Expenses on hold is the ability to put individual expense items within an expense claim on hold for pay and charge (separately), when an expense is put on hold, a reason can be added via a free text box or using a prepopulated list within a dropdown box. If you wish to put a timesheet on hold you can do this within the timesheet directly, alternatively if you wish to put both expenses and timesheets on hold you can do this within the placement, you can view on to do this in timesheets on hold.
Changing the status of an expense
How to create on hold reason codes
Changing the status of an expense
You can change the status of an expense at any stage of the process from draft through to approved. Within the expense claim you will see an orange change status box.
Within the change status screen, you will be able to select individual expense items to put on hold, by using the tick boxes. If you want to put the entire claim on hold, use the tick box on each line.
Using the dropdowns for pay invoice and/or bill invoice select the invoice options.
Using the dropdowns you can the select a on hold reason code that has been prepopulated. See below for how to create hold reason codes.
You also have text boxes, to enter free text for pay on hold reason and bill on hold reason.
How to create on hold reason codes
Click on the system configuration cog in the top righthand corner. Then within the systems section go to customisation maps.
Click create in the top righthand corner of the screen, alternatively if you wish to edit an existing list click edit.
Enter the name Hold Reason Codes
The key fields - These fields will show within margin report in the column - Pay on hold reason code/Bill on hold reason code when you pick the corresponding value field in a dropdown. You may want this to be a shorthand version on the reason code value.
The value fields will be the options that are shown within the dropdowns.
When ready, click save. You can add to this list, but please note that any changes to these values will affect any timesheets and expenses that you have already assigned these filters too.
Margin reporting values
Within the margin report you will see the columns showing yes for pay/bill on hold.
The pay on hold reason/bill on hold reason column shows the free text reason you entered manually.
The pay on hold reason code/bill on hold reason code column pulls from the key field in customisations map, according to the value dropdown you chose.
