Understanding Hold Status in Sage 300
When an invoice is placed on hold in Sage 300, it cannot be processed for payment through the standard payment batch creation process. This hold status serves as a control mechanism to prevent premature or unauthorized payments while maintaining proper financial controls.
Prerequisites Before Removing Hold Status
Before attempting to remove a hold status, ensure that:
- The invoice has an outstanding balance
- You have proper access rights to the AP module
- The vendor itself is not on hold at the account level
Step-by-Step Process to Remove Hold Status
Accessing Control Payments
- Navigate to the A/P Transactions folder
- Select Control Payments
Document Selection Process
- Locate the Single Document tab
- Enter the Vendor Number
- Input the Document Number
- Click the Go icon (represented by a double right arrow) to retrieve the document
Changing the Status
- Locate the current status field showing "On Hold"
- Change the status from "On Hold" to "Normal"
- Click the Process button to apply the change
Special Considerations
Fully Paid Invoices
If you're dealing with a fully paid invoice, the process becomes more complex. The Control Payments function cannot remove the hold status from a fully paid invoice. In such cases, you'll need to follow these additional steps:
- Create an adjustment entry to generate an outstanding balance
- Remove the hold status through Control Payments
- Create another adjustment to return the balance to zero
Payment Control Features in Sage 300
Multiple Control Methods
Sage 300 offers three primary methods for controlling payments:
- Payment selection codes for predefined criteria
- Individual payment controls (holds and forced payments)
- Vendor-level holds
Payment Selection Criteria
Payment selection codes allow you to create standardized criteria for payment processing. These codes can specify:
- Payment bank and currency
- Vendor ranges
- Exclusion lists
Important Considerations
Vendor Hold Status
If a vendor is placed on hold at the account level, be aware that:
- The Create Payment Batch process will not process any payments
- You cannot force payments using Control Payments
- Manual payments can still be processed through A/P Payment Entry
Best Practices
When managing invoice holds:
- Regularly review held invoices to prevent payment delays
- Document the reason for placing invoices on hold
- Maintain clear communication between departments about hold status changes
- Use payment controls instead of modifying due dates or discount dates
System Integration Aspects
General Ledger Impact
Removing a hold status doesn't directly affect the General Ledger entries. However, it's important to understand that:
- The invoice remains in the system with its original posting date
- All audit trails are maintained
- The transaction history reflects the hold status changes
Multicurrency Considerations
For organizations using multiple currencies, the hold status functionality works consistently across all currency types. The system maintains:
- Original currency values
- Exchange rate information
- Home currency equivalents
Troubleshooting Common Issues
Access Problems
If you cannot remove the hold status, verify:
- Your user permissions are properly configured
- The fiscal period is still open
- The vendor account is active
System Constraints
Remember these key limitations:
- Hold status cannot be removed from fully paid invoices through Control Payments
- Batch posting must be complete before modifying payment controls
- Payment selection criteria cannot override vendor-level holds
Maintaining Efficient AP Processes
Regular Review Procedures
Implement these practices for effective hold management:
- Schedule regular reviews of held invoices
- Document the reasons for holds
- Establish clear procedures for hold removal authorization
- Maintain communication between AP staff and approvers
Documentation Requirements
Maintain proper records of:
- Hold status changes
- Authorization for hold removal
- Related correspondence
- Adjustment entries if required
Preventive Measures
Avoiding Future Holds
To minimize the need for invoice holds:
- Establish clear vendor communication channels
- Implement proper invoice verification procedures
- Maintain updated vendor information
- Regular staff training on AP procedures
System Maintenance
Ensure optimal system performance by:
- Regularly updating Sage 300
- Maintaining clean vendor records
- Archiving old transactions
- Regular database maintenance
By following these comprehensive guidelines, you can effectively manage and remove holds from AP invoices in Sage 300 while maintaining proper financial controls and system integrity. Remember that proper documentation and clear procedures are essential for maintaining an efficient accounts payable process.
Sources: [1] https://www.acutedata.com/how-to-remove-the-on-hold-status-from-a-accounts-payable-invoice-in-sage-300/ [2] https://www.youtube.com/watch?v=D2RTglz6ooE [3] https://help.sage300.com/en-us/2024/classic/Subsystems/AP_2024/Content/Transactions/SCREENS/InvoiceEntry.htm?TocPath=Accounts+Payable%7CScreen+Guides%7CTransactions%7C_____6 [4] https://help.sage300.com/en-us/2021/web/Subsystems/AP/Content/Transactions/ControllingPayments/AboutControllingPayments.htm [5] https://cdn.na.sage.com/docs/en/customer/300erp/2022/open/Sage300_AccountsPayable_UsersGuide.pdf
