Skip to main content
Share / Export

Using AP Vendor Hold Codes

AP Vendor Hold Codes assigns hold codes to a vendor so new invoices inherit those holds. You can still enter invoices (Vista shows an On Hold warning). Payment and payment-workfile processing stay blocked until the hold is released on that invoice's AP Hold Detail.

This form does not create the hold-code master. Hold codes themselves (including retainage) live on HQ Hold Codes. AP Vendor Hold Codes only attaches vendor-level holds to a vendor. Vendor holds can coexist with retainage and other hold codes on the same invoice.

Before you start​

  • The vendor exists in AP Vendors.
  • The hold codes you will assign already exist on HQ Hold Codes.
  • You have access to AP Vendor Hold Codes.
  • Know the difference: vendor holds here default onto that vendor's new invoices; retainage and other line-level holds are assigned on the invoice (or via retainage release), not by this form.

Steps​

Assign holds on the vendor​

  1. Open AP Vendor Hold Codes.
  2. Select the vendor.
  3. Apply one or more hold codes. A vendor may have multiple codes at once.
  4. Enter an optional memo (at most 255 characters) when the reason should be visible to operators who review the hold.

How new invoices inherit holds​

  1. When you invoice the vendor, Vista writes the vendor's active hold codes into AP Hold Detail (APHD) for that invoice. Inheritance lands on hold detail, not on the invoice header.
  2. Invoice entry remains allowed. Expect an On Hold warning at entry. Do not treat the warning as a hard stop on coding or posting the invoice.

Open transactions when you add or remove a vendor hold​

  1. If the vendor already has open transactions, adding or removing a vendor hold prompts confirmation to update those open items. Confirm only when those open invoices should receive (or lose) the same hold.
  2. After confirmation, review open invoices you did not intend to change and adjust hold detail on those invoices if needed.

Release before payment​

  1. When an invoice should be paid, release the hold on that invoice's AP Hold Detail after the issue is resolved.
  2. If the vendor-level issue no longer applies, remove the hold code from AP Vendor Hold Codes so future invoices stop inheriting it. Removing the vendor code does not replace reviewing open invoices that already carry the hold.

Notes​

  • Entry versus pay: invoice entry is allowed with an On Hold warning; payment and payment-workfile processing stay blocked until hold detail is released.
  • Apply holds only when needed. A blanket vendor hold delays all payments to that vendor until each invoice's hold detail is released (or the vendor code is removed and open items are cleared).
  • Release holds invoice-by-invoice after the issue is resolved, or remove the vendor code when it no longer applies. Review held vendors on a cadence before payment runs.
  • Vendor hold codes on this form are separate from the retainage hold code used on invoice lines. See HQ Hold Codes for the shared code master and Releasing AP Retention when the hold is retainage.
  • Related setup and processing: AP Vendors, HQ Hold Codes, Managing AP Vendor Compliance, AP Transaction Entry, Paying AP Invoices.