items subtab if the charge relates to inventory or resale.

7. Save the Transaction
Click “Save” to log the transaction. It will now appear in your credit card reconciliation workflow.

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If your agency struggles with messy expense records, delayed reconciliations, or unclear ad spend tracking, you're not alone. Our NetSuite experts can help you build a process that supports your speed and scale - whether you're a boutique creative shop or a global media agency.

Reach out today to streamline your financial workflows and keep your campaigns moving forward.

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