SAP-18 Hold Document

author
June 16, 2023

 

Hold Document

Sometimes a user is called for an urgent meeting in the midst of posting a document. He or she can use the document holding functionality. This allows the user to save what has been entered temporarily for further processing later.

To hold a vendor invoice, go to transaction FB60 or follow the menu path shown below.

Double click on the FB60 and the system will take you to the vendor invoice capturing screen. On the screen below, enter the vendor number, posting date and header amount.


Let’s assume that you got interrupted just after entering the header amount and you don’t want to lose the information that you have just entered. In this case, you can use SAP document holding functionality.

Click on the hold icon as shown below.

The system will ask you to give a number that you will use to retrieve the held document in the future.

Press Enter to hold the document.

The system will give you a message saying that document X was held.

Editing Held Documents

To edit a held document, still in the same transaction code that we used to hold the document, click on Edit and Select held document.

Now, SAP system will ask you to put the number of your held document.

Press Enter to view the document and complete entry into other fields.

Now that we have completed whatever we couldn’t finish the last time before we held the document, the document can now be parked or posted. For example, click on Park to park the document.


SAP Parking vs Holding Documents

Some companies use the words parking and holding interchangeably referring to the same process but it is clear from this tutorial that the two is not the same. Just to recap the main points below are some of the differences noted in this tutorial:

  • Parking allows the dual control of documents but holding does not support dual control.

  • Parking generates a document number using the number ranges assigned to document type but held documents don’t generate a document number.

  • Parked documents can be used in evaluations but held documents cannot.

  • Held documents can be deleted and the number can be reused to hold other documents in the future but parked documents use the same number range as the posted documents and the number generated cannot be reused in the future.

  • A held document can be parked later after adding the information which was missing when it was held.

The only similarity between parked documents and held documents is that they both don’t update the general ledger accounts.

Post Park Documents

Accounting / Financial Accounting / General Ledger / Document /  Parked Documents  / Post/Delete 


1. Start the transaction using the above menu path or transaction code.

      

3. Review the document before posting. 

4. Click the Save as Completed button to start the workflow to post the parked document.

Users can also go to Menu > Document to find the Save as Completed button. Some users will have the option to skip the workflow and post depending on their access. Users can also delete the parked document from this menu.