Selecting invoice for holding / releasing

Holding / releasing Invoice

This page allows you to search and select a prepayment invoice for putting on hold or releasing one that is in the “Held” status. If you know the number identifying the invoice you can enter it directly. Otherwise, you can carry out a search by specifying the 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 status of the invoice and the login ID of the user who created the invoice. The system retrieves the invoices based on the search criteria entered.

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

The “Hold or Release ” page appears.

Enter the following field if you know the number of the prepayment invoice that you want to put on hold or release:

Invoice #

The number identifying the prepayment invoice that you want to put on hold or that you want to release from the “Held” status (Alphanumeric, 18).

Select the “Hold / Release Invoice” link provided alongside to put the invoice on hold or release the invoice that is in the “Held” status.

Enter the following fields in the “Search Criteria” group box to search for the prepayment 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 # From

The starting number in the range of reference document numbers that may be associated with the invoice. 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 here.

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

To	The ending number in the range in the range of reference document numbers that may be associated with the invoice. 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 here.

Note: The reference document details are required only if the category of the invoice you want to find is “Direct Prepayment”.

Use the drop-down list box to select the code identifying the finance book in which the invoice posting has been made. All the finance books that have been mapped to the login organization unit will be available for selection in the ascending order if postings can be made in multiple finance books. If postings can be made in a single finance book, the book that has been set as default will be displayed.

Invoice # From

The starting number in the range of numbers identifying the invoice. (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 here.

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

To	The ending number in the range of numbers identifying the invoice. (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 here.

Invoice Category

Use the drop-down list box to select the category of the invoice.

Invoice Date From

The starting date in the range of dates during which the invoice. (Date Format). The system date is displayed by default at the launch of the page.

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

To	The ending date in the range of dates during which the invoice. (Date Format). The system date is displayed by default at the launch of the page.

Status

Use the drop-down list box to select the status of the invoice that you want to modify. You can select from “Draft”, “Fresh”, “Returned” or “All”. The system displays “All” by default at the launch of the page.

Total Invoice Amount From

The starting amount in the range of amounts for which the invoice. (Decimal). The value entered in this field must be greater than zero.

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

To	The ending amount in the range of amounts for which the invoice. (Decimal). The value entered in this field must be greater than zero.

Currency

Use the drop-down list box to select the code identifying the currency in which the invoice. All the currencies that have been mapped to the “Customer Receivable Accounts” defined in the “Create Receivables Account Definition” activity of the “Account Rule Definition” business component will be available for selection in the ascending order. The system displays “All” by default at the launch of the page.

Bill To Customer Code From

The starting code in the range of codes identifying the customer of the invoice. (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 codes identifying the bill to customers similar to the value entered here.

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

The ending code in the range of codes identifying the customer on whom the invoice. (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 codes identifying the bill to customers similar to the value entered here.

User ID

The login ID of the user who created the prepayment invoice. (Alphanumeric, 30). The system displays the login ID of the user by default on launch of the page.

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:

Ref Doc #

The identification number of the reference document associated with the invoice.

Invoice Category

The category of the invoice, such as Order based Prepayment or Direct Prepayment.

Invoice #

The identification number of the invoice.

Invoice Date

The date of creation of the invoice.

Currency

The identification code of the currency of the invoice.

Invoice Amount

The value of the invoice.

Status

The status of the prepayment invoice. It could be “Draft”, “Fresh” or “Returned”.

Draft – indicates a newly created prepayment invoice.

Fresh – indicates a newly created prepayment invoice that can be authorized.

Returned – indicates a newly created prepayment invoice that has been returned to the user who created it for modification.

Bill To Customer #

The identification number of the customer of the invoice.

Bill To Customer Name

The name of the customer of the invoice.

Finance Book

The identification number of the finance book in which the invoice details are posted.

Note: You can put a prepayment invoice that is in the “Authorized” status on hold. An authorized invoice that has been fully or partly adjusted cannot be put on hold.

Click the “Hold” pushbutton to put the prepayment invoice on hold.

The system updates the status of the invoice as “Held”. The system also updates the login ID of the user and the system date in the “Last Modified By” and “Last Modified Date” fields.

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

Click the “Release” pushbutton to release the prepayment invoice.

The system updates the status of the invoice as “Authorized”. The system also updates the login ID of the user and the system date in the “Last Modified By” and “Last Modified Date” fields.

Enter the following fields:

Reason Code	Use the drop-down list box to select the code identifying the reason due to which the invoice is being put on hold or the invoice is being released from the “Held” status. All the reasons that have been defined in the “Maintain Reason Information” activity of the “Reason Definition” business component for the prepayment 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 prepayment invoice on hold (Alphanumeric, 255). Mandatory.
	Zoom facility available

Note: You can put a prepayment invoice that is in the “Authorized” status on hold. An authorized invoice that has been fully or partly adjusted cannot be put on hold.

Click the “Hold” pushbutton to put the prepayment invoice on hold.

The system updates the status of the invoice as “Held”. The system also updates the login ID of the user and the system date in the “Last Modified By” and “Last Modified Date” fields.

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

Click the “Release” pushbutton to release the prepayment invoice.

The system displays the following:

Created By	The login ID of the user who created the prepayment invoice.
Created Date	The date on which the prepayment invoice was created.
Last Modified By	The login ID of the user who last modified the prepayment invoice.
Last Modified Date	The date on which the prepayment invoice was last modified.

To proceed, carry out the following

If Swiss pay modes are not applicable for the company, select the “Payment Schedule” link at the bottom of the page to view the details of the payment schedule.

If Swiss pay modes are applicable for the company, select the “Payment Information” link at the bottom of the page to view the details of the electronic payment received and the payment schedule.

Select the “Invoice Summary” link at the bottom of the page view the summary of the prepayment invoice.

Select the “Accounting Information” link at the bottom of the page to view the account posting information.

Select the “Attach Notes” link at the bottom of the page to add observations or comments regarding the prepayment invoice.