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 at the bottom of the “Select Invoice” page.

The “Hold / Release Invoice” page appears.

The system displays the following in the “Invoice Information” group box:

Invoice #	The number identifying the invoice.
Invoice Category	The category to which the invoice belongs. It could be “Regular Invoice” or “Capital 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 authorized.
	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.
Finance Book	The code identifying the finance book in which the invoice details have been posted.

The system displays the following in the “Supplier Information” group box:

Supplier #	The code identifying the supplier.
Supplier Name	The name of the supplier.
Pay to Supplier #	The code identifying the supplier to whom the payment must be made.
Supplier Name	The name of the supplier to whom the payment must be made.
Supplier Invoice #	The number identifying the invoice that has been issued by the supplier.
Supplier Invoice Amount	The amount for which the supplier invoice has been raised.
Supplier Invoice Date	The date on which the supplier invoice was raised.

The system displays the following in the “Payment Information” group box:

Currency	The code identifying the currency in which the invoice has been created.
Exchange Rate	The exchange rate of the invoice currency with respect to the base currency of the company if they are different.
Payment Processing At	The organization unit from which the invoice must be paid.
Electronic Payment	Indicates whether an electronic payment can be made for the invoice. It could be “Yes” or “No”.
Payment Method	Indicates the method in which the payment has to be made to the supplier. It could be “Regular” or “Specific Bank”.
Pay Mode	The mode in which the payment must be made to the supplier.
Payment Priority	The priority accorded to the invoice. It could be “High”, “Medium” or “Low”.
Pay Term	The code identifying the pay term.
Anchor Date	The date from which the payment schedule of the invoice has been calculated.
Total Invoice Amount	The total amount invoiced.
Total Proposed Amount	The total amount proposed for invoicing.
Comments	Any observations or remarks regarding the invoice (Alphanumeric, 255).
	Zoom facility available

The system displays the following in the “Part Information” multiline:

Line #	The number identifying the row in which the part, tax, charge or discount is available in the invoice.
PO #	The number identifying the purchase order, drop ship, release slip, sub-contract order or sub contract release slip based on which the invoice has been received from the supplier.
Ordering Point	The organization unit in which the purchase order has been raised.
Originating Point	The organization unit in which the reference documents have been created.
Ref. Document Type	Indicates the type of the document based on which the invoice is being raised.
Ref. Doc #	The number identifying the document based on which the invoice is being raised.

Note: The system displays the number identifying the FOB acknowledgement if the category of the invoice is “Regular” or “Capital”.

Part/T/C/D #	The code identifying the part, tax, charge or discount.
Variant #	The code identifying the part, tax, charge or discount variant.
UOM	The code identifying the unit of measurement in which the item has been invoiced.
Invoice Quantity	The quantity of parts invoiced.
Invoice Rate	The unit rate of the part.
Amount	The total amount invoiced for the part.
Proposed Quantity	The number of units of the item that have been invoiced.
Proposed Rate	The proposed rate of the item.
Proposed Amount	The amount proposed for payment.
Remarks	Any comments or observations regarding the part available in the line.
Cost Center	The code identifying the cost center to which the “Variance Account” has been mapped.
Analysis #	The analysis code to which the “Variance Account” is mapped.
Sub Analysis #	The sub-analysis code to which the analysis code is mapped.
Part/T/C/D	Indicates whether its an “Part”, “PO Tax”, “PO Charge” or “PO Discount”.
T/C/D Computation	Indicates whether the tax, charge or discount has been calculated for the invoice at the “Document Level” or at the “Line Item Level”.
T/C/D on Line #	The tax, charge or discount that is applicable for a part available in a line.
PO Currency	The code identifying the currency in which the purchase order has been raised.
PO Pay Mode	The mode of payment defined in the purchase order.
Authorization Date	The date on which the purchase order was authorized.
Part/T/C/D Description	The description of the part, tax, charge or discount available in the line.
Rate Per	The number of pieces of the part purchased.
PO Type	Indicates the type of the purchase order.

Enter the following fields:

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.
Remarks for Hold	Any observation or comments regarding the need to put the invoice on hold (Alphanumeric, 255).
	Zoom facility available

Note: You can put on hold an invoice that is in the Authorized", "Requested" or "Partly Paid" status.

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

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 “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".

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

Note: You can release an invoice that is in the "Held Authorized", "Held Requested" or "Held Partly Paid" status.

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".

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

The system displays the following:

Created By	The login ID of the user who created the invoice.
Created Date	The date on which the invoice was created.
Last Modified By	The login ID of the user who last modified the invoice.
Last Modified Date	The date on which the 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 payment schedule details.
Select the "Invoice Summary" link at the bottom of the page view the summary of the invoice.
Select the "Accounting Information" link at the bottom of the page to view the account posting information.