Applying Holds
There are three types of holds you can use to prevent payment of an invoice:
- Invoice Hold. You can manually apply one or more Invoice Hold Reason Approvals ("holds") to an invoice using the Invoice Holds window of the Invoice Workbench.
- Scheduled Payment Hold. You can hold payment on part of an invoice by placing one or more of the scheduled payments on hold in the Scheduled Payments window of the Invoice Workbench.
- Supplier Hold. In the Supplier Sites window, you can enable the Hold All Payments, Hold Future Invoices, or Hold Unmatched Invoices options. You also have the option of specifying an Invoice Amount Limit for a supplier site.
Attention: The Holds field of the Invoices window displays only invoice holds and does not reflect holds you apply in the Scheduled Payments window or in the Supplier Sites window. For example, if the Hold All Payments option is enabled in the Supplier Sites window and there are no invoice holds on an invoice, the Invoice Summary Holds field will display zero.
Payables automatically applies certain holds to exception invoices during Approval. You cannot manually apply these system holds.
For example, if the sum of an invoice's distribution amounts does not equal the Invoice Amount, Payables will apply a Distribution Variance hold to the invoice during Approval.
Applying a Hold to an Invoice
Prerequisite
To apply a hold to an invoice:
2. Select the invoice and choose the Holds button to navigate to the Invoice Holds window. Apply a hold by selecting a Hold Name from the list of values. You can select from all Invoice Approvals defined with the type Invoice Hold Reason. You can apply as many holds to an invoice as you require.
Payables displays a full audit trail of all current and released invoice holds in this window.
Applying a Hold to a Scheduled Payment
Prerequisite
To apply a hold to a scheduled payment:
2. Select the invoice and choose the Scheduled Payments button to navigate to the Scheduled Payments window. To hold a scheduled payment, check Hold. By checking the Hold check box, you will not be able to pay the scheduled payment until you remove the hold by checking the check box again.
If you want to partially pay an invoice that has only one scheduled payment, you can choose Split to break the scheduled payment in two. This way you can place one of the lines on hold, while leaving the other free for payment. You can create as many scheduled payments as you require as long as the sum of the Gross Amounts for all equals the Invoice Amount.
For example, the supplier sends you an invoice for two desks and delivers only one. You can partially pay the invoice by splitting the scheduled payment in two and applying a hold to one scheduled payment. You can release the hold after delivery, making the scheduled payment available for payment.
Applying Supplier Site Holds
Prerequisite
To apply supplier site holds:
Prevent payment of multiple supplier invoices by applying a hold to the supplier site rather than on each individual invoice. There are several types of supplier related holds that you enable for a supplier site. Payables also provides these options at the Supplier level, but Payables only uses these values to provide defaults for new supplier sites that you enter. The options you enable at the Supplier Site control Payables processing:
- Hold All Payments. This is the most restrictive supplier site hold. By checking Hold All Payments in the Control region of the Supplier Site window, you prevent the supplier site from being selected for payment during a payment batch or for a Quick payment. You cannot pay invoices for the supplier site until you uncheck the Hold All Payments option at the supplier site.
- Invoice Amount Limit. If you enter an invoice for a supplier site that exceeds the invoice amount limit you specify, Payables applies an Amount hold to the invoice during Approval. You cannot pay the invoice until you release the hold. You can release the hold by adjusting the invoice amount or you can manually release the hold in the Invoice Holds window.
- Hold Unmatched Invoices. By checking this for a site, if you do not match an invoice to a purchase order (and instead enter distributions manually or with a distribution set), Payables places a Matching Required hold on the invoice during Approval. You cannot pay the invoice until you release the hold. You can release this hold by matching the invoice to a purchase order or you can manually release the hold in the Invoice Holds window.
- Hold Future Invoices. By checking this option for a site, Payables automatically applies a Supplier hold to all new invoices entered for that site. Payables applies this hold when you save an invoice. You will still be able to pay invoices that have previously been entered for the supplier site. You can manually release the hold in the Invoice Holds window. Uncheck this option when you no longer want to hold future invoices for a supplier site.
APPLYING HOLDS RESTRICTIONS:
PAYMENT BATCH SELECTED INVOICES: You cannot apply holds to an invoice you have selected for payment in a payment batch.
See Also
Releasing Holds
Approval
Payables Transfer to General Ledger Program (Posting)
Selecting Multiple Records
Checking Funds for Invoices
Define your hold codes in the Invoice Approvals window. See: Invoice Approvals.