Handling invoice holds in PROCESSIT

Invoice holds are handled in the Hold Details screen. The Holds are handled by a super user.

Be aware that not all holds are user releasable and the cause of the hold should be addressed first.

Release holds

Releasing holds reruns the Standard Oracle invoice validation.

  1. Open a Holds applied task
  2. Select Release holds in the Hold Details Action selector
  3. Click Submit

Keep holds

The Approval Workflow is terminated leaving the invoice in Payables with the holds applied.

  1. Select Keep holds in the Hold Details Action selector
  2. Click Submit

Max Wait Time Alerts for Goods Not Received

Through configuration parameters, you can set up a maximum wait time before the system generates alert notifications for 2-way, 3-way or 4-way PO related holds.

You must specify a schedule and max times to wait before the system signal the revalidation that triggers another PO hold notification process. Reminders are still executed according to the specified settings, but when the max time to wait is reached, the process is restarted.

Max time to wait for notifications is set via these configuration parameters:

Max time to wait in days must be greater than Time to wait in days.

The workflow checks the invoice for 2-way, 3-way or 4-way holds every time the Time to Wait value is reached until the Max Time to Wait has been eclipsed. Then a revalidation is performed which triggers another handle hold notification process from the beginning. The scenario would be repeated again until the holds have been addressed either through PROCESSIT or the ERS system.

The check result can be:

Defining the time in days

Time values are defined in Fraction of a day. For example half a day: .5 = 12 hours. 30 minutes: .021=30/1440).

Automatic release of PROCESSIT hold

If PROCESSIT hold is enabled, it is released automatically when all other holds are resolved.

Match Hold Approvals

When an invoice has been imported to Oracle E-Business Suite, one or more holds might be applied. You can use search to find details for invoices where holds are applied.

Hold release approval check

You can configure the system to perform some approval checks when a user attempts to release a hold within PROCESSIT, in order to allow or disallow the hold release.

If the configuration parameter Enable/Disable hold release approval check is enabled, only users matching these criteria are allowed to release a hold:

User assignment must have approval groups and approval assignments setup, depending on if position hierarchy is used or not.

If the configuration parameter Enable hold release requisition approval check is enabled, a hold notification receiver user must have approval rights to approve "fake requisition" (if exists) related to a hold. Fake requisition is build runtime following to the specification written in TRP07.

This approval check is performed for each hold separately one by one. If a user is authorized to release a hold, the hold is released. If user does not have authority to release a hold, the process continues to the next applied hold. Following this proceudre, if there are still holds applied, the invoice notification is routed to the next person in the approval hierarchy. The approval hierarchy is based on PURCHASE REQUISITION document type configuration in Oracle E-Business Suite.

Check holds

You can configure Check Hold parameters to check if an invoice will go to a hold process before it is submitted. Both the manual and automatic matching processes consider the difference between price and quantity ordered versus acceptable tolerances. If an automatic match would result in a hold, the invoice is now sent for manual match. Conversely, if a manual match task would result in a hold; the user is required to have Check Holds disabled to submit the invoice. Otherwise, the data causing the hold must be handled in the ERP system before proceeding with the invoice workflow.

If the check hold catches an invoice, the mating procedures are still carried out in accordance with standard workflow settings.

Note that check holds must be enabled for the PO_MATCH_USER for the automatic part of the check holds procedure to work.