Invoices - Releasing or Placing Invoice Holds

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Distribution

Director of Procurement Services

AP Administrator

AP Invoice Processor^*

Related Procedures

Invoices - Resolving Invoice Holds [PRO5506U]

Ownership

The Director of Procurement Services is responsible for ensuring that this document is necessary, reflects actual practice, and supports University policy.

Invoice Holds

IS Payables
N ® Invoices ® Entry ® Invoices
M ® View ® Find
Find Invoices

1. Enter name of the vendor in the Name field, the invoice number in the Number field (from the Invoice Holds Report), or the Voucher Number, for which you want to release the invoice hold

Click the Find button.

2. If your query retrieved more than one record, select the invoice by clicking on the current record indicator next to it.

Clicking on the current record indicator will take you to the distributions screen of the invoice.

Close the distributions screen to return to the Invoices summary screen.

3. Click on the Holds button to view invoice holds.

4. Release or place appropriate holds.

Release a Hold

In the Release Name field, choose a release name from the list of values.

The Release Reason field will populate when you select the Release Name.

Note: The standard release name is “AP Approval”.

Place a Hold

Click on a blank record in the Hold Name field.
From list of values, select the appropriate hold.

The Hold Reason field will populate when you select the Hold Name

Note: Invoices placed on “Department Hold” do not require an attachment.

Rejecting Payment Vouchers

To reject Payment Vouchers, select the "Voucher Returned to Department" hold, and click on the OK button.

Attach an explanation of why the voucher is being returned using the attachment function (paperclip icon) in IS.

For the Category field, select Miscellaneous from the list of values.
Enter a description in the Description field.
For the Data Type field, select Short Text or Long Text (depending on the length of your explanation) from the list of values.
Enter text. Include your name and phone number.
Close attachment to return to Invoices summary screen.

5. Save your work.

6. Return to the Invoice Header and approve the invoice, or to perform other action as appropriate.

Click on the Actions... 1 button.

Check the appropriate Actions box.