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AP Vendor Hold Codes

Company Tracker action: implementation-setup-ap-vendor-hold-codes Milestone: Accounts Payable / Module Setup (milestone_id=6, core_milestone_id=2) Order: 5 Estimated duration: 0.25 hours Typical owner: Controller

Purpose​

Assign vendor-level hold codes so new invoices inherit those holds. Entry is allowed with an On Hold warning; payment and payment-workfile processing stay blocked until hold detail is released.

Prerequisites​

  • AP Vendors exist for vendors that will receive holds.
  • Hold codes already exist on HQ Hold Codes (this form does not create the hold-code master).
  • Client knows which vendors should default onto payment holds (vs retainage / line-level holds assigned on the invoice).

Vista configuration article​

See the detailed Vista guide:

Using AP Vendor Hold Codes

Field meanings and form steps live there. Do not restate them on this page.

Implementation guidance​

  • Implementation reality: vendor hold codes are rarely needed at go-live. They matter when you must hold every invoice for a vendor (for example litigation). Most implementations skip vendor-level holds.
  • If used: decide which HQ hold codes apply at the vendor and which vendors get them. A vendor hold delays all payments until each invoice's hold detail is released (or the vendor hold is removed). Separate from retainage / line holds on the invoice.
  • Load only after vendors and HQ hold codes exist. Accept means the owner confirms the (usually empty or tiny) held-vendor list and entry-vs-pay behavior (warn on entry; block payment until release).
  • Starter pattern: leave vendor holds empty at go-live unless there is a real all-invoice hold case. Prefer Tracker visibility skip when unused. For document tracking (W-9, insurance), use AP Vendor Compliance instead of holds.

Done when​

  • Either: vendor-level holds are out of scope (action N/A / hidden), or
  • In-scope vendors have the agreed hold codes, and the owner accepts entry-vs-pay / release process.