Difference between revisions of "How do I put a customer\supplier invoice on hold?"

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(New page: {{Review}} == Summary == Their maybe instances were you want put off the payment of a supplier invoice to a later date for some reason. This article explains how you can do this within Sa...)
 
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{{Review}}
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== Summary ==
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This article explains how you can prevent invoices being paid in {{SL}} Receipts or {{PL}} Payments where there are queries to be resolved.
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== More Information ==
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The Document Hold option can be access from numreous places:
 +
 
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=== Receipts/Payments ===
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Go to {{Menu|{{SL}}|Receipts}} or {{Menu|{{PL}}|Payments}}.
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* Enter the {{DataPrompt|Customer}} or {{DataPrompt|Supplier}} Account Code or [[Do I have to remember all these customer and supplier codes?|search]] for their account code.
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* Enter a specific {{DataPrompt|Document}} number and click {{Button|Select}} or click {{Button|Select}} to bring up all outstanding documents.
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* Move to the Document that you want to put on hold and press {{KeyPress|S-F2}}.
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* If there are no hold records against the document click {{Button|OK}}.
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* Press {{KeyPress|F6}} or click {{Button|Add}} to add a document hold.
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* Check the {{DataPrompt|Held Amount}} is correct. The system will default to the outstanding document balance.
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* Enter an {{DataPrompt|Expiry Date}} if you would like the system to remove the hold record for you at a given date.
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{{Note|text=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 {{DataValue|Paying a Held Document}}. To remove the hold record see [[How do I take a customer\supplier invoice off hold?|this]] article.}}
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* Enter a {{DataPrompt|Note}} as to why you are putting the document on hold, if required.
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** If you wish to record additional notes click on the {{Tab|Notes}} tab.
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* Press {{Button|Done}} and click {{Button|Accept}}.
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=== Customer/Supplier Record ===
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Within Customer or Supplier Properties press {{KeyPress|S-F2}} from their account code or name/address  field.
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* If there are no hold records against the document click {{Button|OK}}.
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* Press {{KeyPress|F6}} or click {{Button|Add}} to add a document hold.
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* Check the {{DataPrompt|Held Amount}} is correct. The system will default to the outstanding document balance.
 +
* Enter an {{DataPrompt|Expiry Date}} if you would like the system to remove the hold record for you at a given date.
 +
 
 +
{{Note|text=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 {{DataValue|Paying a Held Document}}. To remove the hold record see [[How do I take a customer\supplier invoice off hold?|this]] article.}}
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* Enter a {{DataPrompt|Note}} as to why you are putting the document on hold, if required.
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** If you wish to record additional notes click on the {{Tab|Notes}} tab.
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* Press {{Button|Done}} and click {{Button|Accept}}.
  
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== Summary ==
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=== Add or Edit Document Holds ===
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Their maybe instances were you want put off the payment of a supplier invoice to a later date for some reason. This article explains how you can do this within Sales Ledger Receipts\Purchase Ledger Payments.  
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From {{Menu|{{RP}}|Maintenance Options|Add or Edit Document Holds}} within {{RP}}.
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* Specify the {{DataPrompt|Ledger}} and then the {{DataPrompt|Account}} for the customer or supplier
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* Enter the {{DataPrompt|Document Number}} or use {{KeyPress|F1}}/{{KeyPress|S-F1}} to scroll through their outstanding documents. The details of each will be shown to the right of the screen.
 +
* Check the {{DataPrompt|Held Amount}} is correct. The system will default to the outstanding document balance.
 +
* Enter an {{DataPrompt|Expiry Date}} if you would like the system to remove the hold record for you at a given date.
 +
 
 +
{{Note|text=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 {{DataValue|Paying a Held Document}}. To remove the hold record see [[How do I take a customer\supplier invoice off hold?|this]] article.}}
  
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== Details ==
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* Enter a {{DataPrompt|Note}} as to why you are putting the document on hold, if required.
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*Go to "Accounts" or "systems" -> "Sales Ledger"\"Purchase Ledger" -> "Receipts"\"Payments"
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** If you wish to record additional notes click on the {{Tab|Notes}} tab.
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*At {{DataPrompt|Customer\Supplier:}} type in the Customer\Suppliers account code if known, or [[How do I Find a Supplier?|search]] for a Customer\Supplier.
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* Press {{Button|Done}} and click {{Button|Accept}}.
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*Press {{KeyPress|Enter}} twice.
 
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*Arrow key to the relevant invoice.
 
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*Press {{KeyPress|S-F2}} to get to the document hold screen.
 
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*Check the amount you wish to put on hold is correct.
 
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*Enter a comment of why the invoice needs to be on put on hold (if required).
 
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*Enter the expiry date for the hold if you want the system to automatically remove the Document hold at a given date. If the hold needs to be indefinite that this date should be left blank.
 
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*Press {{KeyPress|Esc}} and click {{Button|Accept}}.
 
  
 
== See also ==
 
== See also ==
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*[[Paying Off Customer Accounts]]
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* [[How do I take a customer\supplier invoice off hold?]]
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*[[Paying Suppliers]]
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* [[ How do I Amend a Held Record?]]
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*[[How do I Take a Customer\Suppler Invoice off Hold?]]
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* [[How do I review hold records?]]
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* [[Posting payments received]]
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* [[Paying suppliers]]
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{{KB_Tags|customer, supplier, invoice, payments, document, hold, held, stop, pay, receipt}}
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{{How}}{{Hint}}{{KB_PL}}{{KB_SL}}{{ZN_Accounts}}{{ZN_Admin}}
  
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{{KB_Tags|Customer, Supplier, Invoice, Payments, Document, hold}} 
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{{KB_Ref|GR56, PL04, SL04}}
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{{KB_SL}} {{KB_PL}} {{FAQ}} {{ZN_Admin}} {{ZN_Accounts}}
 

Latest revision as of 06:31, 17 February 2022

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


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Keywords AND Misspellings
customer, supplier, invoice, payments, document, hold, held, stop, pay, receipt
Tags

GR56, PL04, SL04

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