Invoices LOC - Bill Hold

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Distribution

Comptroller

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 line 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 a Project Number and select NO under Billing Status, Billed. This will search for all expenditures on that project that have not been billed - both direct charges and all fringe benefits (FB) and facilities and administrative (F&A).

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 the Award Number.

3. Click 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.

4. Select the line item(s) that need(s) to be placed on bill hold. To select multiple lines hold the Control Key down and click on the lines, within the Project column, that you want to place on billing hold.

5. Select [Tools] on the menu 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 placed on hold again.

6. A Decision Screen pops up, verifying your choice to bill hold the item(s) by selecting [Yes].

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

To Release Bill Hold

1. Navigate to Find Project Expenditure Items Window.

2. Enter a Project Number and select YES under Billing Status, Bill Hold. (Selecting ONCE will create a one time bill hold.) This will search for all expenditures on that project, which have been placed on Bill Hold.

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.

3. Select the line items you want to release. Choose the Edit, Select All menu option to release all the items on hold.

4. Select [Tools] from the menu and select [Release Hold 1] (The number after Release Hold will identify how many items you have selected to put on hold.)

5. A Decision Screen pops up, verifying your choice to bill hold the item(s) by selecting [Yes].

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

Effective: 06/10/09

Revision: 3 dhw

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