Holding / releasing invoices

This page allows you to put an invoice on hold or release an invoice that is in the “Held” status. You can put an invoice that is in the “Authorized” status on hold. The status of the invoice is updated as “Held”. You can select the code identifying the reason for which this invoice has been put on hold. You can also record the necessary observations regarding the reason. This invoice cannot be used until it has been released.

This page also allows you to release an invoice that is in the “Held” status. The status of the invoice on release is updated as “Authorized”. You can select the code identifying the reason for which this invoice has been released from the “Held” status.

Select the “Hold / Release Invoice” link provided in the “Select Invoice” page.

The “Hold / Release Invoice” page appears.

The system displays the following in the “Invoice Information” group box:

Invoice No.	The number identifying the invoice.
Invoice Category	The category to which the invoice belongs. It could be “Direct Invoice”, “Pack Slip Invoice” or “Miscellaneous Invoice”.
Status	The status of the invoice. It could be “Authorized” or “Held”.
	Authorized – indicates that the invoice has been authorized and the relevant postings made in the selected finance book.
	Held – indicates that the invoice has been put on hold. An invoice in this status must be released before taking it for any further processing like adjustment. The status of the invoice after it has been released is updated as “Authorized”.
Invoice Date	The date on which the invoice was created.

The system displays the following in the “Payment Information” group box:

Bill To Customer Code	The code identifying the customer on whom the invoice has been raised.
Bill To Customer Name	The name of the customer on whom the invoice must be raised.
Bill To ID.	The code identifying the location to which the invoice is addressed.
Currency	The currency in which the invoice has been created.
Exchange Rate	The exchange rate of the invoice currency with respect to the base currency of the company if they are different. “1” (one) will be displayed if the invoice currency and the base currency are the same.
Pay Term	The code identifying the pay term based on which the payment schedule has been generated.
Anchor Date	The date from which the payment schedule of the invoice has been calculated.
Finance Book	The code identifying the finance book in which the invoice details have been posted.
Comments	Any observations pertaining to the invoice.
	Zoom facility available
Total Invoice Amount	The sum total amount that has been invoiced.
Freight Amount	The amount that has been incurred as freight while shipping the items.

The system displays the following in the “Item / T / C /D Information” multiline:

Line No.	The number identifying the line available in the invoice.
Pack Slip No.	The number identifying the pack slip based on which the invoice has been created. The pack slip number would be displayed for a pack slip invoice.
Item / TCD Code	The code identifying the item, tax, charge or discount that has been invoiced.
Variant	The code identifying the item, tax, charge or discount variant.
UOM	The unit of measurement of the item that has been invoiced.
Qty.	The number of units of the item that has been invoiced.
Unit Price	The price of one unit of the item.
Amount	The amount to be invoiced for the item.
Sale Purpose	Indicates the purpose of the sale.
Remarks	Any observations regarding the item, tax, charge or discount available in the line.
Shipping Point	The code identifying the organization unit from which the material has been shipped.
Ship To Customer Code	The code identifying the customer to whom the material has been shipped.
Ship To Customer Name	The name of the customer to whom the material has been shipped.
Ship To ID.	The code identifying the location to which the material has been shipped.
Cost Center	The code identifying the cost center that has been mapped to the “Item Revenue Account”.
Analysis Code	The analysis code to which the “Item Revenue Account” is mapped.
Sub Analysis Code	The sub-analysis code to which the analysis code is mapped.
Proposal No.	The number identifying the proposal that has created for the purchase of fixed assets against a budget.
Item Desc.	The textual description of the item.
Alternate UOM	The alternate unit of measurement in which the item is invoiced.
Alternate Quantity	The alternate quantity of the item.
CFS Ref. Doc. OU	The OU in which the CFS reference document has been created.
CFS Ref. Doc. Type	The CFS reference document type. It could be "Application", "Auction" Or "ESC"
CFS Ref. Doc. No.	The unique transaction number to which all Container Freight Station transactions are linked.

Note : CFS Ref. Doc. OU. CFS Ref. Doc. Type and CFS Ref. Doc. No. columns will be enabled only when the IPS parameter "Container Freight Station Applicability" is set as "Yes".

Enter the following fields:

Reason Code	Use the drop-down list box to select the code identifying the reason for which the invoice is being put on hold or the reason for which the invoice has been released from the held status. These reason codes are defined in the “Maintain Reason Information” activity of the “Reason Definition” business component and must be in “Active” status.
Remarks For Hold	Any observations pertaining to the reason for putting the invoice on hold (Alphanumeric, 255).
	Zoom facility available

Click the “Hold Invoice” pushbutton to put the invoice on hold.

The status of the invoice is updated as “Held’.

The system updates the login ID of the user and the system date in the “Last Modified By” and “Last Modified Date” fields.

Note: You can release an invoice that is in the “Held” status.

Click the “Release Invoice” pushbutton to release the invoice in the held status.

The status of the invoice is updated as “Authorized”.

The system updates the login ID of the user and the system date in the “Last Modified By” and “Last Modified Date” fields.

The system displays the following:

Created By	The login ID of the user who has created the invoice.
Created Date	The date on which the invoice was created.
Last Modified By	The login ID of the user who has last modified the invoice.
Last Modified Date	The date on which the invoice was last modified.

To proceed, carry out the following

If pay modes are not applicable for the company, select the “Payment Schedule” link at the bottom of the page to view the details of the payment schedule.
If pay modes are applicable for the company, select the “Payment Information” link at the bottom of the page to view the details of the payment schedule.
Select the “Adjustment” link at the bottom of the page to view the details of the adjustment.
Select the "Attach Notes" link at the bottom of the page to attach notes.
Select the “Invoice Summary” link at the bottom of the page to view the details of the invoice.
Select the “Accounting Information” link at the bottom of the page to view the posting details of the invoice amount.
Select the "Tax Calculation - Summary" link at the bottom of the page to view the calculated tax.
Select the “Collaborate” link at the bottom of the page to record or to view the observations or comments or discussions regarding the document.