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Held Invoice Reports

Reports have been created so that departments can identify their held Invoices and Payment Vouchers. Departments are expected to review these reports frequently and resolve all payment holds as soon as possible.

We request that departments correct the holds associated with the invoices on these reports within 8 calendar days of the date the hold was placed. Be aware that most corrective actions will require Oracle PO Purchaser or PO Requester responsibility.

About These Reports

The reports below were created by Procurement Services and most are located on the ODS database with the prefix PS. As with all Discoverer reports, ODS Specialist responsibility is required for access.

Other types of reports will have a direct link to the report from this page.

Suggestions for improving these reports are welcome, and may be addressed to the webmaster at the bottom of this page.

The Big Three

Use of the three reports in this section should identify all your held Invoices and Payment Vouchers.

Invoices with Suspense Holds

Held Invoices in this category are generally for Department Purchase Orders (LPOs) and will be subject to the Suspense PTAEO Procedure.

Link directly to this report to identify Purchase Order (PO) invoices which cannot be matched to a PO in Oracle, for one of the following reasons:

PO NOT APPROVED

The PO associated with the invoice is in Oracle, but has not been completed and approved.

New PO Required

The PO associated with the invoice is in Oracle, but the current invoice would push the PO over the Department Purchase Order limit, or the status of the Department Purchase Order is "Finally Closed". In either case the invoice cannot be processed against the existing Department Purchase Order.

OSP Closed Award

You must contact Sponsored Programs by emailing osp-postaward@virginia.edu to reopen the award and/or extend the award close date or enter a new valid PTA on your PO.  Failure to act will charge the transaction to your departmental suspense account and you must alert OSP if a sponsored research award is involved.  After correcting the issue, submit an Invoice Correction Form so AP knows to re-enter your invoice.  You should contact Sponsored Programs with questions. 

See Resolving Problem Invoices to learn how to correct invoices that appear on this report.

Matched Invoices on Hold

Link directly to this report to identify your held PO (or Department Purchase Order) Invoices that have been successfully matched to Purchase Orders but are on hold, most often for receiving.

Please see Correcting PO Invoice Holds for information on what action is required on your part in order to release these holds.

Payment Vouchers on Hold

Link directly to this report to identify your Payment Vouchers that cannot be paid because the invoice itself has been placed on hold, either by the system, by Accounts Payable staff, or by the originating department.

There are a number of holds associated with this circumstance. Please see Correcting Payment Voucher Holds for information on which holds you can correct, and what action is required on your part.

Other Useful Reports

These reports are provided as additional aids to working on your Invoices and Payment Vouchers. They may provide additional information, or more detailed information organized in a more convenient way.

PS-AP Invoices on Receiving Hold (Discoverer)

Use this report to identify your department's Purchase Order (PO) Invoices that have been successfully matched to a PO in Oracle, but are on hold for reasons relating to a mismatch between information on the invoice and on the PO Lines. The invoice has been placed on hold, most often by the system, and most often for reasons related to receiving or pricing.

Note: Please be aware that this report is NOT sufficient to give you ALL the invoice holds on your matched PO invoices. However, it provides additional information that you may find useful in working on your receiving holds.

Invoice Holds

The invoice itself has been placed on hold, most often by the system, and most often for reasons related to receiving or pricing.

Vendor on Payment Hold

The vendor is in the Oracle Supplier List, but is on payment hold, pending registration. If this type of hold is indicated, please ensure that the vendor registers with Procurement Services as soon as possible. To avoid this type of hold, always check the PS-V-320 Vendors on Payment Hold report when using a vendor for the first time in Oracle.

PS-AP POs Charged to Suspense PTAEO (Discoverer)

This report shows POs that have been charged to Suspense accounts as part of the Suspense PTAEO procedure for correcting problem invoices. The invoice is generally taken off hold and processed immediately after changing the distributions on the PO, and will no longer show up on held invoice reports.

Clearing a Suspense PTAEO in GM will not change the charged account on the PO. The PO will always show that it was charged to the Suspense account, and will never be cleared from this report, so keeping track of those you have cleared for yourself will be useful.

Use this report to aid in reconciling your Suspense Accounts by identifying your POs that have been charged to Suspense.

See Clearing Suspense PTAEO to learn more about clearing your Suspense accounts.

PS-V Vendors on Payment Hold (Discoverer)

Vendors added to the Oracle Supplier List are on Payment Hold until they are registered with Procurement Services. If registration has not yet been received, the vendor will remain on payment hold, and follow-up may be required to ensure that your vendor can be paid.

Be proactive in ensuring that any vendor you use is registered and can be paid promptly, by consulting this report:

  • Within 30 days of adding a vendor to the Oracle Supplier List, to confirm that your vendor has successfully completed the registration process.
  • AND
  • When making your first Oracle purchase from an existing vendor in the Oracle Supplier List, to be sure that registration has taken place.

Our Information for Vendors page provides vendors with instructions on registration.