Hold/Release Current Invoices

Back Office Menu -> Hold/Release Current Invoices

All invoices in Current status are viewable in this utility, and are assumed to be ready for posting with the Daily Close unless they are flagged on Hold.
It is useful to Hold an invoice if there is a problem or question about the specific invoice that needs to be resolved before posting it.
All other invoices NOT on Hold will be processed by the next DBR#
The Daily Close 1 and the Trial Daily Close 1 screens display the number of invoices currently On Hold and the total dollar value to remind the operator at posting time of these invoices.
These could be Sales Approval required invoices or Invoices requiring a P.O# or they could be held from posting for other reasons.

The Hold flag can also be set on an invoice in the Invoice Totals and Services screen, by operators with menu security to access this "Hold/Release Current Invoices" utility.

Invoices that are "On Hold" can be included in the Unbilled Revenue Report.

Note: If your firm uses Field Ticket processing, On Account invoices that have not been selected for billing in Field Ticket Billing will also be included in this list.

Current Invoice List:
A list of the current invoices by "Hold" status can be viewed in the window on the Invoice #, with the invoice number, Bill To Name, Invoice Posting Date, DBR# (Daily Business Report Number) on which it will post, Division and Batch if posting Daily Close by division.
The invoice list can be resorted by any column in ascending or descending order, by clicking in the column heading.
Columns can also be dragged and dropped to reposition them as required.

When an invoice is in focus, click on the DETAILS button at the bottom of the window to drill down to the Header, Details, and Totals information for that invoice.

Note: When viewing the DBR#'s, it is possible to have more than one DBR# open at a time. All invoices made after Daily Close 1 has been started, are automatically added to the next new DBR#.
e.g. If a staff member had started Daily Close 1, but had not accepted the report, a new DBR batch would be started, and both would now show with current invoices.
To post a "missed" DBR, re-run Daily Close 1, typing over the displayed DBR# with the uncompleted number, print and accept the reports.
Or to reset the DBR# place the invoice on Hold and off Hold again, updating the invoice to be included in the current DBR#.

Individual Invoice Detail:
This option can be used to view the invoice details and to reset the Hold flag.

In the "Invoice Number" field, enter a specific invoice number or select one from the window, as outlined in the "Current Invoice List" section above.

When most Invoices are generated, they are assumed to be ready for posting with the Daily Close.
Check the On Hold box to hold back an invoice and prevent it from posting.
Uncheck the On Hold box to release the invoice for posting. The invoice will automatically be reassigned to the Current DBR# so that it can be posted with the next Daily Close.

Auto Hold processes include:

  • Hold on "Cash Short" Invoices:
    The option to prompt for the Hold flag on "Cash Short" counter invoices when the Cash customer is unable to make payment, is controlled in the Company Invoice Parameters.
    When the Hold flag on the "Cash Short" invoice is released, the opportunity to enter payment on the invoice is provided.
    If payment is still not made and the Hold flag is released, the invoice is charged On Account and the "Cash Short" process is applied.
  • Hold on Partial Rental Returns:
    The option to automatically Hold Invoices On Partial Return can be set in the Divisional Return Parameters.
    A single invoice is then generated in Rental Return and added to, until all products are returned and the Contract is closed. The Operator is then prompted to remove the Hold flag, and to confirm the invoice date. When the invoice is taken off Hold, the current DBR# is assigned to the Invoice for posting.
    If this automatic Hold on partial returns option is not activated, the first Invoice from a contract can still be manually set on Hold and subsequent returns can be added to the Invoice. When finished adding to the invoice, print the final copy of the invoice then release the Hold flag here, so the invoice can post.

  • Hold Invoices without a Purchase Order:
    The requirement for a P.O.# can be setup for customers in Customer Information.
    A blanket P.O.# can also be assigned for a customer.
    A report prints in Daily Close 1 listing any invoices requiring P.O.#'s that do not yet have one assigned. Invoices identified on this report without P.O.#s, will not be included in this Daily Close. Instead they are given a Hold status to prevent posting.
    The invoices must be assigned a P.O.# in Miscellaneous Invoices and then released from Hold status to become eligible for posting in the next DBR.

  • Hold Invoices for Approval:
    Special V.I.P. customers can be assigned an approval required code in the Customer Information, so that all invoicing to that customer can be personally monitored before posting.
    Invoices for the customer are put on Hold to delay posting in Daily Close 1 until the invoices are approved for billing, or the Hold flag is manually released in this utility or in Daily Close Invoice Approval.

    Until the invoice is approved, no prices or rates print on the invoice or return slip, and a comment can be printed on the invoice according to the Approval Code.
    The final invoice is printed after it is release during the Daily Close posting.
    Refer to Daily Close 1 Approval Codes for details.

  • Hold Invoices with incomplete Vertex Information:
    Vertex tax software can be activated from the Company Taxing Parameters.
    If an invoice is generated and the address information is insufficient to determine the Vertex tax area, the invoice is put on Hold, until the address information is completed and the invoice is released from Hold to post in the next DBR.

When an invoice is released from the Held status the Date can be changed. The original invoice date appears, but this may be updated to a more current date if desired.
If the invoice has been on Hold for a long time, the invoice date may no longer be in the current Date Range set for invoices in Date Range Control. If this is the case, issue a new date for the invoice.

Click on the DETAILS button at the bottom of the window to drill down to the Header, Details, and Totals information for that invoice.

Invoices on Hold for Cash Short Customers:
If the invoice is for a Cash Customer and was put on Hold as a "Cash Short" invoice, the payments screen from the invoice is now displayed and proper payment can be made.
If payment is still not made, and the Hold flag is released, the invoice is charged On Account for the customer and the "Cash Short" process is applied. This means that a Bad Risk record is written for the customer in Bad Risk Customers. The print statements flag is set checked in Customer Information, and the Customer Next Call Date is set to the date of the Cash Short Invoice in Log Collection Calls, to remind the collection clerk about this customer.

Additional actions provided by buttons on the Hold/Release Current Invoices screen include:

Topic Keyword: RSIH70
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