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Transaction Holds

Transaction holds are a mechanism for blocking payment of a supplier transaction when a problem is identified — for example, a pricing discrepancy, a quantity mismatch, or a manual review requirement. FAP records each hold separately, so multiple issues can be tracked independently on a single transaction.

Hold codes​

Each hold is identified by a hold code. Standard hold codes include:

Hold codeMeaning
PRICETransaction price does not match the purchase order
QTYQuantity on the transaction does not match what was received
AMOUNTTransaction amount is incorrect
MANUALManual hold placed by an accounts payable user
DUPLICATESuspected duplicate transaction

Hold codes are configurable and support translated display values, so your organisation can add its own codes.

Placing a hold​

When a hold is placed on a transaction, Raytio records:

  • Hold code — which type of hold this is
  • Hold reason — a free-text explanation of why the hold was placed
  • Held by — the user who placed the hold
  • Held date — when the hold was placed

The same hold code cannot be placed twice on the same transaction while a hold of that code is still open. This stops duplicate holds of the same type stacking up on a single transaction.

Releasing a hold​

When the underlying issue is resolved, a hold is released by recording:

  • Release code — the reason the hold was released
  • Released by — the user who released the hold
  • Released date — when the hold was released

A hold is open until it has been released, and closed once a release date is recorded.

The payability rule​

A transaction is eligible for payment only when all three conditions are met:

  1. Transaction status is VALIDATED — the transaction has been through the validation process
  2. Approval status is APPROVED — the transaction has been explicitly approved
  3. No open holds — all holds have been released

This rule will be enforced by the payments module in a future phase.

Authorisation​

Any Accounts payable user or above can place and release holds. Accounts payable viewer can read holds but cannot modify them.

Further reading​