Use the Invoice Hold and Release Names window to define the names that you use to manually hold or release invoices. You can define hold names that you assign to an invoice during entry to place the invoice on hold. For example, "Needs CFO Approval". You can also define release names that you use in the Invoice Holds tab or Invoice Actions window to remove the holds you apply to invoices. For example, "CFO Approved". You cannot pay an invoice that has a hold applied to it. You can define as many invoice hold and release names as you need.
You can also determine whether to allow accounting entry creation for the hold names you define. If you assign to an invoice a hold name that does not allow accounting, then you cannot create accounting entries for the invoice until you remove the hold.
Payables predefines hold names and release holds that it uses to apply and release invoice holds during Invoice Validation.
In the Invoice Hold and Release Names window, you can query the predefined hold and release names that Payables provides, but you cannot modify them.
The following table shows the hold names that are predefined in Payables.
| Hold Names | User Definable | Manual Release Allowed |
|---|---|---|
| Acct Hold Reason | No | No |
| Funds Hold Reason | No | Mixed |
| Insufficient Information | No | No |
| Invoice Hold Reason | Yes | Mixed |
| Invoice Line Reason | Yes | Mixed |
| Matching Hold Reason | No | Mixed |
| Pay When Paid | No | Mixed |
| PO Deliverable | No | Mixed |
| Prepaid Amount Reason | No | No |
| Variance Hold Reason | No | Mixed |
The following table shows the release names that are predefined in Payables.
| Release Types | User Definable |
|---|---|
| Acct Release Reason | No |
| Amount Lowered Reason | No |
| Automatic Release | No |
| Funds Release Reason | No |
| Sufficient Information | No |
| Invoice Release Reason | Yes |
| Matching Release Reason | Yes |
| Project Manager Release | No |
| Variance Release Reason | Yes |
| Hold Quick Release Reason | Yes |
| Inv Quick Release Reason | Yes |
You can automatically apply holds to invoices for a supplier site by enabling invoice controls for the site. Payables provides controls that you can enable in the Supplier Sites region of the Suppliers page. You can also define default values for these controls in the Suppliers page at the supplier level. Payables automatically assigns defaults you define for a supplier to any new sites you enter for the supplier.
To define invoice hold or release name:
In the Invoice Hold and Release Names window enter a unique Name and Description to identify the hold or release name. The name and reason will appear on a list of values whenever you need to enter the hold or release name.
Enter the type of name you are defining. You can define either hold or release names. For detailed information on any field, see: Invoice Hold and Release Names Window Reference
If you are defining a hold name, enable the Accounting Allowed option if you want to allow Payables to create accounting entries for invoices that have this hold applied.
If you want to make the hold or release name inactive on and after a certain date enter a value in the Inactive On field.
Save your work.