In COINS ERP+, invoices can be placed on hold to prevent payment and released for payment once the hold is resolved. This article covers how to place an invoice on hold during entry, how to manage hold codes after posting, how to use the approval workflow, and how to troubleshoot common hold-related issues.
When you are entering an invoice, you have the option of putting the invoice on hold. This allows you to prevent payment of the invoice.
You might want to put an invoice on hold, for example, if certain details that are required before the invoice can be processed further are missing, or the wrong items were delivered. You can also enter a code that represents the reason for placing the invoice on hold. The codes and their meanings are set up for your company; for example, "02" might mean 'All the goods have not been received'.
There are two types of Invoice Hold Codes; "Commercial" and "Financial" . Depending on your company's organisational structure, the hold codes might be controlled by two different individuals or departments who have the authority to decide whether transactions are put on hold or taken off hold.
Commercial (default) Hold Code - for use by the Commercial Department, for example, when a delivery has been delayed and the transaction should not be processed until full delivery of the goods has been made; or the goods were damaged and transactions should not be processed until the goods are replaced.
Financial Hold Code - for use by the Finance Department, for example; when the transaction is not to be paid before a certain date; or the Finance Department are awaiting receipt of due credit before the next payment is made.
Until the Invoice on Hold field is set to N, the relevant transaction(s) cannot be processed further.
Manage hold codes after posting
After an invoice has been posted, you can place it on hold to prevent payment, or release a hold so the invoice can be paid. There are two methods.
Amend a single invoice
Go to the relevant ledger module (for example, Purchase Ledger or Subcontract Ledger).
Select Invoices, then select Amend Posted Invoices.
Search for and open the invoice.
Go to the Approve tab.
To place the invoice on hold, set the Invoice on Hold field to Y and enter a Commercial Hold Code, a Financial Hold Code, or both.
To release the hold, set the Invoice on Hold field to N and clear the hold code fields.
Save the invoice. The change takes effect immediately — no restart is required.