How do I put a customer\supplier invoice on hold?

Summary

This article explains how you can prevent invoices being paid in Sales Ledger Receipts or Purchase Ledger Payments where there are queries to be resolved.

More Information

The Document Hold option can be access from numreous places:

Receipts/Payments

Go to " Sales Ledger Receipts" or " Purchase Ledger Payments".

• Enter the "Customer" or "Supplier" Account Code or search for their account code.
• Enter a specific "Document" number and click [Select] or click [Select] to bring up all outstanding documents.
• Move to the Document that you want to put on hold and press <Shift+F2>.

• If there are no hold records against the document click [OK].
• Press <F6> or click [Add] to add a document hold.
• Check the "Held Amount" is correct. The system will default to the outstanding document balance.
• Enter an "Expiry Date" if you would like the system to remove the hold record for you at a given date.

If you leave this date blank the document will be left on hold for an indefinite period. You will only be able to pay it by manually entering the amount to pay but will be warned that you are 'Paying a Held Document'. To remove the hold record see this article.

• Enter a "Note" as to why you are putting the document on hold, if required.
  • If you wish to record additional notes click on the [Notes] tab.
• Press [Done] and click [Accept].

Customer/Supplier Record

Within Customer or Supplier Properties press <Shift+F2> from their account code or name/address field.

• If there are no hold records against the document click [OK].
• Press <F6> or click [Add] to add a document hold.
• Check the "Held Amount" is correct. The system will default to the outstanding document balance.
• Enter an "Expiry Date" if you would like the system to remove the hold record for you at a given date.

If you leave this date blank the document will be left on hold for an indefinite period. You will only be able to pay it by manually entering the amount to pay but will be warned that you are 'Paying a Held Document'. To remove the hold record see this article.

• Enter a "Note" as to why you are putting the document on hold, if required.
  • If you wish to record additional notes click on the [Notes] tab.
• Press [Done] and click [Accept].

Add or Edit Document Holds

From " Reports & Settings Maintenance Options Add or Edit Document Holds" within Reports & Settings.

• Specify the "Ledger" and then the "Account" for the customer or supplier
• Enter the "Document Number" or use <F1>/<Shift+F1> to scroll through their outstanding documents. The details of each will be shown to the right of the screen.
• Check the "Held Amount" is correct. The system will default to the outstanding document balance.
• Enter an "Expiry Date" if you would like the system to remove the hold record for you at a given date.

If you leave this date blank the document will be left on hold for an indefinite period. You will only be able to pay it by manually entering the amount to pay but will be warned that you are 'Paying a Held Document'. To remove the hold record see this article.

• Enter a "Note" as to why you are putting the document on hold, if required.
  • If you wish to record additional notes click on the [Notes] tab.
• Press [Done] and click [Accept].

See also

• How do I take a customer\supplier invoice off hold?
• How do I Amend a Held Record?
• Posting payments received
• Paying suppliers

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Keywords AND Misspellings

customer, supplier, invoice, payments, document, hold, held, stop, pay, receipt

Tags

GR56, PL04, SL04