Invoice Holds: Definitions, Actions Needed & Prevention

Hold name:  Max Ship Amount
Former Hold Name prior to 9/23/12:  Max Ship Amount
Action owner:  Department
Action Needed:  If you agree with the price - approve. If you do not agree with the price - contact Purchasing.
Cause of hold:  Vendor invoiced Yale with a dollar amount that was $100 or more than the PO line.
Prevention:  When placing an order for a non-catalog item in SciQuest, verify pricing with the vendor before placing the order.
Hold name:  Future Dated Invoice
Former Hold Name prior to 9/23/12:  EID Automatic Hold
Action owner:  Accounts Payable
Action Needed:  Verify the invoice date
Cause of hold:  An Invoice was processed with an invoice date in the future
Prevention:   Validate any future dated invoices during data entry in Kofax or Oracle.
Hold name:  AP Finding Invoice Owner
Former Hold Name prior to 9/23/12:  N/A
Action owner:  Accounts Payable
Action Needed:  Provide Approval and PTAEO on the Invoice Worklist.
Cause of hold:  Vendor invoice did not identify a PO, requesting department or initiator who purchased the goods or services.
Prevention:   Per Purchasing Policy, most purchases of goods or services require a Purchase Order. If no PO, invoice should include Dept/Org Name, Yale Contact
Hold name: Receiving Required
Former Hold Name prior to 9/23/12: Electronic Invoice Greater Than 5K
Action owner: Department
Action Needed: Provide Approval and insert name of person who received the merchandise/service in the Invoice Worklist.
Cause of hold: Yale policy requires verification of receipt of goods or services for invoices of $5,000 or more.
Prevention: N/A
Hold name: PTAEO and Approval Needed
Former Hold Name prior to 9/23/12: N/A
Action owner: Department
Action Needed: If valid PO exists, reject invoice and request AP to match to PO # ____. Otherwise, provide PTAEO and Approval via the Invoice Worklist.
Cause of hold: Accounts Payable received an OK to Pay invoice directly from the vendor.
Prevention:  Per Purchasing Policy, most purchases of goods or services require a Purchase Order.  If non PO purchases are unavoidable, the invoice should include Dept/Org Name, Yale Contact
Hold name: Line Item not on PO
Former Hold Name prior to 9/23/12: Line Item not on PO
Action owner: Department
Action Needed: Provide Approval and PTAEO on the Invoice Worklist.
Cause of hold: Vendor referenced a good or service that was not on the Purchase Order.
Prevention: When additional items are needed from the vendor, create a new PO rather than making the request via phone or email.
Hold name: PO Vendor Name Mismatch
Former Hold Name prior to 9/23/12: Incorrect Vendor Name
Action owner: Department
Action Needed: If the goods or service was received - Approve If the good or service was not received - reject with comments.
Cause of hold: The vendor who was issued the Purchase Order collaborated with another vendor to fulfill the request.
Prevention: Purchasing will monitor this condition and follow up with vendors to discourage this practice.
Hold name: PO Not Approved
Former Hold Name prior to 9/23/12: PO Not Approved
Action owner: Purchasing
Action Needed: Procurement needs to approve Purchase Order in Oracle. Depts should contact their Procurement Rep to ensure this occurs.
Cause of hold: Vendor’s invoice referenced a Purchase Order that requires approval.
Prevention: Purchasing reviews and approves new or revised PO prior to invoicing.
Hold name: Subcontract Custom Hold
Former Hold Name prior to 9/23/12: 
  • Sub Contract Balance
  • Subcontract ET Invalid
  • Subcontract GCFA Approval
  • Subcontract Inactive
  • Subcontract Num Invalid
  • Subcontract Num Missing
  • Subcontract PI Approval
  • Subcontract PTAEO Invalid
Action owner: Department
Action Needed: Provide SubK #, PTAEO, and Approval.
Cause of hold: Invoice references a subcontract and has missing or invalid data
Prevention: Validate Subcontract number, associated vendor, funds, and PTAEO prior to sending to AP.
Hold name: AP Director Approval
Former Hold Name prior to 9/23/12: AP Director Approval
Action owner: AP Director
Action Needed: AP Director to provide Approval on the Invoice Worklist.
Cause of hold: Invoice is >100K and requires AP Director approval per policy.
Prevention: N/A
Hold name: Team Leader Review
Former Hold Name prior to 9/23/12: Team Leader Review
Action owner: Accounts Payable
Action Needed: Research invoice
Cause of hold: Invoice requires further research and resolution by AP Lead
Prevention: AP will monitor use of the hold to determine & address additional training needs in Shared Services.
Hold name: Vendor Setup Required
Former Hold Name prior to 9/23/12: Supplier
Action owner: Vendor Compliance
Action Needed: Set up New Vendor or Site in Oracle.
Cause of hold: A Purchase Order and Vendor Setup Request (VSR) was not created prior to being invoiced. Refer to Purchasing Policy.
Prevention: Per Purchasing Policy, most purchases of goods or services require a Purchase Order.   If non PO, a Vendor Setup Request (VSR) should be sent to vcu@yale.edu so that vendor can be set up prior to receiving initial invoices.
Hold name: Approver Null/Illeg
Former Hold Name prior to 9/23/12: 
  • Authorizer Illegible
  • Authorizer Needed
Action owner: Department
Action Needed: Provide approval via the invoice Worklist.
