linear_scale How To

Release Invoice Holds

Invoices must meet certain criteria in order for Stanford University Accounts Payable (AP) to process an invoice and schedule payment per the terms specified on the purchase order (e.g., Net 30 days from date of invoice). For information on invoice criteria, refer to Topic Overview: Purchase Order Invoice Processing. If invoices do not meet the criteria or if the purchase order (PO) details do not match the invoice details, the invoice may be placed on hold within the Oracle system.

There are three major reasons why an invoice may be placed on hold within the Oracle system. Identify one and follow the suggested ways to release the common invoice holds.

  • Invoice holds due to insufficient amount on purchase order or variance between invoice and shipment amount exceeds limit
  • Invoice holds due to closed PTA
  • Invoice holds resulting in past due invoice

Refer to Resource: Managing Invoice Holds for hold notification details for the most active AP Holds.

Release the Most Common Invoice Holds

  • Identify a reason listed above.

Invoice holds due to insufficient amount on purchase order or variance between invoice and shipment amount exceeds limit

Suggested Resolution:

  1. Initiate a Standard Change Order to add funds, or request moving the invoice to another PO
  2. Refer to How To: Change a PTA on an Approved Purchase Order for more information
Invoice holds due to closed PTA

Suggested Resolution:

When processing an invoice, AP matches the invoice to the PO and to the Project-Task-Award (PTA) being charged. The PTA is subject to validations to ensure that the PTA is active, within specified date ranges and is therefore "chargeable." To understand the validations and department responsibilities, please refer to Purchase Order Invoice Processing.

When an invoice is on hold for a closed PTA, creating a Standard Change Order will allow  Purchasing to change the PTA. If there are no invoices on hold or pending payment, a Change PTA can be performed by someone in the department. For more information, see How To Change a PTA on an Approved Purchase Order.

Invoice holds resulting in past due invoice - Causes

Stanford University's standard PO terms are Net 30, unless approved otherwise, and invoices are paid based on the approved PO terms. Invoices will be paid by the 30th day after the invoice date. If an invoice has not been paid according to the terms, it may be a result of one or more reasons below: 

Reason Next Steps
Invoice does not meet Stanford requirements
Wire information for the payment has changed
Remit To address for the payment has changed

Note: Changing the address on the invoice is insufficient.

Invoices are mailed and delayed in process
  • Check with the supplier for the date the invoice was mailed. Time varies when using the U.S. Post Office and may delay receipt of invoice.
Duplicate invoices in the system — both invoices applied to the PO and result in insufficient funds
  • For more information, refer to Invoice Holds Due to Insufficient Amount on Purchase Order selection.
Duplicate invoices in the system — a new invoice is required for payment
Invoice was received and/or uploaded after the payment due date
(Adding the invoice to the Purchase Order may take a few days and delay payment until after payment is due)
What Happens Next?
Additional Information

Requisition and Purchase Orders Query also allows: 

Last Updated: May 10, 2024

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