How to Resolve an Accounts Payable Invoice Hold


Overview


This article will describe how to approve or reject an accounts payable invoice hold as the requester.

Critical Concepts


Steps to Take


Option 1: Approval via Email

  1. Compare the invoice details shown in the notification with the PO in Oracle
  2. If the invoice charges accurately reflect goods that were received or services that were performed, Release the invoice for payment
  3. If the invoice is inaccurate, Acknowledge the invoice
    1. Add a comment explaining why it should not be paid and including the next steps (e.g. cancel the invoice, process against a different PO line, etc.)
    2. Contact the supplier informing them that the invoice will not be paid and potentially requesting a revised invoice with the appropriate charges

Option 2: Approval in Oracle

Navigate to the Invoice Hold

  1. Go to https://ofc.ucsd.edu
  2. Click the Single Sign-On option, then log in with your Active Directory Information
  3. At the top right of the page, click the Bell icon
  4. Click on the hold notification if it immediately appears, or search by the invoice number or "hold" to locate and click on the notification

Optional: Delegate to the Financial Unit Approver

*PLEASE NOTE: If you are approving the invoice hold as the Financial Unit Approver, you are providing approval for both the hold and financial unit approval. Review the invoice in its entirety in Oracle before approving the invoice hold as you will not have a second opportunity to approve the invoice.

  1. At the top right of the popup, click Actions
  2. Click Delegate
  3. Enter the Name and a Comment
  4. Click Submit

Act upon the Invoice Hold

  1. Compare the invoice details shown in the notification with the PO in Oracle
  2. If the invoice charges accurately reflect goods that were received or services that were performed, Release the invoice for payment
  3. If the invoice is inaccurate, Acknowledge the invoice
    1. Add a comment explaining why it should not be paid and including the next steps (e.g. cancel the invoice, process against a different PO line, etc.)
    2. Contact the supplier informing them that the invoice will not be paid and potentially requesting a revised invoice with the appropriate charges

If you still have questions or need additional assistance, please contact the IPPS Solutions Team by submitting a ticket or calling (858) 534-9494.