Budget & Finance Knowledge Base - Common Invoice Holds

Overview

This article guides users in resolving Invoice validation errors in Oracle.

Essential Information

Reference KB0032908: How to Search Oracle for Purchase Order Invoice Status to view Invoice Holds, OR run the Oracle Invoice Holds Report (BAH> Budget & Finance > Procure to Pay Panorama > Invoice Summary).
The invoice number for non-PO payment requests submitted through Services & Support will be the ticket number beginning with RITM.

Next Steps

Navigate to the Invoice Hold(s)

Refer to KB0032908: How to Search Oracle for Purchase Order Invoice Status to navigate to the invoice of interest.
On the invoice, click the Holds and Approvals tab.
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.

Here is 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 account	Invoice distribution has an invalid account. An invalid account prevents an Invoice from progressing through validation/approvals/payment and from posting to the General Ledger.	Holds are reviewed daily by Acconts Payable. If immediate attention is needed, submit a Services & Support ticket to Accounts Payable requesting release. The below routing may be used: About :Invoices & Payables Related to: AP Invoice Holds
Amount billed exceeds amount ordered	The amount listed on the Invoice is greater than the amount ordered on the PO	Approval Process The invoice hold is automatically routed to the PO requester for approval. Please review the invoice thoroughly before authorizing payment. Important Note on PO Closure Processing an invoice that exceeds the PO amount will permanently close the PO (even if the invoice is on hold). To prevent billing interruptions, please submit a change order or create a new PO for any future invoices. Troubleshooting Need Help? Refer to KB0033915: How to Review an Invoice Pending Your Approval Requester Unavailable? If the listed requester is no longer with the department, please submit a Services & Support ticket to Accounts Payable to request a hold lift. The below routing may be used: About: Invoices & Payables Related to: AP Invoice Holds
Billed quantity exceeds ordered quantity	The quantity of item/service on the Invoice is different from the quantity listed on the PO in Oracle	Approval Process The invoice hold is automatically routed to the PO requester for approval. Please review the invoice thoroughly before authorizing payment. Important Note on PO Closure Processing an invoice that exceeds the PO amount will permanently close the PO (even if the invoice is on hold). To prevent billing interruptions, please submit a change order or create a new PO for any future invoices. Troubleshooting Need Help? Refer to KB0033915: How to Review an Invoice Pending Your Approval Requester Unavailable? If the listed requester is no longer with the department, please submit a Services & Support ticket to Accounts Payable to request a hold lift. The below routing may be used: About: Invoices & Payables Related to: AP Invoice Holds
Funds could not be reserved for Invoice line	This error occurs because the Budget Dates on the Invoice are not within the Award dates of the Project	Refer 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 line	The price of item/service on the Invoice is different from the price listed on the PO in Oracle	Approval Process The invoice hold is automatically routed to the PO requester for approval. Please review the invoice thoroughly before authorizing payment. Important Note on PO Closure Processing an invoice that exceeds the PO amount will permanently close the PO (even if the invoice is on hold). To prevent billing interruptions, please submit a change order or create a new PO for any future invoices. Troubleshooting Need Help? Refer to KB0033915: How to Review an Invoice Pending Your Approval Requester Unavailable? If the listed requester is no longer with the department, please submit a Services & Support ticket to Accounts Payable to request a hold lift. The below routing may be used: About: Invoices & Payables Related to: AP Invoice Holds
Line does not have enough information to generate distributions	The data on the Invoice line(s) is not complete, and/or the PO is not open	The 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). Once confirmed, please submit a Services & Support ticket to Accounts Payable so a team member can assist in troubleshooting and provide appropriate steps for resolution.The below routing may be used: About: Invoices & Payables Related to: AP Invoice Holds
The expenditure failed Project-level transaction controls	This 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 pending	Tax calculation is failing because Ship to Location is missing on the Invoice line(s)	Holds are reviewed daily by Accounts Payable. If immediate attention is needed, submit a Services & Support ticket to Accounts Payable requesting release. The below routing may be used: 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 amount	The total on the Invoice header is not matching the total amount for the Invoice lines in the Distributions portion of the Invoice	Holds are reviewed daily by Accounts Payable. If immediate attention is needed, submit a Services & Support ticket to Accounts Payable requesting release. The below routing may be used: About :Invoices & Payables Related to: AP Invoice Holds
Total of Invoice lines does not equal Invoice amount	The total amount in the Invoice header does not match the totals of the Invoice lines	Holds are reviewed daily by Accounts Payable. If immediate attention is needed, submit a Services & Support ticket to Accounts Payable requesting release. The below routing may be used: About :Invoices & Payables Related to: AP Invoice Holds

NOTE: This is not an all-inclusive list of invoice holds; this is a list of most common holds.

Questions?

If you need any additional assistance, please submit a ticket here, or call the IPPS Help Desk at (858) 534-9494.