On-hold statuses and how to use them

Review the following considerations about placing invoices on hold.

• You can only place vendors, jobs, and commitments on hold during payment selection
• You can place invoices and distributions on hold during payment selection or during invoice entry

There are two types of on-hold status (unrelated to the 31 combinations shown below).

• Soft hold - Indicated by a black H in the payment selection window
• Hard hold - Indicated by a red H in the payment selection window

The type of on-hold status (soft or hard) assigned to an item depends on where you place it on hold.

Soft holds

You have two ways to assign a soft hold.

• Click Hold during invoice entry for invoices, and distributions
• Click Hold during payment selection for vendors, invoices, and distributions

Hard holds

The only way to assign a hard hold is to click Other during payment selection for vendors, invoices, jobs, and commitments.

When you click Other from the invoice level of the payment selection window, the following hard hold options are available:

• Hold Vendor
• Hold Invoice

When you click Other from the distribution level of the payment selection window, the following hard hold options are available:

• Hold Commitment
• Hold Job
• Hold Vendor
• Hold Invoice

When you click Other from the distribution level of the payment selection window, there’s no Hold Distribution option for distributions. This is because you can't place distributions on hard hold. However, when you hold commitments and jobs, you can see a "Distribution on hold" message in the payment selection window.

Identify the on-hold status

Download and run the attached APInvoicesWithOnHoldStatus.rpt report. You can use this report to identify the on-hold status of an invoice. A condition on the report specifies that only invoices with some form of on-hold status will print on this report.

Attachment: APInvoicesWithOnHoldStatus.rpt

Review the following information regarding the attached report. The following information is also available in the Design Notes section of the report.

Hold statuses

In Accounts Payable, you can stop payment of an invoice by placing the vendor, invoice, distribution, job, or commitment on hold. Each on-hold status has a numeric value to identify which part of the invoice you placed on hold.

For example:

• If you placed a vendor on hold, the on-hold status numeric value is 1
• If you placed an invoice on hold, the on-hold status numeric value is 2
• If you placed both the vendor and invoice on hold, the on-hold status numeric value is 3
  • Vendor = 1
  • Invoice = 2

The report doesn't return a numeric value. It uses a formula to identify the on-hold status combinations from the numeric values. In the above example, an on-hold status value of "V,I" appears instead of the numeric value of 3.

There can be up to 31 on-hold status numeric values. Below is a reference of what the on-hold status numeric values mean and a key identifying the different abbreviations:

On-hold status numeric values key (informational only):

• 1 = Vendor
• 2 = Invoice
• 3 = Vendor, Invoice
• 4 = Distribution
• 5 = Vendor, Distribution
• 6 = Invoice, Distribution
• 7 = Vendor, Invoice, Distribution
• 8 = Job
• 9 = Vendor, Job
• 10 = Invoice, Job
• 11 = Vendor, Invoice, Job
• 12 = Distribution, Job
• 13 = Vendor, Distribution, Job
• 14 = Invoice, Distribution, Job
• 15 = Vendor, Invoice, Distribution, Job
• 16 = Commitment
• 17 = Vendor, Commitment
• 18 = Invoice, Commitment
• 19 = Vendor, Invoice, Commitment
• 20 = Distribution, Commitment
• 21 = Vendor, Distribution, Commitment
• 22 = Invoice, Distribution, Commitment
• 23 = Vendor, Invoice, Distribution, Commitment
• 24 = Job, Commitment
• 25 = Vendor, Job, Commitment
• 26 = Invoice, Job, Commitment
• 27 = Vendor, Invoice, Job, Commitment
• 28 = Distribution, Job, Commitment
• 29 = Vendor, Distribution, Job, Commitment
• 30 = Invoice, Distribution, Job, Commitment
• 31 = Vendor, Invoice, Distribution, Job, Commitment

On-hold status key:

• V = Vendor
• I = Invoice
• D = Distribution
• J = Job
• C = Commitment

Changing the on-hold status

1. Go to Accounts Payable, Tasks, Select Invoices to Pay, On-screen List.
2. Click Start.
3. Choose an option based on a soft hold or a hard hold.

Release a soft hold

1. If the item has a soft on-hold status (black H), click Release to release the item.

Release a hard hold

1. If the item has a hard on-hold status (red H), click Other to release the item.
2. When you click Other from the invoice level of the payment selection window, the available options are:
   • Release Vendor
   • Release Invoice
3. When you click Other from the distribution level of the payment selection window, the available options are:
   • Release Commitment
   • Release Job
   • Release Vendor
   • Release Invoice