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Preparing Receivables

To ensure that the document sequence feature works correctly, you should perform the following steps in the order listed. Use the System Administrator responsibility to access all windows listed in this section.

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:

Attention: The Receivables Automatic Receipts feature uses document sequences when creating receipts. Consequently, if you are using this feature you must set this profile option to either 'Partially Used' or 'Always Used.'

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 transactions, one for receipts, and one for adjustments. Alternatively, you may wish to assign a different sequence to each transaction type, payment 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.

Finance charge adjustments are created when you calculate finance charges. They are used to adjust the transaction balance by the amount of the finance 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 may manually enter sequential numbers in the AutoInvoice interface tables. However, Receivables will automatically assign sequence numbers to the transactions you import if you use an automatic sequence type for these transactions.

Define Document Categories

You can identify specific categories of documents that are subject to automatic sequential numbering. Use the Document Categories window to define your document categories. Use the System Administrator responsibility to access this window.

You need to set up categories for every transaction type, payment method, adjustment, and finance charge activity that you use. Each category is associated with a table. This table holds the sequence numbers assigned to the transactions you create.

Attention: Ensure you use the exact same name for your category name as the name of the associated transaction type, payment method, or adjustment activity. This provides the link between the document type and the sequence when transactions are created.

Attention: When defining a document category for Adjustments, the system only recognizes the first 30 characters of your adjustment activity name.

The table below lists the categories you need to create and identifies the related tables.

Document Type Table One Category for Each:
Adjustments AR_ADJUSTMENTS Adjustment and Finance Charge Activity
Receipts AR_CASH_RECEIPTS Payment Method
Transactions RA_CUSTOMER_TRX Transaction Type
Table 1 - 1. (Page 1 of 1)

Note: During upgrade, Receivables will automatically create categories for each payment method, transaction type, adjustment, and finance charge activity you have defined. During install, Receivables will automatically create categories for each seeded adjustment activity and transaction type.

Assign Sequences to Categories

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

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

You can assign the same sequence to one or more document flexfield combinations, but remember to assign automatic sequences to those programs that require them.

Implement Document Sequences in 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:

Note: It is possible to have document sequencing enabled for specific applications by setting your Sequential Numbering profile option at the application, rather than at the site, level.

See Also

Sample Implementation

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