Two Different Retainage Accounts and Release Timing in Acumatica

Question

Hi everyone,I’m looking for some guidance on handling two different retainage amounts on a single AP invoice in Acumatica.For example, suppose we have:AP invoice: $100,000	Retainage 1: 10% ($10,000)  →default Retainage  GL account 2000-to be released when the project reaches completion	Retainage 2: 5% ($5,000) → New Retainage GL account 2100 → to be released 12 months later	Net amount paid to the vendor initially: $85,000I would like to track these as two separate retainage liabilities, with each going to a different GL account and having its own release timing.However, I don't see an option in Acumatica to configure two retainage accounts and two separate levels/stages of retainage release on the same AP invoice.Has anyone dealt with this scenario in Acumatica?Is there a standard way to:Record two different retainage amounts on one AP invoice;	Post each retainage amount to a different GL account; and	Release each retainage independently at different times?If this isn't supported by the standard retainage functionality, what is the recommended workaround? I'm particularly interested in solutions that preserve the AP/vendor balance and project accounting correctly without having to manually create separate transactions outside the normal retainage process.We are currently under 2025R2 version. Any advice or examples of how others have configured this would be greatly appreciated. Thanks!

smilner3 · Accepted Answer

​@epan,The timing half you can do today. The two accounts half you can't, not on one bill.Release AP Retainage (AP510000) releases a piece of the held amount instead of all of it. Change Percent to Release or Retainage to Release, process, and you get one retainage bill. The original bill stays Open with the rest still held, and you come back in 12 months and release the balance. Several retainage bills off one original bill is normal.The account is the hard stop. Retainage Payable comes from the vendor class, vendor, or vendor location, and the bill carries a single Retainage Payable Account. The lines have Retainage Percent and Retainage Amount, but there's no retainage account on the line. One bill, one retainage liability.So split the vendor's $100,000 into two bills. $50,000 at 20% holds your $10,000 in 2000. $50,000 at 10% holds the $5,000 in 2100. Same $85,000 out the door, same $15,000 held. You don't have to work the percentages backward, just type the dollar figure in Retainage Amount and it fills in the percent. Get Bill B onto 2100 by giving the vendor a second location with 2100 on its GL Accounts tab and selecting that location on the bill. Release each one whenever its own clock runs out. Project, task and cost code stay on the lines, so the project side is untouched.Both bills carry the same vendor invoice number, so if AP Preferences is set to error on duplicate vendor references you'll need to vary the reference on the second one.Don't reclass with a journal entry. Retainage Payable is an AP control account, and the release debits whatever account the bill points at.

epan · Answer

​@epan,The timing half you can do today. The two accounts half you can't, not on one bill.Release AP Retainage (AP510000) releases a piece of the held amount instead of all of it. Change Percent to Release or Retainage to Release, process, and you get one retainage bill. The original bill stays Open with the rest still held, and you come back in 12 months and release the balance. Several retainage bills off one original bill is normal.The account is the hard stop. Retainage Payable comes from the vendor class, vendor, or vendor location, and the bill carries a single Retainage Payable Account. The lines have Retainage Percent and Retainage Amount, but there's no retainage account on the line. One bill, one retainage liability.So split the vendor's $100,000 into two bills. $50,000 at 20% holds your $10,000 in 2000. $50,000 at 10% holds the $5,000 in 2100. Same $85,000 out the door, same $15,000 held. You don't have to work the percentages backward, just type the dollar figure in Retainage Amount and it fills in the percent. Get Bill B onto 2100 by giving the vendor a second location with 2100 on its GL Accounts tab and selecting that location on the bill. Release each one whenever its own clock runs out. Project, task and cost code stay on the lines, so the project side is untouched.Both bills carry the same vendor invoice number, so if AP Preferences is set to error on duplicate vendor references you'll need to vary the reference on the second one.Don't reclass with a journal entry. Retainage Payable is an AP control account, and the release debits whatever account the bill points at.Thanks Smilner3, I will post two bills as work around for now.Hope Acumatica can create different level of retainage account in future version updates.

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