Payments Withheld Editor

Instructions in this article relate to Payments Withheld Editor. The icon may be located on your StrataMax Desktop or found using the StrataMax Search.


Please note that the Payments Withheld Editor will not be available if you have been updated to StrataMax version 5.6.100  or beyond. The functions have been included in the new Creditors Management, Search Creditor Invoice Items and Payments.


This function allows users to place invoices entered via Creditor Invoices on hold so they are not included in a payment run or remove invoices from hold to include them in a payment run. In Creditor Invoices, the 'OK to Pay' tick box is usually ticked. To place an invoice on hold the tick needs to be removed. This is required for invoices that need to be approved on the Invoice Hub. Payments Withheld Editor is where the balance sits when using the Invoice Hub.

The Payments Withheld Editor is a great feature if invoices are entered for a property that may not have sufficient funds in the bank. The invoices are in the system and can be paid as money becomes available by moving them off hold.





Invoice Paid Flags

Payments can have any of the below letter in the 'Paid Flags' column in the Payments Withheld Editor:

  • T = Part Paid
  • N = On Hold
  • O = Old Year


Change an Invoice to 'OK to Pay'

For invoices that are entered into Creditor Invoices where the 'OK to Pay' setting is not checked, this will automatically place the invoice on hold. The 'Payments Withheld Editor' allows you to toggle this to mark the invoice as 'OK to Pay' without editing the invoice entered. This will then allow the invoice to be included at the appropriate payment run. 

  1. Search or select Payments Withheld Editor
  2. Click Show accounts with an Amount in Hold if they aren't displayed already.
  3. Select the required creditor then click the Select button.
  4. The top section 'Held Invoices' will give display all invoice on hold. Select the invoice to move off hold, then click the Move to Unpaid List button.
  5. Click Finished and then Close.
  6. To pay the invoice, open the Payments menu to Post & Draw for a local or global payment run and see that the invoice is there ready to be paid.


Change an Invoice to 'Not OK to Pay'

For invoices that are entered into Creditor Commitments where the 'OK to Pay' setting is checked, this will automatically place the invoice in Payments ready to Post and Draw. The 'Payments Withheld Editor' allows you to toggle this to mark the invoice as not 'OK to Pay' without editing the invoice entered and therefore placing the invoice on hold. This will then remove the invoice from Post and Draw and it will not be included in the next payment run.

  1. Search or select Payments Withheld Editor
  2. Click Show All with Balances.
  3. Highlight the required Creditor then click Select.
  4. From the Creditor list, select the appropriate Creditor and click Select
  5. The section 'Unpaid/Part Paid Invoices' will give you a list of all invoices on hold. Select the invoice to change to be paid then click Move to Hold List.
  6. This moves the invoice to the 'Held Invoices' section and changes the 'Paid Flags' to a 'N'.
  7. Click Finished.
  8. Click Close.


Checking Settings

When invoices are entered in Creditor Invoices, the 'OK to Pay' check box will be selected based on the configuration setting. This configuration setting can be found in Building Information with the field name 'Auto OK to Pay Creditors'. 

Enter the invoice and ensure that the invoices which are approved for payment have 'OK to Pay' checked. Once the entry is saved, the invoice will appear in the Post and Draw tab in Payments.

If you do not wish to have the invoice in Post and Draw to pay, ensure 'OK to Pay' is unchecked. This will place the invoice in 'Payments Withheld Editor' and will not appear in Post and Draw until it is moved from the Payments Withheld Editor. 


Payments Withheld Editor File menu

This section covers the different options in the File menu within Payment Withheld Editor.

Change Building: Select another building.

Show Users: Displays the list of locked Buildings and by which User.

Customise: Change the colours of BCMax.

Enable Move to Unpaid List: Enables you to be able to move payments to the unpaid list.

Bank Balances: Balances of funds at the bank.

Report: Produces a report to screen or printer of the invoices on hold.

Invoice Activity Report

Invoice Activity: This opens the Creditor Activity Report, which can be made available on the StrataMax Portal in the Reports and Documents section. 

Set Invoice Activity Days: Sets the number of days for the Creditor Activity Report.

Set Invoice Activity Days for StrataMax Web Site: Set the days for the Creditor Activity Report, which is available on the StrataMax Portal in the Reports and Documents section.