Holding/Releasing order based invoice

This page allows you to put an invoice on hold. You can put an invoice that is in the “Authorized", "Requested" or "Partly Paid" status on hold. The system updates the status of the invoice as “Held Authorized”, “Held Requested” and “Held Partly Paid” respectively. You can select the reason due to which the invoice must be put on hold. You can also record your observations regarding the invoice. The system also stores the login ID of the user and the system date along with the invoice details.

This page allows you to release an invoice that is in the “Held” status. You can release an invoice that is in the “Held Authorized", "Held Requested" or "Held Partly Paid" status. The system updates the status of the invoices as “Authorized”, “Requested” and “Partly Paid” respectively. You can also select the reason due to which the invoice can be released from the held status. The system also stores the login ID of the user and the system date along with the invoice details.

Select the “Hold / Release Invoice” link under the “Supplier Order Based Invoice” business component.

The “Hold/Release Invoice” page appears.

Enter the following fields in the “Search Criteria” group box to search for the invoices that you want to put on hold or release invoices that are in the “Held” status.

Invoice Type

Use the drop-down list box to select the type of invoice that you want to put on hold or release an invoice from the “Held” status. The system lists the following options.

- Order Based Invoice - Select this option if the type of invoice you want to put on hold or release an invoice from the “Held” status is an order based invoice.
- Delivery Charges Invoice – Select this option if the type of invoice you want to put on hold or release an invoice from the “Held” status is a delivery charges invoice.

Invoice Category

Use the drop-down list box to specify the category to which the invoice that you want to put on hold or release from the “Held” status belongs.

The system lists the following values if “Order Based Invoice” is selected as the “Invoice Type”

- Purchase Order - Select this option if you want to retrieve invoices belonging to purchase order category.
- Repair Order - Select this option if you want to retrieve invoices belonging to repair order category.
- Exchange PO - Select this option if you want to retrieve invoices belonging to exchange PO category.
- Loan Order - Select this option if you want to retrieve invoices belonging to loan order category.
- PBH PO - Select this option if you want to retrieve invoices belonging to the PBH purchase order category.
- PBH Exchange PO - Select this option if you want to retrieve invoices belonging to the PBH Exchange purchase order category.

The system leaves this field blank if “Delivery Charges Invoice” is selected as the “Invoice Type”.

Status

The status of the invoice that you want to retrieve. The system lists the following:

- All – Select this option to retrieve all the invoices.
- Authorized – Select this option to retrieve invoices that are in “Authorized” status.
- Held Authorized – indicates that the invoice has been put on hold from being authorized.
- Held Partly Paid – indicates that the part payment of the amount due has been put on hold.
- Partly Paid – indicates that part of the amount due for payment has been made.

The system displays “All” by default.

Supplier # From

The starting code in the range of supplier codes on whom the invoices that you want to retrieve have been created (Alphanumeric, 16). You can enter the code in full or specify it partially using the “*” character. The system retrieves all the supplier codes that are similar to the value entered in this field.

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

To	The ending code in the range of supplier codes on whom the invoices that you want to retrieve have been created (Alphanumeric, 16). You can enter the code in full or specify it partially using the “*” character. The system retrieves all the supplier codes that are similar to the value entered in this field.
Supplier Invoice #	The number identifying the invoice that has been issued by the supplier (Alphanumeric, 18). You can enter the number in full or specify it partially using the “*” character. The system retrieves all the supplier invoice numbers that are similar to the number entered in this field.
Total Invoice Amount From	The starting amount in the range of invoice amounts for which the invoices that you want to retrieve has been created (Decimal).

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

To	The ending amount in the range of invoice amounts for which the invoices that you want to retrieve has been created (Decimal).
Finance Book	Use the drop-down list box to select the code identifying the finance book in which the posting is to be made for the invoice that you want to retrieve. All the finance books that have been defined for the business unit to which the login organization unit has been mapped will be available for selection in the ascending order if postings can be made in multiple finance books. If postings must 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 invoice numbers that you want to retrieve (Alphanumeric, 18). You can enter the number in full or specify it partially using the “*” character. The system retrieves all the invoice numbers that are similar to the value entered in this field.

