Hold/Release A/P Invoices

This utility can be used to set or release the Hold flag on posted and unposted A/P invoices.

Unposted A/P Invoices:

Sometimes questions will arise about a specific Accounts Payable invoice at the time it is being entered for the supplier into the software.
Possible issues could include:

• selection of appropriate G/L Account
• identification of the product # being expensed
• discrepancy between the invoice and the Purchase Order
• taxes or freight charges are not correct
• invoice in dispute with vendor

If there is an issue with a specific invoice, it can be entered and set on Hold to prevent the invoice from posting when Post A/P Invoices is run.
The invoice will remain on Hold until it is manually released for posting using this same utility.
This gives staff a chance to resolve the problem invoice independent of the other invoices in the posting batch.

A list of unposted invoices can be viewed with the on Hold flag in A/P Invoices in Change mode in the window on the Invoice# field.

Posted A/P Invoices:

Accounts Payable invoices that have already been posted to the General Ledger and to the supplier's account in the A/P sub-ledger, sometimes need to be flagged on Hold if the invoice is disputed, or if the payment is to be delayed.
This prevents the invoice from being paid without further confirmation.

Vendor accounts with CREDIT balances should have all their invoices put on hold because a check cannot be issued for a negative amount.

Invoices on hold are also marked with the word HOLD on the Aged A/P Detail Report and can be selected or omitted on the Cash Requirements Report.

• Generating Manual Checks:
  If a posted invoice is on Hold, a manual check can still be issued for it using Select Invoices - Manual Checks.
  A warning that the invoice is on Hold is triggered, but the operator is able to proceed.
• Generating Computer Checks:
  If a posted invoice is on Hold, the Select Invoices - Computer Checks program will NOT automatically select the invoice for payment.
  However an invoice with a hold status can still be manually selected for payment in the PAY window.
  A warning that the invoice is on Hold is triggered, but the operator is able to proceed and the invoice is released for payment.

Update the invoice status to Hold or to Release it for posting or for payment, as follows:

INVOICE STATUS

Select one of the following:

• Select Posted to update the flag on an unpaid A/P invoice that has already be posted to the G/L and to the Vendors's account.

• Select Unposted to update the flag on a current A/P invoice that has NOT yet been posted.

VENDOR NUMBER

Enter the Vendor #, or enter the first few characters of the vendor name (ALPHA KEY) to list matches in the search/selection pop-up, or search for the vendor in the Vendor Search window.

The vendor's name is displayed.

SHOW ZERO BALANCES

This prompt applies only to Posted invoices.

Check this box to include invoices that are fully paid and have a zero unpaid balance.
This would not be for the purpose of holding or releasing.
It is only meant to provide the operator a more complete picture of the account.

Uncheck this box to omit invoices that have a zero unpaid balance.

Invoice Search Results:
The resulting list of invoices for the vendor are displayed as follows:

SEQ

The sequence number tracks the records displayed in the paging screen.

INVOICE#

The invoice number will display.

CURRENCY

The currency code for the invoice will display.

STATUS

This column only applies to Posted invoices.

The status 'P' for indicates that this invoice is Past Due for payment.
The 'O' status indicates that it is Optional.

INV DATE

The date of the invoice will display.

POST DATE

This column only applies to Posted invoices.

The posting date of the invoice will display.

DUE DATE

The due date of the invoice will display.

DISC DATE

The date until which the invoice is eligible for discount is displayed.

INVOICE REFERENCE

This column only applies to Unposted invoices.

Any associated invoice reference number as captured when the invoice was entered, is displayed.

INV AMT

This column only applies to Unposted invoices.

The total amount of the invoice will display.

DISC %

This column only applies to Unposted invoices.

The discount percentage to be taken on this invoice will display.

ORIG AMT

This column only applies to Posted invoices.

The original total amount of the invoice will display.

UNPAID AMT

This column only applies to Posted invoices.

The outstanding amount of the invoice that has not been paid to the vendor will display.

HOLD

• Unposted A/P Invoices
  Initially when invoices are first entered, they are not on hold and are assumed to be ready to be posted.

  Check this box to hold back an invoice from being posted with Post A/P Invoices.
  Uncheck this box to release an invoice for the next posting run for that Batch.

• Posted A/P Invoices
  Initially when invoices are posted, they are not on hold and are assumed to be ready to be paid when due.

  Check this box to hold back an invoice from being paid.
  Uncheck this box to release an invoice when it is eligible to be paid.

Finished?

Click OK when finished to exit the screen.

• List Invoices On Hold:
  Before selecting a Vendor# click the REPORT button to generate a list of all A/P Invoices flagged on Hold.
  Two reports are generated:
  1. Posted Invoices flagged as Hold to prevent payment from being issued.
     This list includes A/P invoices the have a zero balance if they are on hold.

  2. Unposted Invoices flagged as Hold to prevent posting to the G/L and vendor's account in the A/P sub-ledger.

  Invoices are listed by vendor# with the terms, including the invoice#, posted date, discount date, due date, invoice date, and invoice amount.
  Totals are supplied for each vendor.