Search

1. For example, you may want to release all records for a single development, all developments managed by one property manager or all records relating to a specific contractor).
   
   
2. Combine multiple filters to display a more specific set of records.
   
   

1. Click to highlight it in the grid.
   
   
2. When selected, a summary of the record appears in the Pin Panel on the right side of the screen:
   
   
   
   
1. This includes key details about the transaction, such as development, contractor and status.
   
   
2. It also gives you options for actions like Releasing, Skipping or placing the item On Hold.
   

View

1. Double-click the record, or
   
   
2. Click once to highlight it and then click the View icon in the action bar.
   
   
3. This opens a full breakdown of the transaction:
   
   
1. If the status is Allocated and the hold file has been processed for this entry, it appears in the Charge Information section, showing who it’s charged to.
   
1. Once that charge is invoiced, you’ll see the invoice details in the Client Invoice and Invoice Date columns:
   
   
   
   
2. From there, you can also click the Invoice Number link to go to the PL Transaction Invoice Details screen:
   
   
   
   
3. Here, you can view the invoice details and check whether the invoice has been suspended or completed:
   
   
   
   
   
4. If there are notes on the PL invoice, the Notes checkbox will be ticked. You can view these notes or a scanned copy of the invoice (if attached) by clicking the icons below:
   
   
   
   
5. To go straight to the PL Transaction Invoice Details screen, click the magnifying glass in the Pin Panel:
   
   
   

Amend

If you need to make basic changes (but not the posted amount), highlight the record and click Amend in the action bar. Make your changes, then click Save and Close:

You can’t change the amount of a transaction directly in the Hold File. To correct an amount:

1. Create a contra-posting (an equal but opposite amount) via the PL Transactions screen.
2. Allocate the two records off against each other in the Hold File to cancel them out.
3. Then post the correct amount as a new transaction to the Hold File. 
   

For more information, see this and other articles in the Fixing Errors section.

If a Hold File entry has been released, you’ll need to un-release it before you can amend the PL Account on it.

If the system option "Hold File Amend Update PL Invoice" is turned on, updating the Description field when amending a Hold File entry will also update the corresponding PL invoice.

Add Notes

To add internal notes to a Hold File entry, click Add Notes, enter your text, and then click Save:

If the system option "Add Hold File Notes to PL Invoice Notes" is turned on, any notes added to a Hold File entry will also appear on the related PL invoice.

For details on the Allocate, Consolidate, View Consolidation, and Exclude All Charges buttons, check this article.

For details on the Exclude All Charges button, check this article.

If you use the New Sinking Funds system and a fund has been set up for the development the Hold File entry relates to — and there's money available in it — you can right-click the entry and select Pay from Sinking Fund.

This will pay the invoice from the sinking fund (rather than the development’s nominated PL account), mark the PL invoice as Paid, and create a BACS file to carry out the bank transfer.

Releasing and Un-Releasing a Hold File Record