Invoices Cost-Based Bill Hold

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Distribution

Comptroller

GM Setup Specialist

GM OSP Setup Specialist

GM Billing Specialist

Related Procedures

Invoice Generation & Review in GA

Ownership

The Comptroller is responsible for ensuring that this document is necessary, reflects actual practice, and supports University policy.

Utilizing the Bill Hold feature within Expenditure Inquiry allows you to exclude expenditure items from being invoiced. This is only viable when you have a Billing Distribution Rule of Cost.

Grants Accounting
N® Expenditures® Expenditure Inquiry ® Actuals
Find Project Expenditure Items

1. Navigate to Find Project Expenditure Items Window.

2. Enter Project Number.

3. Select NO under Billing Status, Billed.

This will search for all expenditures on that project that have not been billed. The exception is that this will pull all F&A & FB, and they might have been billed already.

Note: If there are multiple projects on this award this billing hold process needs to be done for each project.

If there are multiple awards funding this project you can limit your search by including an Award Number.

4. Select [Find].

This will bring up the Project Expenditure Items form that contains one expenditure item per line for all costs that have not been billed. Use the scroll bar to see all the expenditure information.

5. Select the line item(s) that needs to be placed on bill hold.

To select multiple lines hold the Control Key down and use your mouse to select the lines, within the Project column, that you want to place on billing hold.

6. Select [Tools] and select “Billing Hold 1” or “One-Time Hold 1”. (

The number after Billing Hold / One-Time Hold will identify how many items you have selected to put on hold.

Note: “Billing Hold” will hold the expenditure from invoicing until the Release Hold option is run. “One-Time Hold” will hold the invoice only until an Invoice has been transferred to AR. The expenditure will be invoiced with the next invoicing process for that Award unless it is again placed on hold.

A Decision Screen pops up, verifying your adjustment action.

7. Select [Yes].

8. Select [OK].

To Release Bill Hold

9. Navigate to Find Project Expenditure Items Window.

10. Enter a Project Number and select YES under Billing Status, Bill Hold.

This will search for all expenditures on that project, which have been placed on Bill Hold.

Select [ONCE] under Billing Status, Bill Hold to search for one time bill holds.
All FB and F&A that has been invoiced will pull up as [ONCE] because burdening happens at the invoice level.

Note: If there are multiple projects on this award this Release hold process needs to be done for each project.

If there are multiple awards funding this project you can limit your search by including the Award Number.

11. Select the line items you want to release.

You can choose the Edit, Select All menu option to release all the items on hold.

12. Select [Tools].

13. Select [Release Hold 1].

The number after Release Hold will identify how many items you have selected to release.

A Decision Screen pops up, verifying your adjustment action.

14. Select [Yes].

Once you verify a Note appears showing the status of the action.

Select [Yes].

Effective: 03/30/09

Revision: 3 dhw

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