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Releasing AP Retention

Releasing AP Retention (Trimble: AP Release Retainage) makes withheld retainage payable so it can be selected in the Payment Workfile. Terminology: US retainage = AU retention = CA holdback.

Trimble release how-tos were read for this form. An About Retainage page was captcha-blocked after those notes on the 2026-09-09 pass, so this article documents the release / undo-release path and US GL effect that are confirmed, not a full About Retainage field encyclopedia.

Before you start​

  • An HQ retainage hold code is assigned in AP Company Parameters (Pay Types / Discounts / ICR Retainage Hold Code).
  • A retainage payable type is set on Configuring AP Payable Types (Retainage field).
  • Retainage was already applied on invoice lines in AP Transaction Entry as an amount or percent. Vista adds a sequence with the retainage pay type and Hold status. Only transactions that use the configured retainage hold code qualify for release.
  • You have permission to open or create a release batch and to process it so GL updates.

Steps​

Open the release batch​

  1. Open AP Release Retainage.
  2. Choose a new or existing batch month. Hard rule: one batch cannot mix release and undo-release / put-back-on-hold transactions. Use separate batches.

Set criteria and release method​

  1. Set filters as needed:
    • Job / phase
    • Vendor
    • AP Reference
    • Subcontract (SL)
    • Payable type
    • Pay control
  2. Enter a Release Date.
  3. Choose a release method:
    • Specific Amount (requires Restrict by Vendor)
    • Percent of Total
    • Percent on Each Invoice
    • Manual Entry by Invoice Line

Fill the grid and process​

  1. Fill Grid. You can fill iteratively; Vista avoids duplicate lines already in the grid.
  2. Edit Release Date and Release Amount on individual lines when needed.
  3. Process the batch so GL updates (validate / preview / Post through the normal AP batch path as the form requires).

Select released retainage for payment​

  1. Create a Payment Workfile with Open Retainage only (plus CM account and other pay filters). Only retainage released through this program appears there. Continue payment from Paying AP Invoices.

Notes​

  • Undo release / put back on hold: in the same program, choose Put previously released back on hold and enter the Original Release Date. Type is 1-Undo Release. Amount is locked to the prior release. The undo restores hold status and reverses the release GL. Unpaid payment splits for that retainage are removed automatically. Do not mix undo rows into a release batch.
  • US GL: release debits Retention Payable and credits AP; undo reverses those entries. AU/CA VAT/GST/PST and holdback-contra nuances are out of scope for this Phase 1 article.
  • Retainage that was never applied with the company retainage hold code will not appear for release.
  • Related: AP Transaction Entry, Paying AP Invoices, AP Company Parameters, Configuring AP Payable Types, Using AP Vendor Hold Codes.