Manual Hold Process

The AP Manual Holds Process is to be used for invoices on Purchase Orders under $2,500 where receiving is not required and a rare or special situation applies where the department requires payments related to an invoice to be put on hold.

How to request a manual hold

Requests can be made by anyone associated with the PO/invoice in question. Contact Accounts Payable via email (ap_customerservice@harvard.edu,) phone requests will not be accepted.
The subject line on any e-mail request should read: “HU Local hold: PO# XXXXXXXXXXX

Other information to be provided in the body of the e-mail:
- Invoice number
- Reason for requesting the hold
 
This will put the invoice on hold. 

How to release a manual hold

Requests can be made by anyone associated with the PO/invoice in question. Contact Accounts Payable via email (ap_customerservice@harvard.edu,) phone requests will not be accepted.
The subject line on any e-mail requesting release of An HU Local hold should read: “Release HU Local hold: PO# XXXXXXXXXXX

Other information to be provided in the body of the e-mail:
- Invoice number
- State that the invoice is Ok to pay

The invoice will be release and paid account to terms.

Special Notes

  • Holds are related to invoices, not POs. Therefore an invoice must be entered in the AP system before a manual hold request can be made.
  • There is a limit of one invoice hold request per email/open ticket. AP cannot accept multiple requests in a single email.
  • This hold will show up in r OBI reporting, which will be the easiest way to identify invoices needing action 
  • These holds have no auto-notifications. So those requesting the hold must keep track of the hold manually or use OBI reporting.
  • Payment of invoices on manual hold, will not be released until Accounts Payable is notified.
  • Accounts Payable cannot partially pay an invoice that is on hold.  A credit memo must be issued by the vendor, and submitted to Accounts Payable to be processed for payment of anything other than the original invoice amount.