R12: Payables Holds Explained – Why They are Applied and How to Remove

During Invoice Validation the system validates the data entered to ensure that it meets certain requirements needed to complete a transaction. If these requirements aren’t met, the system places a hold on the transaction. Also a user can manually place holds on transactions if they need to. See below for types of holds, hold names, hold reasons, hold placement, and hold removal.

Account Holds - Payables uses holds with this type to identify invoices with invalid or incorrect accounts. An invalid account prevents payment of an invoice and prevents Payables from creating accounting entries for an invoice or payment.

Hold Name	Hold Reason	Hold Placement	Hold Removal
Dist Acct Invalid	Invoice distribution distributed to invalid account	Invoice Validation	Correct account and resubmit Invoice Validation
ERV Acct Invalid	Payables created invalid Exchange Rate Variance account for invoice distribution. Used only if you enable Automatic Offsets	Invoice Validation	Correct account and resubmit Invoice Validation

Fund Holds - Payables applies these holds only if you use budgetary control and if either there are insufficient funds for an invoice distribution or Payables cannot perform funds checking.

Hold Name	Hold Reason	Hold Placement	Hold Removal
Funds Check	No budget exists for the account in the accounting period on the invoice Invoice account is not equal to the purchase order account Detail account not assigned to a parent account	Invoice Validation	Create a budget in General Ledger and resubmit Invoice Validation Enter different account for invoice distribution and resubmit Invoice Validation Assign detail account to parent account and resubmit Invoice Validation
Insufficient Funds	Invoice distribution amount is more than the funds available	Invoice Validation	Enter different account for invoice distribution and resubmit Invoice Validation Transfer funds to account budget and resubmit Invoice Validation In General Ledger, enable a user to override funds control and user resubmit Invoice Validation Manually release in the Invoice Holds tab

Invoice Holds - Payables applies holds with this type to invoices. You can manually apply as many of these holds to an invoice as you require when you enter or adjust the invoice.

Hold Name	Hold Reason	Hold Placement	Hold Removal
Amount	Invoice amount is more than the invoice amount limit you specify for a supplier site	Invoice Validation	Adjust invoice amount and resubmit Invoice Validation Change Invoice Amount Limit option for supplier site and resubmit Invoice Validation Manually release in the Invoice Holds tab
Invalid PO	You apply this hold when a supplier does not provide a valid purchase order number for matching	Manual	Manually release in the Invoice Holds tab. (Note: you can submit the Invalid PO Supplier Notice to request a valid PO from the supplier).
Natural Account Tax	You assigned a tax code to an expense or asset account in the Tax Options window, and you enabled the Enforce Tax From Account Payables option. The tax code on the invoice does not match the tax code assigned to the account.	Invoice Validation	Change the tax code on the invoice to match the tax code assigned to the account. Disable the Enforce Tax From Account Payables option In the Tax Options window in General Ledger, change the tax code association, or manually release the hold in the Invoice Holds tab.
Pay When Paid	Subcontractor cannot be paid until the customer pays.	Invoice Validation	Release in the Invoice Holds tab
PO Deliverable	PO deliverables are not submitted by the subcontractor.	Invoice Validation	Release in the Invoice Holds tab
Supplier	You enabled the Hold Unvalidated Invoices option for a supplier site in the Suppliers Sites window	Invoice Validation	Manually release in the Invoice Holds tab (To prevent future Supplier holds, disable the Hold Unvalidated Invoices supplier site option)
Withholding Tax	Payables cannot perform automatic withholding of tax	Invoice Validation	Correct error that caused automatic withholding of tax to fail. For example, you may need to set up a period in the withholding tax special calendar.

Matching Holds - Payables applies holds with this type to an invoice if the invoice violates predefined matching criteria.

