Resolve supplier invoice holds
Bring the invoice, order, receipt and correspondence into one case so the responsible team can resolve a payment hold.
- Starts with
- An invoice is placed on hold or an unresolved hold reaches the agreed review threshold.
- Who decides
- The authorized AP/procurement owner approves corrections and any permitted hold release. Payment execution remains a separate ERP-controlled process.
- Output
- Hold-resolution case; Missing-information requests; Correction and decision record
- Inputs
- Invoice and hold record — Invoice identifier, supplier, amount, hold reason and current validation status that define the exception.
- Purchase order and receipts — Approved prices and quantities, receipt references and recorded receipt quantities used to explain the mismatch.
- Supplier correspondence — Supplier explanations, corrected documents and prior requests relevant to the blocked invoice.
- Configured tolerances and approval responsibilities — The organization’s matching tolerances, escalation rules and authorized owners for corrections and hold release.
The evidence and next action to resolve a hold
Bring the invoice, order, receipt and correspondence into one case so the responsible team can resolve a payment hold.
Configure and validate this starting point around your sources, permissions, and review responsibilities before implementation.
- 01Agent preparation
Read the hold reason
Read the hold reason and retrieve the linked invoice, purchase order, receipts and relevant correspondence.
- 02Agent preparation
Separate the evidence gaps
Separate missing evidence from price, quantity or other exceptions; identify the person responsible for each gap.
- 03Agent preparation
Prepare a correction
Prepare an evidence-linked correction proposal and draft the specific information request needed to complete it.
- 04Human decision
Approve the next action
The authorized AP or procurement owner approves the correction or retains the hold, and records the reason for the payables process.
The authorized AP/procurement owner approves corrections and any permitted hold release. Payment execution remains a separate ERP-controlled process.
What the team receives
- Hold-resolution case
- The hold reason, linked invoice, order and receipts, and a clear separation of missing evidence from price or quantity differences.
- Missing-information requests
- Specific questions or document requests for the supplier, receiving team or buyer, with the responsible owner identified.
- Correction and decision record
- The proposed correction, supporting evidence and authorized decision to proceed or retain the hold. Payment remains a separate controlled process.
Scope this workflow around your operation.
Does your team resolve supplier invoices blocked by missing receipts, purchase-order differences or other payment holds?