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

To	The ending number in the range of invoice numbers that you want to retrieve (Alphanumeric, 18). You can enter the number in full or specify it partially using the “*” character. The system retrieves all the purchase order numbers that are similar to the value entered in this field.
Currency	Use the drop-down list box to select the code identifying the currency in which the invoice that you want to retrieve has been created. All the currencies that have been assigned as permitted currencies for the login company will be available for selection in the ascending order. The system displays the base currency of the company by default on launch of the page.
Invoice Date From	The starting date in the date range during which the invoice that you want to retrieve has been created Date Format). The system date is displayed by default on launch of the page.

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 date range during which the invoice that you want to retrieve has been created (Alphanumeric, 18). The system date is displayed by default on launch of the page.
Payment Priority	Use the drop-down list box to set the priority to be accorded to the invoice that you want to retrieve. You can select from “High”, “Medium”, “Low” or “All”. The system displays “All” by default on launch of the page.
Supplier Name	The name of the supplier who has issued the invoice (Alphanumeric, 150).
Created by	The login ID of the user who created the invoice.
User ID	The login ID of the user who created the invoice that you want to authorize (Alphanumeric, 15).

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.
Status	The status of the invoice. It could be "Authorized", "Held Authorized", "Requested", "Held Requested", "Partly Paid" or "Held Partly Paid".
	Authorized – indicates that the invoice is authorized. You cannot modify the details of an invoice that is in this status.
	Held Authorized – indicates that the invoice has been put on hold from being paid.
	Requested – indicates that a request has been raised for the payment of the invoice.
	Held Requested – indicates that the request for payment of the invoice has been put on hold.
	Partly Paid – indicates that part of the amount due for payment has been made.
	Held Partly Paid – indicates that the part payment of the amount due has been put on hold.
Invoice Date	The date on which the invoice was created.
Currency	The code identifying the currency in which the invoice has been created.
Total Invoice Amount	The total amount invoiced.
Supplier #	The code identifying the supplier.
Supplier Name	The name of the supplier.
Supplier Invoice #	The number identifying the invoice issued by the supplier.
Payment Priority	The priority that has been accorded to the payment of the invoice. It could be “High”, “Medium” or “Low”.
Finance Book	The code identifying the finance book in which the invoice details must be posted.
Reason Code	Use the drop-down list box to select the code identifying the reason for putting the invoice on hold or the reason due to which the invoice is being released from the “Held” status. The reason codes that have been defined for the supplier order based invoice in the “Reason Code Definition” business component and that are in the “Active” status will be available for selection. The system leaves this field blank by default.
Remarks for Hold	Any comments regarding the invoice for hold. (Alphanumeric, 100)

Check the box in the “Select” column of the multiline to mark an invoice that has to be put on hold or released from the “Held” status.
Click the “Hold Invoice” pushbutton to put the invoice on hold.

Status Updation

The system updates the status of the invoice that is in the “Authorized" status as "Held Authorized".
The system updates the status of the invoice that is in the "Requested" status as "Held Requested".
The system updates the status of the invoice that is in the "Partly Paid" status as "Held Partly Paid".

Note: Only invoices that are in ”Authorized”, “Requested” or “Partly Paid” can be put on “Hold” status.

Invoices that are in “Requested” or “Partly Paid” status must not have requested amount equal to its total invoice amount.

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

The system saves the selected reason along with the invoice details.

Status Updation

The system updates the status of the invoice that is in the “Held Authorized" status as "Authorized";
The system updates the status of the invoice that is in the "Held Requested" status as "Requested".
The system updates the status of the invoice that is in the "Held Partly Paid" status as "Partly Paid".

To proceed, carry out the following

Select the “View Invoice” link at the bottom of the page to view the details of the Order Based Invoice.
Select the “View Delivery Charges” link at the bottom of the page to view details of Delivery Charges Invoice.

Holding/Releasing order based invoice - An overview