Holding or releasing an invoice

Holding or Releasing an invoice

This page allows you to search and select an invoice to be put on hold or release the invoice that is in the "Held” status. If you know the number identifying the invoice that you want to authorize you can enter it directly. Otherwise, you can carry out a search by specifying the type of reference document, invoice type, invoice category, range of numbers identifying the invoice, the date range during which the invoices have been raised, the range of amount for which the invoice has been created, and the range of codes identifying the customer on whom the invoices have been created. You can also search by specifying the login ID of the user who created the invoice. The system retrieves the invoices based on the search criteria entered.

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Select the “Hold / Release Invoice” link under the “Customer Invoice” business component

The Hold/Release Invoice” page appears.

Enter the following fields in the “Search Criteria” group box to search for the invoice that you want to put on hold or release the invoice that is in the “Held” status. Data-entry in the following fields is optional.

Ref Doc Type	Use the drop-down list box to select the type of reference document based on which the invoice was created. Select one of the following: Customer order – Select this option if the invoice is based on a Customer Order. . Direct – Select this option to retrieve direct prepayment invoices. The system displays “Customer Order” by default.
Invoice Type	This field is updated based on the Ref Doc Type selected. If the Ref Doc Type is “Customer Order” , the Invoice Type is “Service Invoice” or “Prepayment Invoice” If the Ref Doc Type is “Direct”, the Invoice Type is “Direct Prepayment Invoice".
Invoice Category	Use the drop-down list box to specify the processing stage of the invoice, such as Initial Invoice, Preliminary, Redelivery, and Final.
Ref Doc # From	The starting number in the range of numbers identifying the service or prepayment orders based on which the invoice was created (Alphanumeric, 18). You can enter the number in full or specify it partially using the “*” character. The system retrieves and displays all the invoices that have been created for the service orders that are similar to the value entered.

Note: The service order number entered in this field must be the same or less than the number entered in the “To” field.

The ending number in the range of numbers identifying the service or prepayment order based on which the invoice was created (Alphanumeric, 18). You can enter the number in full or specify it partially using the “*” character. The system retrieves and displays all the invoices that have been created for the service orders that are similar to the value entered.

Status

Use the drop-down list box to select the status of the invoice, such as “Authorized” or “Held”.

The system displays “Authorized” by default.

Invoice # From

The starting number in the range of numbers identifying the invoice that you want to hold / release (Alphanumeric, 18). You can enter the number in full or specify it partially using the “*” character. The system retrieves and displays all the invoices that are similar to the value entered.

Note: The value entered in this field must be the same or less than the value entered in the “To” field.

To	The ending number in the range of numbers identifying the invoice that you want to hold / release (Alphanumeric, 18). You can enter the number in full or specify it partially using the “*” character. The system retrieves and displays all the invoices that are similar to the value entered.
Currency	Use the drop-down list box to select the code identifying the currency for the invoice. All the currencies that have been mapped to the company are listed. The system displays "All" by default.

Invoice Date From

The starting date in the range of dates during which the invoice was created (Date Format). If you do not specify any date, the system considers 01-01-1900 as the start date. The system date is displayed by default.

Note: The date entered in this field must be before or the same as the date entered in the “To” field.

To	The ending date in the range of dates during which the invoice was created (Date Format). If you do not specify any date, the system considers the system date as the end date. The system date is displayed by default.
Finance Book	Use the drop-down list box to select the code identifying the finance book in which the invoice posting has been made. For multiple finance book postings, all the finance books that have been mapped with the login organization unit are listed in ascending order. For single finance book posting, the book set as default is displayed.
Invoice Amount From	The highest amount in the range of invoice amounts for which the invoice was created. (Decimal). The value entered in this field must be greater than zero.

Note: The amount entered in this field must be the same or less than the amount entered in the “To” field.

To	The smallest amount in the range of invoice amounts that you want to authorize (Decimal). The value entered in this field must be greater than zero.
User ID	The login ID of the user who created the service or prepayment invoice (Alphanumeric, 30). The system displays the ID of the login user.
Bill to Customer # From	The starting code in the range of codes identifying the customer on whom the invoice was raised (Alphanumeric, 16). You can enter the code in full or specify it partially using the “*” character. The system retrieves and displays all the invoices that have been created for the customer codes similar to the value entered.

Note: The value entered in this field must be the same or less than the value entered in the “To” field.

The ending code in the range of codes identifying the customer on whom the invoice was raised (Alphanumeric, 16). You can enter the code in full or specify it partially using the “*” character. The system retrieves and displays all the invoices that have been created for the customer codes similar to the value entered.

Click the “Search” pushbutton to retrieve the search results.

The system retrieves and displays the following in the “Search Results” multiline based on the search criteria entered:

Invoice #

The number identifying the invoice

Note: Click the hyper-linked Invoice number, to view the invoice details in the “View Invoice” page.

Invoice #	The number identifying the invoice.
Invoice Date	The date on which the invoice was created.
Currency	The code identifying currency in which the invoice was created.
Invoice Amount	The total amount for which the invoice was created.
Status	The status of the invoice, such as Authorized or Held.
Ref Doc Type	The type of the reference document for the invoice, such as “Customer Order” or "Direct”.
Ref Doc #	The identification number of the reference document.
Invoice Type	The type of invoice, based on the Ref Doc Type selected.
Invoice Category	The processing stage of the invoice, such as Initial Invoice, Preliminary, Redelivery, and Final.
Bill to Customer #	The code identifying the customer for whom the invoice is created.
Bill to Customer Name	The name of the customer for whom the invoice was created.
Finance Book	The code identifying the finance book in which the invoice details are posted.

Enter the following fields below the multiline, if an invoice is put on hold:

Reason for Hold	Use the drop-down list box to select the code identifying the reason due to which the invoice is being put on hold. All the reasons that have been defined in the “Maintain Reason Information” activity of the “Reason Code Definition” business component for the invoice and that are in the “Active” status will be available for selection in the ascending order.
Remarks for Hold	Any observations or comments regarding the necessity to put the repair invoice on hold (Alphanumeric, 255). Mandatory.

Note: You can put on hold an invoice that is in the “Authorized” status.

Check the box in the multiline to mark multiple invoices.
Click the “Hold Invoice” pushbutton to put the selected invoice on hold.

Note that workflow has been enabled.

The system updates the status of the invoice as “Held” status.

Note: You can release an invoice that is in the “Held” status.

Click the “Release Invoice” pushbutton to release the selected repair invoice that is in the “Held” status.

Note that workflow has been enabled.

The system updates the status of the invoice as “Authorized”.

Holding or releasing an invoice – An overview

This page allows you to put the invoice on hold or release an invoice that is in the “Held” status. This page also allows you to hold or release multiple invoices.

You can put an invoice that is in the “Authorized” status on hold. You can also record the reason due to which the invoice has been put on hold. You can also record your comments and observations. The system updates the status of this invoice as “Held”.

You can also release an invoice that is in the “held” status. The system updates the status of the invoice as “Authorized”. The system stores the login user ID and the system date along with the modified details.