How You Configure User-Defined Holds

User-defined holds should be configured based on business scenarios.

Implementing user defined holds doesn't require too many setups to be undertaken. However, one might need to configure multiple rules to ensure that the business scenarios are taken care of, and the rules evaluation is accurately automated.

Rule configuration for user-defined holds can be understood in terms of a simple business use case. Consider the following use case.

• All unmatched invoices created for Vision America with invoice amount greater than 5000 USD should be placed on hold for review.
• All purchases related to capital goods should be capitalized in the assets module.

This business case will need configuration of two different rules that deal with the following.

• Holds for invoices that aren't matched to a purchase order.
• Holds for capital purchase invoices for which asset tracking isn't enabled.

Configure a User-Defined Hold for Invoices not Referenced to a Purchase Order

This is an example for a rule that ensures that all invoices that aren't referenced to PO, have a value of more than 500 USD, and created for Vision America are place on hold for review.

You can achieve this by creating a rule that places a hold of Amount Limit on all invoices created for Vision America BU, whose invoice amount is more than 5000 USD, and which don't have any reference to a PO on the invoice line.

1. Navigate to the Setup and Maintenance page and search for the task Manage User-Defined Rules for Payables.
2. Select the template User-Defined Holds.
3. Click the Download icon. Open the downloaded spreadsheet file.
4. Navigate to the User-Defined Holds tab.
5. The tab will have predefined example rules. Clear those rules.
6. Create a new rule with these values.
   • Rule Description: Unmatched invoice amount from Vision America greater than 5000 USD
   • Hold (Rule Outcome): Amount Limit (name of the hold to placed when the rule is satisfied)
   • Invoice Amount (Invoice Header): > 5000
   • Invoice Currency Code (Invoice Header): USD
   • Business Unit Name (Invoice Header): Vision America
   • PO Matched (Invoice Line): No

   Note: Add the required attributes from the drop-down list in the Invoice Header Invoice Line section.
7. Save your changes in the spreadsheet on your computer.

Results:

Consider an imported invoice with the following attributes.

• Business Unit: Vision America
• Purchase Order: Null (unmatched)
• Invoice Amount: 5500 USD

Amount Limit hold is placed on the invoice during the invoice import. Correct the invoice and validate it. Here's what happens.

1. User reviews the invoice and identifies that a PO is already issued for the purchases.
2. User updates the invoice lines with PO number and saves the invoice.
3. The next validation run processes the invoice.

Amount Limit hold is automatically released from the invoice after validation.

Configure a User-Defined Hold for Capital Equipment Purchases

This is an example for a rule that ensures that all purchases for capital equipment are capitalized in the Fixed Assets module.

You can achieve this requirement by creating a rule that Asset Details hold on all the invoices that are created for suppliers with supplier type as Capital Goods and the Asset Tracking checkbox isn't selected.

1. Create a new rule with these values.
   • Rule Description: Capital purchase invoices missing asset details
   • Hold (Rule Outcome): Asset Details (name of the hold to placed when the rule is satisfied)
   • Supplier Type (Invoice Header): Capital Goods
   • Asset Tracking Indicator (Invoice Line): Not Null

   Note: Add the required attributes from the drop-down list in the Invoice Header Invoice Line section.
2. Save your changes in the spreadsheet on your computer.
3. Navigate to the Setup and Maintenance page and search for the task Manage User-Defined Rules for Payables.
4. Select the template User-Defined Holds.
5. Click the Upload icon. Upload the spreadsheet file from your computer.
6. Verify that the upload is completed without any errors.

Results:

Manually create an invoice with the following values.

• Supplier: Dell Computers (Supplier Type: Capital Goods)
• Asset Tracking checkbox: Leave it deselected

When you validate the invoice, Asset Details hold is automatically placed on the invoice.