Common Invoice Holds


Overview


This article is intended to guide users in resolving Invoice validation errors in Oracle

Critical Concepts


Steps to Take


Navigate to the Invoice Hold(s)

  1. Refer to the How to Search Oracle for Invoices, Concur Expense Reports, and Payment Request Status KBA to navigate to the invoice of interest
  2. On the invoice, click the Holds and Approvals tab
  3. Look to the Holds section
    1. The Reason will give a basic description of the hold
    2. The Details will provide more in-depth information for some holds
    3. If the Release section is blank, then the hold has not been resolved

Below is a list of common Invoice Holds and the steps needed to resolve them:

Invoice Hold:What it means:How to Resolve it:
Allocation generates an invalid accountInvoice distribution has an invalid account. An invalid account prevents an Invoice from progressing through validation/approvals/payment and from posting to the General Ledger.At this time, Accounts Payable is working on clearing Invoices on Hold for this reason on a daily basis. However, should an Invoice the team hasn't gotten to yet, need immediate attention, submit a Services & Support ticket to Accounts Payable requesting release.

Service Offering
About :Invoices & Payables
Related to: AP Invoice Holds
Amount billed exceeds amount orderedThe amount listed on the Invoice is greater than the amount ordered on the PO

Invoice should be reviewed prior to authorizing payment on pending Invoice(s). If authorized/acceptable to over pay, the existing PO will close upon doing so. Therefore, a new PO should be created or a change order request for future invoices.

How to Create a PO Change Order in Oracle Procurement

Please submit a Services & Support ticket to Accounts Payable to reques the hold be lifted.

Service Offering
About: Invoices & Payables
Related to: AP Invoice Holds

Billed quantity exceeds ordered quantityThe quantity of item/service on the Invoice is different from the quantity listed on the PO in Oracle

If quantity and dollar amount do not match, then a new PO should be created or a change order requested for future Invoices.

How to Create a PO Change Order in Oracle Procurement

Please submit a Services & Support ticket to Accounts Payable to request the hold be lifted.

Service Offering
About: Invoices & Payables
Related to: AP Invoice Holds

Funds could not be reserved for Invoice lineThis error occurs because the Budget Dates on the Invoice are not within the Award dates of the ProjectRefer to the Resolve the Funds Hold on an Invoice Promapp for resolution instructions.
Invoice price exceeds purchase order price for PO or receipt matched Invoice line and exceeds consumption advice price for consumption advice matched Invoice lineThe price of item/service on the Invoice is different from the price listed on the PO in OracleInvoice should be reviewed prior to authorizing an over payment on pending Invoice(s). If authorized/acceptable to over pay, the existing PO will close upon doing so. Therefore, a new PO should be created, or a change order requested for future Invoices. A case should be submitted to Accounts Payable to request the hold be lifted.

Submit a Services & Support ticket
Service Offering
About: Invoices & Payables
Related to: AP Invoice Holds

How to Create a PO Change Order in Oracle Procurement
Line does not have enough information to generate distributionsThe data on the Invoice line(s) is not complete, and/or the PO is not open

PO should be reviewed prior to submitting Invoices to ensure that the PO is open and lines have all necessary information (COA and/or POETAF values). Thereafter, please submit a Services & Support ticket to Accounts Payable so a team member can assist in troubleshooting and with appropriate steps for resolution.

Service Offering
About: Invoices & Payables
Related to: AP Invoice Holds

The expenditure failed Project-level transaction controlsThis is a specific transaction control validation in place on Sponsored and Capital Projects within the system. The System is placing a Hold on the Invoice because the particular expense Account Code cannot be used on the Project requested.Refer to the Resolve the Transaction Controls Hold on an Invoice Promapp for resolution instructions.
The partner tax calculation is pendingTax calculation is failing because Ship to Location is missing on the Invoice line(s)At this time, Accounts Payable is working on clearing Invoices on Hold for this reason on a daily basis. However, should an Invoice the team hasn't gotten to yet, need immediate attention, please submit a Services & Support ticket to Accounts Payable requesting release.

Submit a Services & Support ticket
Service Offering
About: Invoices & Payables
Related to: AP Invoice Holds
The Project cost attributes failed business rule and transaction control validations. Review the hold details for more information.

There are three possibilities:

  • Expenditure item date is after the Award end date.
  • The project has been closed
  • The expenditure type is not allowed on the project
Refer to our Resolve the Project Hold on an Invoice Promapp for resolution instructions.
Total of Invoice distributions does not equal Invoice amountThe total on the Invoice header is not matching the total amount for the Invoice lines in the Distributions portion of the InvoiceAt this time, Accounts Payable is working on clearing Invoices on Hold for this reason on a daily basis. However, should an Invoice the team hasn't gotten to yet, need immediate attention, please submit a Services & Support ticket to Accounts Payable requesting release.

Service Offering
About: Invoices & Payables
Related to: AP Invoice Holds
Total of Invoice lines does not equal Invoice amountThe total amount in the Invoice header does not match the totals of the Invoice linesAt this time, Accounts Payable is working on clearing Invoices on Hold for this reason on a daily basis. However, should an Invoice the team hasn't gotten to yet, need immediate attention, please submit a Services & Support ticket to Accounts Payable requesting release.

Service Offering
About: Invoices & Payables
Related to: AP Invoice Holds

*This is not an all-inclusive list of Invoice holds, this is a list of most common holds.

If you still have questions or need additional assistance, please submit a ticket or call the IPPS Help Desk at (858) 534-9494