Putting PO's and Vendor Invoices On Payment Hold

Post date: Mar 15, 2020 3:21:20 PM

As of the 3/15/2020 program revision, you can now put payments to a vendor on hold right from the 'Edit PO Header' screen.  On that screen (see below), you'll now see an 'On Hold' checkbox, and entry fields for an 'on hold reason', as well as one for notes about the communications with the vendor.

Once a PO has been placed on hold, the 'reason', as well as the user and date it was placed on hold, will be locked - 'read only' (edits can be made at any time to the 'Vendor' comments section, however).  To take a PO OFF hold, first uncheck the 'On Hold' checkbox and save it.  If you need to put it on hold again later, you can do so.

Placing a PO on hold causes any invoices that include receipts for that PO to be placed on hold.  (Keep in mind, this means that if an invoice is entered for multiple receipts, and if ANY of those receipts is from an 'On Hold' PO, then that entire invoice will be placed on hold in AP). The logic works as follows, based on the listed conditions:

1) If there are NO open invoices in AP for any of the PO's receipts, then nothing will happen in AP at the time the PO is placed on hold.

2) If there ARE any open invoices in AP for any of the PO's receipts, those open invoices will be placed on hold when the PO is placed on hold.

3) If the PO is fully received ('complete'), and all the receipts have been invoiced, and all those invoices have been paid, then you cannot put the PO on hold.  If you try to do so, you'll get a warning telling you why it can't be placed on hold, and it will NOT be placed on hold.

In AP, when a new AP invoice is entered or updated, IF one of the receipts entered on it is from a PO that is on hold, then the AP invoice will be placed on hold.

ALSO - when PO invoices are converted to AP invoice batches, if any of those invoices include receipts from 'on hold' PO's, then the AP invoices that are created will also be on hold, and the user who creates the batch will get a notice advising them which AP batch entries are on hold. 

In AP, when viewing invoice transactions, you'll see all the 'On Hold' information on the screen:

Also, the 'AP On Hold Invoices Query (1231)' will now include the 'reason' for placing it on hold as well as the user, date/time, and a link to the PO if it was placed on hold.