Processing the Hold File

Processing the Hold File

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This article is part of the Hold File section.

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What Does "Processing the Hold File" Mean?


Once you’ve posted contractor invoices to the Hold File (using the Purchase Ledger Transactions screen or the Post Proposed Invoices option from the In-Tray) and released them, the next step is to process the Hold File. This turns the released records into charges on your client accounts, making them available for invoicing.

This article explains how to process released entries in the Hold File, using the Process Hold File tool in the Purchase Ledger area.

The diagrams below show the stages involved in processing charges. This article focuses on the highlighted steps:
Diagram - Complete Charges Stages

Diagram - Simple Charges Stages


Where to Find the Process Hold File Tool


To get started:
  1. Go to the Purchase Ledger tab in the main CPL menu:



  2. Click the Global icon on the blue Action Panel:



  3. In the PL Global Actions window that opens, select the Process Hold File tab:



Using Filters to Select What to Process


You can filter which released records you want to process, or leave all fields blank to process everything currently released in the Hold File.

Filtering is useful if you’d like to process records in smaller batches, for example by:
  1. Development or a range of developments
  2. Property Manager
  3. Charge period (using the Charge Date Code and Period filters)



Idea
Processing smaller batches can make it easier to reverse entries if you spot an error later.

Filters are cumulative, meaning you can apply multiple filters at the same time.

Processing Immediate Charges


When posting a purchase invoice through the Purchase Ledger Transactions screen, you can select whether the charge is Immediate or for the Next Invoice Run:



If you choose Immediate, the charge will be flagged accordingly. Later, when processing the Hold File, the system asks:

"Do you wish to only process Hold Files marked as immediate?"
  1. Select Yes to process only charges flagged as Immediate.
  2. Select No to process all released entries.  (Use this option for your regular invoice run.)

Final Steps


When you click Process Hold File, the system will:
  1. Display a progress bar showing the number of records being processed, along with the total value of the charges:



  2. Show a confirmation pop-up summarising the processing:

    1. Total transferred to the Client Charge File
    2. Total rounding for any apportioned values
    3. Batch number

Click OK to complete the process. 

What Happens Next?


Once processed, the charges will appear in the Charge Transactions tab for each relevant client.

These charges are now ready to:
  1. Be included in the next invoice run using the Processing Owner Charges for Actual tab in Client Global

  2. Or, if you’re working with budgeted developments, remain in the Client Charge File until the next Budget Reconciliation is run.

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