Holding / releasing expense invoice

This page allows you to put an expense invoice on hold. You can put an invoice that is in the “Authorized”, “Requested” or “Partly Paid” status on hold. You can select the reason due to which the invoice has been put on hold. You can also record your observations regarding invoice. The system updates the status of the invoice accordingly. The system also stores the login ID of the user and the system date along with the invoice details.

This page also allows you to release an expense invoice that is in the “Held” status. You can release an invoice that is in the “Held”, “Held Requested” or “Held Partly Paid” status. The invoice after release is reverted to its earlier status. The system also stores the login ID of the user and the system date along with the invoice details.

Select the “Hold / Release Expense Invoice” link at the bottom of the “Select Invoice” page.

The “Hold / Release Expense Invoice” page appears.

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

Invoice No.	The number identifying the expense invoice.
Status	The status of the invoice. It could be “Authorized”, “Requested”, “Partly Paid”, “Held”, “Held Requested” or “Held Partly Paid”.
	Authorized – indicates that the invoice has been authorized.
	Requested – indicates that a request for payment has been raised for the invoice.
	Partly Paid – indicates that a part payment has been made for the invoice.
	Held – indicates that the invoice has been put on hold. An invoice in this status will not be posted in the finance book.
	Held Requested – indicates that the request for payment that has been raised for the invoice has been put on hold. The payment voucher that has been raised for this invoice would be stopped from being processed.
	Held Partly Paid – indicates that the invoice has been partly paid. The balance amount has been stopped from payment.
Invoice Date	The date on which the expense invoice has been raised.
Finance Book	The code identifying the finance book in which the invoice details have been posted.

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

Supplier Registered At	The code identifying the organization unit in which the supplier has been created.
Supplier Code	The code identifying the supplier.
Supplier Name	The name of the supplier.
Pay To Supplier Code	The code identifying the supplier to whom the payment can be made.
Pay To Supplier Name	The name of the supplier to whom payment can be made.
Supplier Invoice No.	The number identifying the invoice that has been issued by the supplier.
Supplier Invoice Amount	The amount for which the supplier invoice has been raised.
Supplier Invoice Date	The date on which the supplier invoice was raised.

The system displays the following in the Retention / Withheld Amount Details section.

Retention Control A/c	The Supplier payable Account for retention amount postings.
Pay Term	The pay term used to auto generate the Supplier Account based credit Note for the retention amount.
Retention Amount	The amount which is retained while making payment to the vendor.
Supplier Credit Note	The Credit Note auto generated for the retention amount.

The system displays the following in the Retention / Withheld Amount Details section.

Supplier Control (Hold) A/c	The Supplier payable Account for withheld amount postings.
Pay Term	The pay term used to auto generate the Supplier Account based credit Note for the withheld amount.
Hold Amount	The amount which is withheld while making payment to the vendor.
Supplier Credit Note	The Credit Note auto generated for the withheld amount.

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

Currency	The code identifying the currency in which the expense invoice must be 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.
Payment Processing Point	The code identifying the organization unit from which the payment for the invoice must be released.
Electronic Payment	Indicates whether an electronic payment can be made for the invoice.
Payment Method	Indicates the method in which the payment must be made to the supplier. It could be “ESR”, “ESR+”, “LSV”, “LSV+”, “Regular” or “Specific Bank”.
Payment Type	The type of payment made. It could be "Cash" or "Credit".
Pay Mode	Indicates the mode in which the payment has to be made to the supplier. It could be any of the Bank, Cash, PTT, DTA and SAD pay modes that have been defined.
Cash Code	The cash code in which the payment has been made for the Invoice.
Description	The description of the cash code.
Payment Priority	Indicates the priority that has been accorded to the invoice. It could be “High”, “Medium” or “Low”.
Pay Term	The code identifying the pay term.
Anchor Date	The date from which the payment schedule of the invoice has been calculated.
Total Invoice Amount	The total invoice amount.
Auto Adjust	Indicates whether the invoice has been automatically adjusted. It could be “Yes” or “No”.
Comments	Any observations or remarks regarding the expense invoice.
	Zoom facility available

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

Line No.	The number identifying the line in which the expense details are available in the invoice.
Expense / TCD Code	The code identifying the tax, charge or discount or the description of the expense.
Usage ID	The code identifying the usage that has been mapped to the account code.
Account Code	A code identifying the accounting code that has been mapped to the usage ID given.
UOM	The unit of measurement of the expense.
Qty.	The number units of the item for which the expense has been incurred.
Rate	The price of one unit of the expense.
Rate Per	The number of items, for which the rate is applicable.
Amount	The amount invoiced for the expense.
Remarks	Any observations or comments regarding the expense available in the line.
Cost Center	The code identifying the cost center to which the “Supplier Payable Account”.
Analysis Code	The analysis code to which the “Supplier Payable Account” is mapped.
Sub-Analysis Code	The sub-analysis code that has been mapped to the analysis code.
Expense/ TCD	Indicates whether an “Expense”, “Tax”, “Charge” or “Discount” is available in the line.
TCD Computation	Indicates the method in which the tax, charge or discount has been calculated. It could be “For Document” or “For Line Item”.
	For Document – indicates that the tax, charge or discount has been calculated for the invoice as a whole.
	For Line Item – indicates that the tax, charge or discount has been calculated for each individual row in the invoice.
TCD On Line No.	The number identifying the line in which the expense for which the tax, charge or discount has been calculated.
TCD Desc.	The description of the code identifying the expense, tax, charge or discount.
CFS Ref. Doc. OU	The OU in which the CFS reference document has been created.
CFS Ref. Doc. Type	The CFS reference document type. The values would be "Application", "Auction" Or "ESC"
CFS Ref. Doc. No.	The unique transaction number to which all Container Freight Station transactions are linked.
Usage Description	The textual description of the Usage id.
Account Description	The textual description of the account code.

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 putting the invoice on hold or the reason due to which the invoice is being released from the “Held” status. The reason codes that have been defined for the supplier direct invoice in the “Reason Code Definition” business component and must be in an “Active” status.
Remarks For Hold	Any comments regarding the need to put the invoice on hold (Alphanumeric, 255).
	Zoom facility available

Note: You can put an invoice that is in the “'Authorized”, ”'Requested” or 'Partly Paid” status on hold.

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

Status Updation

The system updates the status of an “Authorized” invoice as “Held”.

The system updates the status of a “Requested” invoice as “Held Requested”.

The system updates the status of a “Partly Paid” invoice as “Held Partly Paid”.

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

Note: You can release an invoice that is in the “Held”, “Held Requested” or “Held Partly Paid” status.

Click the “Release Invoice” pushbutton release an invoice that is in the “Held” status.

Status Updation

The system updates the status of a “Held” invoice as “Authorized”.

The system updates the status of a “Held Requested” invoice as “Requested”.

The system updates the status of a “Held Partly Paid” invoice as “Partly Paid”.

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

The system displays the following:

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

To proceed, carry out the following

If Swiss pay modes are not applicable for the company, select the “Payment Schedule” link at the bottom of the page to view the payment schedule details.
If Swiss pay modes are applicable for the company, select the “Payment Information” link at the bottom of the page to view the details of the electronic payment received.
Select the “Invoice Summary” link at the bottom of the page to view the summary of the invoice.
Select the “Accounting Information” link at the bottom of the page to view the account posting information.
Select the “Attach Notes” link at the bottom of the page to record observations or comments regarding the invoice.