Check Pick Ups, Special Handling, & Holds on Invoices

Check Pick Ups, Special Handling, & Holds on Invoices

Special Handling of Checks and Holds on Invoices

To place an invoice on hold, follow these instructions:

  1. Enter an invoice payment into Banner (FAAINVE). Fill in the Invoice/Credit Memo header (first page), then click on Options, select View Document Indicators, change the Grouping to (1) Invoice per check and click the 'Hold' box.Do not use the 'Hold' box on the Commodity screen. This could delay the printing of a check.

    check pickup screenshot 1

  2. There are two reasons for putting a Banner invoice on hold.

    Documentation such as a letter, subscription/membership renewal or registration form needs to be mailed with a check: In this case send documentation to Accounts Payable by campus mail, email to apbao@uoregon.edu, or fax to 346-2393. The document number should be clearly written on your letter, subscription/membership renewal or registration form. Please send documentation by 4:00 p.m. to allow time for A/P to release the hold on the Banner invoice for the check to print on the Tuesday or Friday check run date prior to the date you need the check picked up. (Make sure you override the payment due date to reflect the date of the check run prior to the date you need to pick the check up). Please note printed check runs are only on Tuesdays and Fridays.

    On rare occasions you may need to have a check held for pickup: Please send a note to Accounts Payable by campus mail, email to apbao@uoregon.edu, or fax to 346-2393. (Example: Please hold check made out to U.S. Department of Homeland Security for $325.00. Banner I1986660. Please call me when the check is ready for pick up. Daisy Duck ext. 6-XXXX). Please send request by 4:00 p.m. to allow time for A/P to release the hold on the Banner invoice for the check to print on the Tuesday or Friday check run date prior to the date you need the check picked up. (Make sure you override the payment due date to reflect the date of the check run prior to the date you need to pick the check up). Please note printed check runs are only on Tuesdays and Fridays.
     
  3. Upon receiving your request or documentation, Accounts Payable will release the Hold on the invoice and a check will be produced the next business day. Accounts Payable will then follow your instructions and either mail your documentation with the check or call the contact person when the check is ready for pick up.
* Please note that when you put a document on hold, you are putting a hold on the Banner invoice so that a check will not be printed. You are not putting a hold on the check. A check will not be printed until we receive instructions or documentation from you. We do not review the text of every completed document and we do not know that a hold is on an invoice unless you notify us.

**For the people who are still in invoice training: Input the document in Banner, put it on hold, and forward everything to Accounts Payable as you usually do during invoice training. Please also send a copy of your hold or special handling request to Accounts Payable by campus mail, email to apbao@uoregon.edu, or fax to 346-2393.

If you have any questions, please call Accounts Payable at 346-3143 or via email at apbao@uoregon.edu.