Configuring Payment Hold

Objective

After completing this lesson, you will be able to configure a payment hold.

Payment Holds Overview

Once an expense report completes the approval cycle and required workflow steps, and is ready for the Processing Payment status, the system evaluates whether to place it on payment hold. During this evaluation, the system checks:

  • Whether the expense report requires receipts.
  • Whether the required receipts have been received.
  • Whether other expense reports meet payment hold criteria based on your organization's payment hold configuration.
The image displays a screen of the Payment Hold Configurations tab. It includes blue buttons labeled New, Save, and Remove, and a table header with columns for Name, Report Limit Without Receipts, Receipts Grace Period (Days), Editable By, Applies To, Effective Date, and Active.

If the system determines that the report should be placed on hold, then the hold is placed based on the type of hold. If the system determines that the report should not be placed on hold, then the expense report proceeds to the Processing Payment status and it is not again evaluated against the payment hold limits during the payment process.

Note

If a payment hold configuration is deactivated or removed while expense reports are on hold, the expense reports are automatically released when the scheduled job runs. The job releases only the expense reports placed on hold by the deactivated or deleted configuration. All other expense reports remain on hold.

Configure a Payment Hold

To configure a payment hold:

Steps

  1. On the Payment Hold Configurations tab, select New.

    The image displays a Receipt Handling scereen with a highlighted Payment Hold Configurations tab and a highlighted New button. The screen also shows other tabs, action buttons, and a table header with columns for Name, Report Limit Without Receipts, Receipts Grace Period (Days), Editable By, Applies To, Effective Date, and Active.

  2. Complete the required information below, and then select Save.

    The image displays a Payment Hold Configurations screen with the Save button and the first data row highlighted. The highlighted row shows Group 1 demo, report limit without receipts as 2, receipts grace period in days, editable by Global, applies to Group 1, effective date as 2026-01-01, and active status as No.
    • Unique name
    • Report Limit Without Receipts - The number of reports that may be released for payment without first meeting the report level receipt requirements. That is, the maximum number of reports without receipts at any given time permitted to be released and no more (all reports with a status of Receipts Received are never counted).

      TIP:This option grants a report allowance, by number of reports, for late receipt association to the report.

    • Receipts Grace Period (Days) - The number of days by which an employee’s submitted report must have a receipt for processing. Once any expense report in the employee’s queue exceeds the number of days, all reports in that employee’s queue are placed into a Hold status.

      TIP:This option encourages employees to resolve any issues preventing timely receipt association to the report by locking the reports in totality.

    • The group rights that an administrator must have to modify the data this rule.
    • The group(s) that this payment hold configuration applies to. If it applies to ALL groups, select Global.
    • The date the newly-created payment hold configuration should go into effect.

      TIP:Reset the Effective Date to match the date the new configuration is to take effect. Failure to do so means a job run to release reports under a non-matching date scenario will result in reports "outside" the non-matching dates not being released.

  3. Activate the newly created payment hold configuration.

    The image displays a Payment Hold Configurations screen with the Active column highlighted. The Active field shows a dropdown menu with options Yes and No. The row contains details for Group 1 demo, report limit without receipts as 2, receipts grace period in days, editable by Global, applies to Group 1, and effective date as 2026-01-01.

Reference

For more detailed information, review the Receipt Handling – Payment Hold Configuration section in the Concur Expense: Receipt Handling Admin Guide, found on the SAP Help Portal.

Summary

  • Configure payment hold settings to control report processing based on receipt status and grace periods.
  • Assign rules and payment hold configurations to relevant groups for targeted enforcement.
  • Activate new configurations to ensure they are applied during payment processing.

Learning

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