Jennifer has learned how to process incoming supplier invoices. However, what would she need to do if she doesn’t have all the necessary data upon entering the invoice into the system? For example, she receives the supplier invoice, but doesn’t know the right G/L account for the offsetting posting or the right cost center? Of course, she can ask her colleagues. But what if she won’t be able to get this information right away?
For this type of situation, she can actively save the invoice by holding or parking the invoice and complete it at a later point of time.
Holding
Let's now start with holding.
The Hold Document function allows you to temporarily save the entered data so that you can continue data entry at a later point in time. Documents that the SAP S/4HANA application holds do not have to be complete. The account balances are not updated in the held documents, and the data of the held document is not available for evaluation.
Holding the invoice would save the invoice draft in a very basic form. The only two fields that must be filled (in addition to Company Code and Transaction Type) are:
Invoice date
Invoicing party
If an invoice is held it means that:
The document could be incomplete.
The document balance might not yet be zero.
The document cannot be displayed on the supplier line items list.
It is possible that the document is not yet ready for posting.
This functionality can also be used for supplier credit memos.
After holding a document, you can then edit the held document further using the Edit button. You can end this step by posting the document or by using the hold function again. If you are sure that you no longer need to post this document, you can also delete it, if you have the permission to do so.
Learn how to hold and post a supplier invoice in a step-by-step tutorial. Find out how to enter essential information, hold a document temporarily, and finalize the posting process. Therefore select the play button.
