Holds, notes and external references
Holds
Where: a supplier → Holds and notes → Holds.
Who: supplier.hold.view / supplier.hold.manage; feature Holds.
"Typed holds are independent of the On hold status. An effective Purchasing or All activity hold blocks purchase orders. Released holds stay in history."
| Hold type | Blocks |
|---|---|
| PURCHASING | New purchase orders |
| ALL_ACTIVITY | New purchase orders and everything else |
| PAYMENT | Recorded for payments to respect |
| QUALITY, COMPLIANCE, DELIVERY | Recorded for the matching team |
Add a hold
- Select Add hold.
| Field | Rule | Example |
|---|---|---|
| Hold type | Required | QUALITY |
| Reason code | Optional short code | DEFECT-RATE |
| Reason | Required, up to 500 characters | Two batches failed incoming inspection in October |
| Effective from / Effective until | Optional | 2026-11-01 / (empty) |
- Save. Only one active hold of each type ("An active Supplier hold of this type already exists").
Release a hold
- On the hold, select Release.
- Enter the Release reason (required).
- Select Release hold. The hold shows the Released date and reason, and stays in history.
Example: Northstar has a PURCHASING hold while a credit dispute is resolved. Purchase readiness fails "No purchasing or all-activity hold". On 20 Nov Nadia releases it: "Credit note received; dispute closed." Readiness passes again.
Notes
Where: Holds and notes → Notes.
Who: supplier.note.view / supplier.note.manage; feature Notes.
| Field | Rule | Example |
|---|---|---|
| Note type | General, Procurement, Payment, … | PROCUREMENT |
| Subject | Required | Price review |
| Content | Required, up to 4000 characters | Annual price review due January; target 2% reduction. |
| Internal only | Tick for staff-only | Yes |
| Effective from / until | Optional | |
| Status | Active or Inactive | Active |
Notes can be edited while Active or Inactive. Delete keeps the note in history with status Deleted: "Inactive and deleted notes are kept as history. Deleted notes cannot be edited."
External references
Where: a supplier → References.
Who: supplier.external-reference.view / .manage; feature External references.
| Field | Example |
|---|---|
| Source system | SAGE |
| Reference type | VENDOR_ID |
| Reference value | V-88213 |
| Primary reference for this source system | Yes |
| Active, Effective from / until | Yes |
Use Find by external reference to open a supplier from another system's ID.
Next: Compliance.