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Type. The type of an approval code determines if a hold is applied or released. You can enter a Hold type or a Release types:

Hold Types:

Hold type approval codes are used by Approval when it applies holds to invoices. You can define and manually apply approval codes of the Invoice Hold Reason type.

• Invoice Hold Reason. This type of approval code applies a hold to an invoice. You can manually apply as many of these holds to an invoice as you require when you enter or adjust the invoice.

The following hold types are predefined by Payables. You cannot define holds with these types.

• Acct Hold Reason. Payables uses these account holds to identify invoices with invalid or incorrect accounts payable liability, exchange rate variance, or distribution accounts. An invalid account prevents payment and posting of an invoice and prevents posting of a payment.

• Funds Hold Reason. If you use budgetary control, Payables applies a Funds hold to an invoice during Approval if there are insufficient funds for an invoice distribution or Payables cannot perform funds checking.

• Insufficient Information. Payables uses this hold for foreign currency invoices. During Approval Payables applies an Insufficient Information hold to foreign currency invoices without an exchange rate.

• Matching Hold Reason. Payables automatically applies a matching hold to an invoice during Approval if the invoice violates predefined matching criteria.

• Natural Account Tax. Payables applies this hold if you have enabled the Enforce Tax From Account Payables option, and the natural account on the distribution does not match the tax name assigned to it in the Tax Options window. See: Tax Payables Options.

• Period Hold Type. Payables predefines one hold code with the Period Hold Type. Approval applies a hold of this type to an invoice with a GL Date in a Future period. Payables prevents payment and posting of an invoice with a Period Hold.

• Variance Hold Reason. Payables predefines three hold codes with this type. Approval applies the Dist Variance hold to an invoice if the total of the invoice distributions does not equal the invoice amount.

During Approval, Payables verifies that the distribution tax amount matches the calculated tax for the Tax Name, within the amount and/or percentage tolerances you define. If the variance exceeds a percentage tolerance, Payables applies the Tax Variance hold, and if the tax variance exceeds an amount tolerance, Payables applies the Tax Amount Range hold.

Release Types:

Release type approval codes are used by Approval when it releases holds. You can manually release holds using approval codes with release types Invoice Release Reason, Matching Release Reason, Variance Release Reason, Holds Quick Release Reason, and Invoice Quick Release Reason. Release holds codes appear on a list of values for the Release field of the Invoice Actions and Release windows.

• Invoice Release Reason. You can use this type of approval code to release one manually releasable hold for one invoice in the Invoice Holds window.

• Invoice Quick Release Reason. You can use this type of approval code to release all manually releasable holds for one invoice in the Invoice Holds window.

• Hold Quick Release Reason. You can use this type of approval code to release all holds from invoices that you query in the Invoice Workbench. Payables only releases the type of hold you entered as part of your search criteria.

• Matching Release Reason. You can use this type of approval code to release a Matching hold that Payables automatically applies to an invoice during Approval.

• Variance Release Reason. You can use this type of approval code to release Variance Holds that Approval automatically applies to invoices that have a tax variance.

• Acct Release Reason. For an invoice, Payables releases an account hold when you correct the invalid account and submit Approval. For a payment, Payables releases an account hold account when you correct the invalid account and post the payment.

• Funds Release Reason. Payables uses these releases for funds checking if you use budgetary control. Payables releases a Funds hold on an invoice during Approval if sufficient funds exist for an invoice or Payables can perform funds checking.

• Natural Account Tax Updated. Payables uses this release to release a Natural Account Tax hold on an invoice after you assign the correct tax name to the invoice. See: Tax Payables Options.

• Period Release Type. Payables predefines one release code with the Period Release type. Payables uses this release code to release a Period hold when you open the period and resubmit Approval. See: Controlling the Status of AP Accounting Periods.

• Sufficient Information. Payables predefines one release code with the Sufficient Information type. Payables places a Sufficient Information release code on an invoice after you enter an exchange rate for a foreign currency invoice.

• Variance Release Reason. Payables predefines two release codes with the Variance Release Reason type.

Payables places the Variance Corrected release code on an invoice if you correct an invoice variance. Payables places this release code when you submit Approval for an invoice with a distribution or tax variance hold for which you have corrected the variance.

You cannot enter a variance release reason for an invoice with a Distribution Variance hold. You must adjust the invoice so that the total of the invoice distributions equals the invoice amount.

You can enter Variance Override for an invoice if you want to release an invoice from a tax variance hold using the Holds window. You can also define other Variance Release Reasons to use for releasing invoices from tax variance hold.

Name. A unique approval code name. The name and description will appear on a list of values when you need to enter the hold or release code.

Description. Description of the hold or release code. Use this description to elaborate on your hold or release code to eliminate any confusion over similar names.

Postable. Enable to allow Payables to transfer journal entry information to your general ledger for invoices with this hold code. You can control this option only for holds of the type Invoice Hold Reason.

Releaseable. If you can release this hold manually, Payables enables the Releaseable check box.

Inactive Date. Date on and after which you want to prevent use of a hold or release code. On or after this date, Paybles will not include this code on a list of values, and you will not be allowed to enter it. You can remove an inactive date at any time.