Use the Invoice Hold and Release Names window to define names that you use to manually apply and release holds.
Name. A unique hold or release name. The name and description will appear on a list of values when you need to enter the hold or release name.
Description. Description of the hold or release name. Use this description to elaborate on your hold or release name to eliminate any confusion over similar names.
Type. The type of a hold or release name determines if a hold is applied or released. You can enter a Hold type or a Release type.
Accounting Allowed. If this option is enabled, Payables creates accounting entries for invoices with this hold name.
Manual Release Allowed. If you can release this hold manually, Payables enables this check box.
Inactive On. Date on and after which you want to prevent use of a hold or release name. On or after this date, Payables will not include this name on a list of values, and you will not be allowed to enter it. You can adjust an inactive date at any time.
Hold type names are used by Invoice Validation when it applies holds to invoices. You can define and manually apply names of the Invoice Hold Reason type.
For a summary of predefined hold and release names listed by type, see: Summary of Invoice Hold Names.
Release type names are used by Invoice Validation when it releases holds. You can manually release holds using names with release types Invoice Release Reason, Matching Release Reason, Variance Release Reason, Hold Quick Release Reason, and Invoice Quick Release Reason. Release hold names appear on a list of values for the Release field of the Invoice Actions and Invoice Holds tab of the Invoices window. You can define release names for the following release types:
Invoice Release Reason. You can use names with this release type to release one manually releasable hold for one invoice in the Invoice Holds tab.
Invoice Quick Release Reason. You can use names with this release type to release all manually releasable holds for one invoice in the Invoice Holds tab.
Hold Quick Release Reason. In the Invoice Actions window, you can use the release name with this release type to release all holds from invoices that you query in the Invoice Workbench. In the Invoice Actions window, you can use only release names with this release type. Payables releases only the type of hold you entered as part of your search criteria.
Matching Release Reason. You can use release names with this release type to release a Matching hold that Payables automatically applies to an invoice during Invoice Validation.
Variance Release Reason. You can use this type of release name to release Variance Holds that Invoice Validation automatically applies to invoices that have a tax variance.
The following release types are predefined by Payables:
Acct Release Reason. For an invoice, Payables releases an account hold when you correct the invalid account and submit Invoice Validation.
Amount Lowered Reason. When you submit Invoice Validation, Payables releases a Prepaid Amount hold after you have unapplied a prepayment that, after tax calculation, exceeded the amount of the invoice to which is was applied
Funds Release Reason. Payables uses these releases for funds checking if you use budgetary control. Payables releases a Funds hold on an invoice during Invoice Validation if sufficient funds exist for an invoice or if Payables can perform funds checking.
Sufficient Information. Payables predefines one release name with the Sufficient Information type. Payables places a Sufficient Information release name on an invoice after you enter an exchange rate for a foreign currency invoice.
Variance Release Reason. Payables predefines two release names with the Variance Release Reason type.
Payables places the Variance Corrected release name on an invoice if you correct an invoice variance. Payables places this release name when you submit Invoice Validation for an invoice with a distribution or tax variance hold for which you have corrected the variance.
You cannot enter a variance release reason for an invoice with a Distribution Variance hold. You must adjust the invoice so that the total of the invoice distributions equals the invoice amount.
You can enter Variance Override for an invoice if you want to release an invoice from a tax variance hold using the Holds tab. You can also define other Variance Release Reasons to use for releasing invoices from tax variance hold.
Define options for the system to use during the Holds Resolution workflow process.
Initiate Workflow. Select the check box so the system initiates the Holds Resolution workflow process for invoices that contain this hold type.
Notify After (Days). Specify a number of days for the system to wait before it sends a notification to the approver.
Remind After (Days). Specify a number of days for the system to wait before it sends a reminder notification about an action. This option is intended to be used with the Acknowledge action. When an approver acknowledges a hold notification, the workflow waits the specified number of days and then resends the notification, if the hold is not released past the specified number of days.
Hold Instruction. Enter free format text on hold instructions for this hold type.