Cause of hold: Invoice was submitted by department with an illegible or missing (null) approver.
Prevention: Type or clearly print the approver’s name below the approver’s signature on all invoices requiring approval. 
Hold name: Invalid PTAEO provided
Former Hold Name prior to 9/23/12:
  • PTAEO Invalid
  • PTAEO Needed
Action owner: Department
Action Needed: Provide valid PTAEO on the Invoice Worklist.
Cause of hold: Invoice was submitted by Department with invalid PTAEO
Prevention: Validate the PTAEO using AP radio button before sending to Accounts Payable and provide clearly typed or printed charging instructions.
Hold name: Line Amount Variance
Former Hold Name prior to 9/23/12: Price
Action owner: Accounts Payable
Action Needed: Correct the match to the Purchase Order.
Cause of hold: Invoice included one or more lines where line amount did not match quantity and unit price.
Prevention: Payables will monitor the frequency of this error and follow up with the vendor as needed.
Hold name: Invalid PTAEO on PO
Former Hold Name prior to 9/23/12: EID Automatic Hold
Action owner: Department
Action Needed: Provide valid PTAEO on the Invoice Worklist and update Purchase Order via Purchasing if PO will continue to be used.
Cause of hold: Invoice referenced a Purchase Order that has an invalid PTAEO as of the Invoice Date (Expenditure Item Date).
Prevention:  Monitor Standing Order Purchase Orders to ensure that PTAEO is valid and work with Purchasing to update as needed.
Hold name: PTAEO Revalidation Failed
Former Hold Name prior to 9/23/12: N/A
Action owner: Accounts Payable
Action Needed: Review the invoice to determine whether it needs to be rerouted to department for review and correction.
Cause of hold: A PTAEO on the invoice has become invalid since the invoice was originally created.
Prevention:  Monitor the Invoice Worklist to resolve invoice holds promptly to minimize the risk of PTAEOs becoming invalid.
Hold name: PO Finally Closed
Former Hold Name prior to 9/23/12: N/A
Action owner: Department
Action Needed: Provide Approval and PTAEO on the Invoice Worklist.
Cause of hold: Vendor referenced a Purchase Order that is Finally Closed and cannot be matched to an invoice.
Prevention:  Before requesting that Purchasing Finally Close a Purchase Order, ensure that Yale has been fully invoiced for all the merchandise or services.  (Use Procurement Inquiry and/or commitment reports to review data.)
Hold name: Invalid Purchase Order
Former Hold Name prior to 9/23/12: Invalid PO
Action owner: Department
Action Needed: Provide Approval and PTAEO on the Invoice Worklist. Contact vendor to ensure that this error is not repeated.
Cause of hold: Vendor referenced a Purchase Order that is not in Yale’s Oracle system for Purchasing.
Prevention:  AP will monitor to determine whether vendor has repeated data quality issues and follow up as needed.
Hold name: QTY Ordered
Former Hold Name prior to 9/23/12: QTY Ordered
Action owner: Department
Action Needed: If the additional goods or service was received - Approve. If the additional merchandise or service was not received - reject with comments.
Cause of hold: Quantity billed by vendor exceeds quantity ordered on PO
Prevention: For standing orders, submit a ‘Change Purchase Order’ form via SciQuest to increase the order quantity. Generally, it’s recommended to provide adequate quantity for 1-2 years if the charging instructions are not expected to change.
Hold name: Dist Variance
Former Hold Name prior to 9/23/12: Dist Variance
Action owner: Accounts Payable
Action Needed: Correct the invoice amount or distribution line(s) in Oracle.
Cause of hold: Invoice total does not equal sum of Distribution lines due to data entry error.
Prevention: AP will increase rigor in validating data entry while creating invoices.
Hold name: Duplicate Invoice Review
Former Hold Name prior to 9/23/12:
  • Duplicate Invoice
  • Gateway Hold
Action owner: Accounts Payable
Action Needed: Research the Invoice in Oracle to ensure that it is not a duplicate. If duplicate - Cancel invoice; if not, remove hold
Cause of hold: Vendor and/or Dept sent invoice more than once
Prevention: Per policy, vendor should only send a single invoice to Accounts Payable via ap.vendorinvoices@yale.edu .
Hold name:  Dupl Inv Rev Prize & Awd
Action owner:  Accounts Payable
Action Needed:  Research the Invoice in Oracle to ensure that it is not a duplicate. If duplicate - Cancel invoice; if not, remove hold
Cause of hold:  Department submitted a duplicate request for a student payment.
Prevention:  To prevent submission of duplicate Prizes and Awards batches, include current date as part of file name.
Hold name:  Employee of Yale
Former Hold Name prior to 9/23/12:  Employee of Yale
Action owner:  Vendor Compliance
Action Needed:  Yale Shared Services (YSS) Tax Compliance will contact department to determine if request should go through Payroll.
Cause of hold:  A department is trying to pay an employee for a service related payment via AP rather than Payroll.
Prevention:   Employee service payments should be made through payroll in almost all cases.
Hold name:  Foreign Currency
Former Hold Name prior to 9/23/12:  Foreign Currency
Action owner:  Accounts Payable
Action Needed:  Accounts Payable will convert into US dollars as soon as payment is made by Treasury Service and US$ amount is known.
Cause of hold:  A wire payment is being made in foreign currency.
Prevention: N/A