Hold Name	Hold Reason	Hold Placement	Hold Removal
AMT ORD	Amount Billed is greater than Amount Ordered * (1 + % Ordered tolerance).	Invoice Validation	Correct PO or invoice and resubmit Invoice Validation; Adjust tolerance and resubmit Invoice Validation; or Manually release in the Holds tab.
AMT REC	Amount Billed is greater than Amount Received * (1 + % Received tolerance).	Invoice Validation	Correct PO or invoice and resubmit Invoice Validation; Adjust tolerance and resubmit Invoice Validation; or Manually release in the Holds tab.
MAX AMT ORD	Amount Billed is greater than the sum of Amount Ordered and Maximum Amount Ordered Tolerance Amount.	Invoice Validation	Correct PO or invoice and resubmit Invoice Validation; Adjust tolerance and resubmit Invoice Validation; or Manually release in the Holds tab.
MAX AMT REC	Amount Billed is greater than the sum of Amount Received and Maximum Amount Received Tolerance Amount	Invoice Validation	Correct PO or invoice and resubmit Invoice Validation; Adjust tolerance and resubmit Invoice Validation; or Manually release in the Holds tab
MILESTONE	Quantity or Amount Billed is not equal to the total Quantity or Amount Ordered.	Invoice Validation	System hold - Correct PO or invoice and resubmit Invoice Validation
Can't Close PO	Online receipt accrual enabled in Purchasing and Purchase order quantity delivered is not equal to the quantity received	Invoice Validation	Resolve purchase order delivery information in Purchasing and resubmit Invoice Validation Manually release in the Invoice Holds tab
Can't Try Final Close	Invoice (final matched to purchase order) placed on hold during Invoice Validation	Invoice Validation	Release hold that caused invoice to be placed on hold and resubmit Invoice Validation
Final Matching	Invoice is matched to a purchase order that was final matched by another invoice	Invoice Validation	Reverse the distribution and resubmit Invoice Validation to remove the Final Matching hold
Matching Required	You have enabled the Hold Unmatched Invoices option in the Supplier Sites window, and the invoice is not matched to purchase order or receipt	Invoice Validation	Match invoice to purchase order or receipt and resubmit Invoice Validation Manually release in the Invoice Holds tab
Max Qty Ord	Quantity billed more than the sum of (quantity ordered plus the tolerance amount)	Invoice Validation	Correct PO or invoice and resubmit Invoice Validation Adjust tolerance and resubmit Invoice Validation Manually release in the Invoice Holds tab
Max Qty Rec	Quantity billed is more than the sum of (quantity received plus the tolerance amount)	Invoice Validation	Correct invoice or receipt and resubmit Invoice Validation Adjust tolerance and resubmit Invoice Validation Manually release in the Invoice Holds tab
Max Rate Amount	Exchange rate variance exceeds amount tolerance limit	Invoice Validation	Correct PO or invoice and resubmit Invoice Validation Adjust tolerance and resubmit Invoice Validation Manually release in the Invoice Holds tab
Max Ship Amount	Variance between invoice and shipment amount exceeds amount tolerance limit	Invoice Validation	Correct PO or invoice and resubmit Invoice Validation Adjust tolerance and resubmit Invoice Validation Manually release in the Invoice Holds tab
Max Total Amount	Sum of exchange rate variance and maximum shipment amount variance exceeds amount tolerance.	Invoice Validation	Correct PO or invoice and resubmit Invoice Validation Adjust tolerance and resubmit Invoice Validation Manually release in the Invoice Holds tab
Price	Weighted average price of all distributions on the matched invoice and all price corrections related to the invoice is more than [purchase order unit price (1 plus % tolerance)]	Invoice Validation	Correct PO, invoice, or price corrections and resubmit Invoice Validation Adjust tolerance and resubmit Invoice Validation Manually release in the Invoice Holds tab
Qty Ord	Quantity billed is more than [quantity ordered (1 plus % tolerance)]	Invoice Validation	Correct PO or invoice and resubmit Invoice Validation Adjust tolerance and resubmit Invoice Validation Manually release in the Invoice Holds tab
Qty Rec	Quantity billed is more than [quantity received (1 plus % tolerance)]	Invoice Validation	Enter receipt in Purchasing and resubmit Invoice Validation Adjust tolerance and resubmit Invoice Validation Manually release in the Invoice Holds tab
Quality	Quantity billed is more than quantity accepted	Invoice Validation	Enter acceptance in Purchasing and resubmit Invoice Validation Manually release in the Invoice Holds tab
Rec Exception	Purchase order receipt indicates exception	Manually in Purchasing	Manually release in the Invoice Holds tab
Tax Difference	Invoice tax code value is not equal to the purchase order tax code Invoice tax code value = purchase order tax code value, but taxable flag set to No for PO shipments	Invoice Validation	Correct PO or invoice and resubmit Invoice Validation Manually release in the Invoice Holds tab

Variance Holds - Payables applies the Dist Variance hold to an invoice if the total of the invoice distributions does not equal the invoice amount.

Hold Name	Hold Reason	Hold Placement	Hold Removal
Dist Variance	Invoice amount is not equal to the sum of invoice distribution amounts	Invoice Validation	Adjust invoice distributions or invoice amount and resubmit Invoice Validation
Prepaid Amount	The prepaid amount including tax exceeds the invoice amount	Invoice Validation	Unapply the prepayment and apply a lower amount
Tax Amount Range	Tax amount is less than [(tax rate taxable dist line total) - tolerance amount] or Tax amount is more than [(tax rate taxable dist line total) + tolerance amount]	Invoice Validation	Adjust tax rate for tax code and resubmit Invoice Validation Change tax code or tax group on invoice distributions and resubmit Invoice Validation Adjust tax tolerance and resubmit Invoice Validation Manually release in the Invoice Holds tab
Tax Variance	Tax amount is less than [(tax rate taxable dist line total) (1 - % tolerance)] or Tax amount is more than [(tax rate taxable dist line total) (1 + % tolerance)]	Invoice Validation	Adjust tax rate for tax code and resubmit Invoice Validation Change tax code or tax group on invoice distributions and resubmit Invoice Validation Adjust tax tolerance and resubmit Invoice Validation Manually release in the Invoice Holds tab

Miscellaneous Holds

Hold Name	Hold Reason	Hold Placement	Hold Removal
No Rate	No exchange rate for foreign currency invoice	Invoice Validation	Enter exchange rate and resubmit Invoice Validation Submit AutoRate and resubmit Invoice Validation
[All Payments]	You enabled the Hold All Payments option for the invoice's supplier site	Invoice Validation	Disable the Hold All Payments option in the Supplier Sites window and Payables allows you to select the supplier site's invoices for payment if they are validated (and approved, if the invoice requires invoice approval) Create a manual payment for any of the held invoices
Supplier	Hold all unvalidated invoices for a supplier	Invoice Validation	Remove the hold in the Invoice Holds tab, or use the Actions button. To disable completely, disable the Hold Unvalidated Invoices option at the supplier site.