Overview

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

Essential Information

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• Invoices holds will be routed to the Requester indicated on the Purchase Order for approval when there is a discrepancy in price or quantity between the invoice and the PO.
• Invoice hold notifications in your worklist or sent via email will have the subject "Action Required: ___ Hold on Invoice" (e.g. "Action Required: Ordered quantity Hold on Invoice").
• Invoices may have multiple holds, and approval will be required for each hold on the invoice.
  
  • If you see multiple hold approval requests for a single invoice in your worklist, resolve all of them.
  • We recommend reviewing one invoice hold in detail, then quickly acting on the remaining invoice hold approvals for the same invoice by using the Actions button in the worklist.
• Invoice holds may be delegated by the Requester to the Financial Unit Approver:
  
  • The invoice hold notification will only drop from the Requester's worklist once the Financial Unit Approver has resolved the hold.
  • Once the invoice hold has been delegated, the Requester may still resolve the invoice hold themselves or delegate to a different Financial Unit Approver.
• Whoever approves the invoice hold will not be responsible for approving the invoice a second time.
  
  • If the Requester delegates the invoice to the Financial Unit Approver, their approval will count for both the hold and Financial Unit Approval.
• Reference KB0033264: Common Invoice Holds for instructions on resolving other holds.
• Approval in Oracle will be required if you are using an email other than your official UCPath email (@eng.ucsd.edu, @health.ucsd.edu, or any other vanity email).
  
  • If you would like to approve these and other Oracle documents via your email, you can use GMail to do so  if your supervisor approves (KB0032697 How to Approve Invoices and Requisitions from a Non-UCPath Email)

Next Steps

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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, Approve 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.

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Option 2: Approval in Oracle

Navigate to the Invoice Hold

1. Go here
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

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

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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.