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[ BEN Financials ]

501. Matching Holds Report
Documentation :|: BEN Balances Report Documentation :|: Quick View

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Last Updated: 2/23/09

The report can be used to identify invoices on hold and the number of days each invoice has been on hold, calculated from the first day the hold was placed to the date the report is run. This report itemizes multiple holds from purchase order lines by invoice number. Therefore, any invoice retrieved could have one or more holds applied to a purchase order line and the duration of the hold for each line individually.

The holds include the following:

Holds

Look Up Code

Quantity Ordered

QTY ORD

Quantity Received

QTY REC

Max Ship Amount

Max Ship Amount

Items Not Ordered

Item Not Ordered

This report is unsecured and can be run from the following responsibilities:

PO Manager
PO/CO Manager
Research Services Manager

Senior BA Reporting

 

Sort Order:

The report sort is by PO Number, Invoice Number, PO Line Number.

 

Parameters:

BUYER, ORG OR FUND. This report requires at least one of the parameters to be entered. If FUND is used as a parameter, see the details below.

BUYER

§         ALL invoices on Hold for that particular buyer for any account combination.

ORG

§         ALL invoices on Hold for any Purchase Orders processed with an account distribution using the specified ORG number.

FUND

§         ALL invoices on Hold for any Purchase Orders processed with an account distribution using the specified FUND number. If the fund value entered is 000000 or 000011, a second parameter of BUYER or ORG must be used.

If a second parameter is not entered, the report will complete with a Phase: Completed, Status: Error. You can view the "Error Status" from the Reports Request form. Click on the View Log button and the following error message will be shown. ERROR: MSG-01000- Please enter an additional parameter (Buyer or ORG) for this Fund.

 

File Layout:

From left to right, the columns provide the following information:

Column #

Column Heading

1

PO Num

2

Buyer

3

Supplier Name

4

Line Num

5

Invoice Num

6

Invoice Date

7

Invoice Amount

8

Hold Type

9

Days on Hold

10

Qty/Amt Ordered

11

Qty/Amt Billed

12

Qty Rec

The report will have one row for each PO/Invoice/Hold (unique hold type).

 

Last Page of the Report:

Report Parameters
The parameters used to request the report are printed on the last page as confirmation of what was requested. If the hold data returned to you in the report are not what you expected, the report parameters list is a useful first place to start. At a minimum, you can verify the range of values you provided at the time you submitted the report.

 

Action Required:

To Release Hold

To Release Hold

To Cancel Invoice

Hold Type

Enter Receipt

Holds Resolved Markup

Route to Accounts Payable Markup

Quantity Ordered

 

X

X

Quantity Received

X

 

X

Max Ship Amount

 

X

X

Items Not Ordered

 

X

X

§         Enter Receipt - From Requisitioner or PO Manager responsibility in the BEN Financials, enter receipts for the Purchase Order lines that have been invoiced.

§         Holds Resolved Markup - To APPROVE payment of an invoice. Comment is not required.

§         Routes to Accounts Payable Markup - To CANCEL an invoice. In the Comment section include a detailed reason for canceling the invoice.

 

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