Why run this report?
For viewing any invoices or expense claims on hold which are preventing transactions from being processed for payment. This information can be used to help identify queries on outstanding payments to suppliers and individuals.
Transaction status is contained within columns Z to AH. Column AH can be filtered to find invoices that require departmental attention by using the following categories: ‘Needs Reapproval’ or ‘Required’. Any expense claims that are on hold can be found by filtering on ‘Workflow Approved’.
When should you run this report?
This report is recommended for your month end preparation and closure.
How to run this report
Select the following parameters:
Users do not need to enter anything in the department parameter as security on the responsibility will ensure that only relevant invoices are returned. If a department is entered, unmatched invoices will be excluded.
Which outputs does this report have?
• Excel - a simple list of data that can be filtered but has no totals.
• Excel Pivot - designed to make analysis of the data easier, the default layout can be changed once the report has opened in Excel from this output.
Which roles have access to this report?
- XX Payables
- XX Payables No Release Holds
- XX Payables NRH
- UO Payables Enquiry
- UO Payments Manager + Team Leader + Assistant
- UO Internal Trade User
- UO UPD Buyer
- UO Payables Tax Team
- UO Payables FA Accountant
Hints and tips
Run this report before running the UO Open Purchase Orders Report to release any holds before attempting to resolve any Purchase Orders that are still 'Open'.
Where possible, holds should be removed by the system, eg. "Qty Received" hold will automatically be closed when the PO is receipted. Manual intervention should only be used in exceptional circumstances, eg. "Not matched to a PO" where the supplier is on the acceptions list.