The quick answer
Go to Setup > Accounting > Bill Capture Preferences, open the Scanned Vendor Bills Row Display tab and change Hide Rows. The choices are Immediately after bill creation, 30, 60 or 90 days after bill creation, and Do not hide rows. Select Save, then reload Scanned Vendor Bills. In this example the list went from 12 rows to 8 after Hide Rows moved from 60 to 30 days: the four finished rows from September disappeared, and every row still under review stayed. Hiding only changes what the list shows. It does not delete the vendor bill or the scanned file.
Person and company names in the screenshots are fictional example data. The screens come from a NetSuite 2026.2 account, so tab layouts and wording in your release can differ.
Before you start
Bill Capture has to be provisioned for your account and enabled. It is not available in every account, and it needs Accounts Payable, File Cabinet, Custom Records, Client SuiteScript and Server SuiteScript turned on. Receiving invoices by email takes extra setup. Your role has to open Scanned Vendor Bills and Bill Capture Preferences, and be allowed to save the preference page. Being able to open it does not prove you can save it, so check the role before you plan the change.
The example queue holds 12 scanned files. Four are Under User Review and eight are Finalized By User, which means a vendor bill was created from them. Hide Rows starts at 60 days after bill creation, so all 12 show. The four oldest finished files were turned into bills 36 to 50 days ago and the other four 4 to 21 days ago. In this example each bill was created the day its file was uploaded, so the Upload Date column shows how old the bill is. The list has no column for the bill creation date, so in a real account note each finished bill's own date before you change anything. Your counts will differ, because they depend on today's date and when each bill was created.
01. Check what the queue lists now
Open Transactions > Payables > Scanned Vendor Bills. Read the Status column. Rows that need work show Under User Review and a Review action. Rows that already produced a bill show Finalized By User and a View action. The Total at the top right reads 12.
Look at the last four rows. They were uploaded and billed in September (09/06, 09/09, 09/15 and 09/20). Those are the rows this change should stop listing, because their bills are more than 30 days old.
02. Open Bill Capture Preferences
Go to Setup > Accounting > Bill Capture Preferences. The page opens on the Scanned Vendor Bills Row Display tab. Under Row Display, Hide Rows reads 60 days after bill creation.
03. Choose how long finished rows stay
Open the Hide Rows list. It offers five choices: Immediately after bill creation, 30 days after bill creation, 60 days after bill creation, 90 days after bill creation and Do not hide rows. The age counts from the date the vendor bill was created, not from the upload date. A file uploaded in September and billed in October is measured from October.
Choose 30 days after bill creation. The field now shows the new value, but nothing is saved yet.
04. Look over the other two tabs
The Save button belongs to the whole page, not to one tab, so look at the other two tabs before you save. Open Review Page Line Display. It sets how scanned lines are categorized and totaled when a bill is proposed: Line Categorization, Expense Line Total and Item Line Total. Change nothing here.
Further down the same tab are Total Tax and Shipping Cost. Each one chooses whether the amount is saved as an account, an expense category or an item, or not saved at all. In this release they sit on the line display tab, and the tab can differ in other releases. If your account uses SuiteTax, check whether the Bill Capture tax setup should stay blank so SuiteTax calculates the tax.
Now open Review Page Field Sourcing. It decides where values on a proposed bill come from: Purchase Order, Currency, Payment Terms, Due Date and Expense Account. The Purchase Order group is the one to read twice. In this account it is set to use the purchase order data and require user review. The first choice in that group lets Bill Capture create the bill automatically for qualifying files linked to a purchase order, which skips the Bill Capture review step. It does not mean every upload creates a bill. Leave it on user review unless you want that, and try it with sample files in a non-production account first. Later bill approval and payment controls can still apply.
05. Save and check the queue
Select Save. In this account NetSuite returned to the Home dashboard. Open Transactions > Payables > Scanned Vendor Bills again. The Total is now 8. The four September rows no longer appear. All four Under User Review rows and the four recent Finalized By User rows are still there.
If a row you expected is missing, or one stays that you expected to go, check its status first, then its bill creation date, any list filters and your role's access. Only rows that already produced a vendor bill can be hidden. To list the hidden rows again, set Hide Rows back to Do not hide rows or to a longer period.
Common questions
Does Hide Rows delete the vendor bill or the scanned file?
No. It changes which rows the Scanned Vendor Bills list shows. The vendor bill stays in the normal vendor bill list and the file stays in the File Cabinet. Deleting a row that has no bill yet is a separate action and can remove its uploaded file.
Is the age counted from the upload date or the bill creation date?
From the date the vendor bill was created. The choices are worded that way. A file uploaded in September and billed in October is measured from October.
Does Hide Rows hide files that are still under review?
No. It only applies to files that already produced a vendor bill. A row with status Under User Review stays listed, including one that has been waiting longer than the period you choose.
How do I show the hidden rows again?
Set Hide Rows to Do not hide rows, or to a longer period, and save. In testing, the rows came back on the next load of the list.
Why did the Total change after I saved?
In this account the Total counted the rows left after Hide Rows and any list filters, not every file Bill Capture has stored. Reload the page after saving and read the new Total there.
Who can change Bill Capture Preferences?
It depends on your role. Access to Scanned Vendor Bills, to Documents and Files and to Bills is separate, so someone can see the list without being able to create bills or change this page. Check the role for the permission to save the preference page instead of assuming it.