Retain Documents {FPMO5-6}

This option allows the retain of documents or items on an document. Retaining an item withholds an items from payment. There are two levels of retaining an item, firstly the creditor can be retained {FPMM-2} and then all unpaid documents of the creditor will be withheld from payment. Secondly, if the creditor is not retained items per document can will be withheld from payment.

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To Retain an Document the user must query the document select the retain status "Fully" , select a retain reason code and commit.

To Retain an Item on a document the user must query the document and on the second block select a retain reason code for the items to be retained. Once all items to be retained are marked, commit

To release items on a document, click the tick box "UnRetain ALL" and commit.

To release an item that has been retained the user deselects the items by clicking the retain tick box and commit.

Only items on documents that have not been paid can be retained.

To release a item refers to removing the retain flag and retain reason form an item on a document, making the item available to be included in the payments.

Block 1: Retain Document: Documents

Field	Type & Length	Description
Document Number	A15	The number of the document to be retained or released. Pop up Menu - available on field Document Number. Document Detail - Selecting the option drills down to the Document Detail screen.
Document Type	A2	The document type of the document to be retained or released. The following document types exist. CN - CR Note IN - Invocie PP - Payment PA - ACB Payment PB - Bank Draft CJ - Journal Debit CR - Repeating Credit Note CS - Settlement Discount FC - Accumulate Credit FD - Accumulate Debit IB - CB Credit Journal LC - Curr Loss PD - Curr Profit PI - Intern Debit PQ - Cheque IJ - Journal Credit IR - Repeating Invoice AP - Cancel Payment CD - Debit Corrections CM - Cancel Note AQ - Cancel Cheque BC - Credit Balance BD - Debit Balance CC - CB Debit Journal RA - ACB Receipt RC - Cancel Receipt RR - Receipt IC - Cancel Invoice II - Credit Correction AA - Cancel ACB
Creditor and Name	N9	The creditor of the document to be retained.
Retain Status	A1	Valid values are (P)artial, (Y)es or (N)o. This field indicates the retain status of the items namely (N)o for all items not retained (P)artial for some of the items retained (Y)es for all the items retained.
UnRetain All	Tick Box	This selection will remove the Retain Indicator from all the items related to this document.
Retain Reason	A4	This field is only updateable and mandatory if the user entered a (Y)es in the previous field, the user must then enter a valid retain reason code as defined on option {FPMC-8}.
Process Date	DD-MON-YYYY	The processt date defaults from the document to be retained or released.
Document Date	DD-MON-YYYY	The document date defaults from the document to be retainedor released.
Year	YYYY	The year of of the document to be retained or released.
Cycle	MM	The cycleof the document to be retained or released.
Given Currency	N15.2	The total of the document in foreign currency.
Local Value	N15.2	The total of the document before VAT in local currency.
VAT	N15.2	The total for VAT of the document in local currency.
Value	N15.2	The total of the document in local currency

Example:

Block 1: Retain Document: Items

Processing Rules for this Block (delete if not applicable).

Field	Type & Length	Description
Item Descritpion	A4000	This field displays the item description of the items on the documents
Unit	A8	Displays the eight-character description of the item unit, e.g. Kg, Litre, etc.
Financing	A1	Displays the financing method used on the item. The system supports the following relationships: Quantity - Each GLA will finance a specific number of units. Percentage - Each GLA will finance a percentage of the total cost of the item irrespective of the number of units. Cost - Each GLA will finance an advice amount of the total cost of the item irrespective of the number of units. Total cost implies the item quantity multiplied by the VAT inclusive unit price of the item in creditor currency.
Effective Payment Date	DD-MON-YYYY	The fields displays the effective payment date when this item is due for payment to the supplier.
Value	N15.2	The total for the item in local currency.
Retain Reason		The user must enter a valid retain reason code as defined on option {FPMC-8}. The List of Values will list retain reason codes plus their description. Pop up Menu - available on field Retain Reason. Desc - The description of retain reason Date - The date the retain reason was entered User - The user who entered the retain reason. Financial Item Detail - Selecting the option drills down to the Financial Item Detail screen.
Retain	Tick Box	Selection of items to be retained.

Example:

Processing Rules
	No special processing rules

Date	System Version	By Whom	Job	Description
03-Dec-2007	v01.0.0.0	Kobus Kleinhans	t114148	New manual format.
18-Mar-2009	v01.0.0.1	Marchand Hildebrand	t152121	Proof Read System Owner.