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
  • 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 Resource: Understanding PTA Status and End Date Validations for Invoice Processing.

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 requirem/node/3786ents
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 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?
  • If a hold does not list on this page or if there are questions, please submit a Support Request to the Financial Support Center.
Additional Information

Questions?

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