Releasing Holds
Release holds from invoices to allow payment and posting of the invoices. You can view the holds on an invoice in either the Invoice Overview window or the Invoice Holds window. You can see the number of invoice holds on an invoice in the Holds display only region of the Invoices window. Identify invoices on hold with the Invoices On Hold report and the Matching Hold Detail report. These reports aid you in releasing holds from invoices.
After you release holds from invoices it is not necessary for you to resubmit Approval before you can pay or post the invoices unless you are using encumbrance accounting or budgetary control. If you are using encumbrance accounting or budgetary control, you must submit Approval after you release holds because Payables encumbers funds during invoice Approval. Approval will not place an invoice on the same type of hold that you manually released.
You must manually release all holds that you apply manually. Payables does not automatically release holds that you apply to invoices. During Approval, Payables automatically releases system holds (anything other than the user defined holds you define) from invoices with corrected exception conditions. For example, you fix a distribution variance on an invoice, resubmit Approval and Payables automatically releases the Distribution Variance hold.
If you release a manually releaseable hold that Payables applied during Approval, the next time you submit Approval, Payables will not reapply the same hold.
Payables applies some holds that you cannot release. You can use the Invoice Holds window to view invoices with these holds, but you cannot manually release these holds. You must correct the exception that caused Approval to place the hold on the invoice, then resubmit Approval to release the holds. You can correct exceptions by updating the invoice or the purchase order or by changing your Invoice Tolerances.
There are three types of holds you can manually release:
- Supplier Site Hold. Release the Hold All Payments option for a supplier site by unchecking the Hold All Payments option at the supplier site in the Suppliers window. Holds resulting from the following supplier options must be released from the invoices in the Invoice Holds window: the Hold Future Invoices option (Supplier hold), Hold Unmatched Invoices option (Matching Required hold), and the Invoice Amount Limit (Amount hold). See below: Releasing Holds From an Invoice.
See Also
Hold Release Restrictions
Summary of Approval Hold Codes
Invoice Holds Window Reference
Releasing Holds From an Invoice
Prerequisite
To release holds from an invoice:
1. In the Invoices window find the invoice from which you want to release holds. See: Finding Invoices.
2. Choose the Holds button to navigate to the Invoice Holds window. Release a hold by selecting a Release Name. You can select from all Invoice Approvals defined with the type Invoice Release Reason.
To release multiple holds at once, choose Release and select a Release Name. You can select from all Invoice Approvals defined with the type Invoice Quick Release Reason. When you save your work, Payables automatically assigns the release name to all releasable holds. Choose OK.
Releasing Holds from Multiple Invoices
Prerequisite
To release holds from multiple invoices:
1. In the Invoices window, use the Find window to query the invoices for a particular supplier from which you want to release holds. See: Finding Invoices. It is not necessary to enter a particular Hold Name in the Holds region of the Find Invoices window. In the Invoices window, select all invoices for which you want to release holds.
2. Choose Actions to navigate to the Invoice Actions window. Select Release Holds. In the Hold Name field, either select the name of the one hold type you want to release, or accept the default of All to release all releasable holds for each invoice
Select a Release Name. You can select from all Invoice Approvals defined with the type Hold Quick Release Reason. Optionally override the release reason associated with the Release Name.
3. Choose OK. Payables automatically releases all releasable holds and assigns the release name to all releasable holds across the multiple invoices you selected.
Releasing Scheduled Payment Holds
Prerequisite
To release scheduled payment holds:
1. In the Invoices window or the Invoice Holds window, choose the Scheduled Payments button to navigate to the Scheduled Payments window.
2. Uncheck the Hold check box to release the hold from a scheduled payment.
Releasing Supplier Holds
To release supplier holds:
- To release Supplier, Matching Required, and Amount holds from an invoice, see above: To release holds from an invoice. To release a Hold All Payments option for a supplier site, simply uncheck the option in the Supplier Sites window.
See Also
Adjusting Invoices
Invoice Tolerances
Selecting Multiple Records
HOLD RELEASE RESTRICTIONS:
FIND WINDOW. When you use the Find window to locate invoices from which you want to release holds, Payables releases only the holds that match your invoice find criteria.
SYSTEM HOLDS. Payables applies some holds that you cannot manually release. You can use the Invoice Holds window of the Invoice Workbench to view invoices with these holds, but you cannot release these holds. You must fix the problem that caused Approval to place the hold on the invoice then resubmit Approval to release the holds. You cannot release the following holds:
- Dist Variance. Invoice amount does not equal the sum of the invoice distribution amounts.
- No Rate. Foreign currency invoice does not have an exchange rate assigned to it.
- Can't Funds Check. Budget does not exist for the invoice accounting period, or the invoice distribution account does not equal the purchase order distribution account. This hold is used by Payables only if you use encumbrance accounting and the absolute or advisory method of budgetary control.
- Future Period. Invoice accounting period has a future status in the Control Period Statuses form.
- Final Matching. Invoice has one or more distributions matched to a permanently-closed purchase order.
- Can't Try PO Close. Invoice is final matched to purchase order, but Approval placed one or more holds on invoice during approval. A hold on an invoice matched to a purchase order prevents Payables from permanently closing the purchase order.
- Dist Acct Invalid. Invoice distribution has an invalid account. An invalid account prevents you from posting an invoice or payment to your general ledger.
- Liab Acct Invalid. Approval created an invalid Liability account for an invoice distribution. Payables only applies this hold if you enable Automatic Offsets.
- ERV Acct Invalid. Approval created an invalid Exchange Rate Variance account for an invoice distribution. Payables only applies this hold if you enable Automatic Offsets.
Define your release codes in the Invoice Approvals window. See Invoice Approvals.