Setting Up Document Sequences

To ensure that the document sequence feature works correctly, perform the following steps in the order listed.

Use the System Administrator responsibility to access all windows listed in this section.

Note: During an upgrade, Receivables automatically creates categories for each receipt method, transaction type, and receivables activity that you have defined. When installing Receivables for the first time, Receivables creates categories for each seeded adjustment activity and transaction type.

Step 1 Enable Sequential Numbering Profile Option

To implement document sequences, you must first enable the Sequential Numbering profile option. This can be set at the site and/or application level. To view the current setting of this option, navigate to the Personal Profile Values window and query the 'Sequential Numbering' profile option.

Note: This profile option can be viewed, but not updated, in the Personal Profile Values window. You can access this window from the Navigator.

Valid profile option values are:

Step 2 Define Document Number Generation System Option

The Document Number Generation Level system option lets you determine when Receivables generates a document number for your transactions (except bills receivable). You can choose to generate a document number when the transaction is committed, or when the transaction is completed. The default value is 'When the transaction is committed.'

If you are using bills receivable, then Receivables ignores this system option and generates a document number when the transaction is completed.

Step 3 Choose whether Document Number is same as Transaction Number

When you create or import transactions, the transaction batch source determines whether Receivables automatically generates the batch and transaction numbers or if you need to enter these numbers manually. The transaction batch source also determines whether Receivables uses the same number for both the document and the transaction number.

Note: If your application uses Gapless document sequencing, this option ensures that your transaction numbers are also gapless.

To ensure that the document number and transaction number are the same for transactions for a batch source:

  1. Navigate to the Transaction Sources window.

  2. Enter or query the transaction source. See: Transaction Batch Sources.

  3. Check the Copy Document Number to Transaction Number box.

    Attention: If the Copy Document Number to Transaction Number option is set to Yes, it is possible to have more than one transaction with the same transaction number and batch source in Receivables. However, the document number and transaction number are always unique for any transaction type with a document sequence assignment.

Step 4 Define Sequences

Use the Document Sequences window to define the name, type, and initial value for your sequence. Use the System Administrator responsibility to access this window.

It is not necessary to define a different sequence for each transaction that you enter. You may decide, for example, to have just three sequences set up, one for invoices, one for receipts, and one for adjustments. Alternatively, you may want to assign a different sequence to each transaction type, receipt method, and adjustment activity.

The following Receivables transactions must have automatic sequence types. All other transactions can have manual or automatic sequences.

Receivables generates chargeback adjustments when you create a chargeback. The chargeback adjustment reduces the balance of the transaction to which the chargeback is applied by the amount of the chargeback. Similarly, commitment adjustments are generated when you invoice against a deposit or guarantee. The commitment adjustment reduces the balance of the invoice in the case of a deposit applied to an invoice, or reduces the balance of the guarantee in the case of a guarantee applied to an invoice.

Late charge adjustments are created when you calculate late charges. They are used to adjust the transaction balance by the amount of the late charge.

Adjustment and chargeback reversals are generated when you delete a receipt application that has an adjustment or chargeback associated with it.

Suggestion: If you are using AutoInvoice, you can manually enter sequential numbers in the AutoInvoice interface tables. However, Receivables automatically assigns sequence numbers to the transactions you import if you use an automatic sequence type for these transactions.

Step 5 Assign Sequences to Categories

Use the Document Sequences window to assign a sequence to one or more combinations of:

When you define a new receipt method, transaction type, or receivables activity, Receivables automatically creates a corresponding document category with the same name.

Note: Although Receivables creates a corresponding document category for each receivables activity that you define, only the document categories that were created for Adjustment or Late Charge receivables activities require sequence assignments.

Application and Document Category make up your document flexfield. Each active document flexfield combination must be unique for any given transaction date range.

Note: You can assign the same sequence to one or more document flexfield combinations, but all of the categories in the flexfield must point to the same application table.

For more information, see: Assigning a Document Sequence.

Step 6 Implement Document Sequences in Oracle General Ledger

If you have Oracle General Ledger installed and have sequential numbering enabled for this application, you must define sequences, categories, and assignments for your journal entry categories before you can post.

Receivables posts to the following General Ledger journal categories:

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