Understanding Document Sequencing
This chapter provides overviews of document sequencing and document sequencing with PeopleSoft Receivables transactions, and discusses how to:
Change document types and document sequence numbers.
Change or delete documents with document sequence numbers.
See Also
Understanding Document Sequencing
Some countries legally require that all financial transactions or documents be classified into different transaction types, and that within each transaction type, all documents be numbered sequentially. The document sequencing feature helps maintain established business practices by ensuring that the following requirements are met:
You can create documents online or through background (batch) processing.
When you activate the document sequencing feature, the PeopleSoft system assigns a sequence number to each document, such as an item or journal.
You can manually enter document sequence numbers.
The system adjusts document sequence numbering when you delete, change, or unpost a document.
This section discusses:
PeopleSoft Receivables document types.
PeopleSoft Receivables group types and document types.
Document types and PeopleSoft Receivables accounting entries.
See Also
How the System Assigns Sequence Numbers
PeopleSoft Receivables Document Types
After you set up the system for document sequencing, you can define the receivables document types, such as AR-CASH and AR-MAINT, by using the Document Type page.
Use the Sequence Range field to set up sequence ranges. Select the Automatic Numbering field if you want the system to generate document sequence numbers automatically.
PeopleSoft Receivables Group Types and Document Types
Documents in PeopleSoft Receivables include billing (items or invoices), overdue charges, payments, direct debits, drafts, transfer worksheets, and maintenance worksheets. Each document is associated with a group type. For example, the group type for payment is P.
You create document types and assign a document type to each group type. The system determines whether to assign a document sequence number automatically to an item in a group based on the document type that is assigned to the group type. You assign a document type to a group type on the Group Types page.
Note. For group types that the system creates in background processing, you must assign a document type that is set up for automatic numbering.
Because you enable the document sequencing option at the installation and the general ledger business unit level, all or none of the documents in the group have document sequence numbers.
See Also
Setting Up Group Types and Group Origins
Document Types and Receivables Accounting Entries
Use the Journal Generator Template - Defaults and Summarization pages to assign a document type to the accounting entries that PeopleSoft Receivables generates. The Journal Generator Application Engine process (FS_JGEN) uses this information to assign document sequence numbers to journals.
To retain and pass the document sequence numbers to PeopleSoft General Ledger, access the Summarization page and then select the Retain Detail in the How Default Specified field.
See Also
Setting Up for Journal Generator
Understanding Document Sequencing with PeopleSoft Receivables TransactionsThis section describes how document sequencing affects the following transactions and activities in PeopleSoft Receivables processing:
Overdue charges.
Payments.
Drafts.
Direct debits.
Maintenance worksheets and transfer worksheets.
Posting and unposting.
Interunit accounting entries.
Overdue Charges
Because the system creates overdue charges in a background process, you must assign a document type to the overdue charge group type that is set up for automatic numbering.
Payments
When you receive payments, the transaction may or may not have a document sequence number. If document sequencing is enabled for the business unit, either the Payment Predictor Application Engine process (ARPREDCT) or the payment worksheet automatically assigns a number.
Because the Payment Predictor process and payment worksheets generate items and assign document sequence numbers by using background processes, you must assign a document type, which is set up for automatic numbering, to the payment group type to get the proper next sequential number assigned.
If you want to enter a document sequence number manually for a payment worksheet, you can assign a document type that is set up for manual numbering when you build the worksheet and then assign a document sequence number. If the worksheet uses the default document type, the system assigns a document sequence number when you save the worksheet.
The document sequence number is at the worksheet level. Accounting entries for all items that are created or selected by the worksheet have the same document sequence number as the payment.
The Payment Predictor process assigns a document sequence number to payments that do not already have the document sequence number assigned when it generates worksheets or when it creates a payment group.
Direct Journal Accounting Entries
Direct journal accounting entries have the same document sequence information as the payment.
For cash control payments that are entered in a payment interface, such as a lockbox, a bank statement, or an Electronic Data Interchange (EDI) transmission, the system assigns the document sequence number when it creates the payment and accounting entries.
Cash control accounting entries have the same document sequence information as the payment.
Drafts
The system automatically assigns a document sequence number for each draft accounting event. The setup for each draft event on the Business Events page for document sequencing determines whether you assign a document type to the Draft group type or to an event that is associated with a bank account that has a Draft payment method.
Because the process that creates the drafts must be able to assign a document sequence number automatically, you must assign a document type to the group type or the draft event that is set up for automatic numbering.
The Receivable Update Application Engine process (ARUPDATE) assigns the document sequence number to drafts each time that it processes a draft event.
The system provides the default document type when you approve a draft on a draft worksheet. If you want to change the document type, you click the Document Sequence button to access the Document Sequence page. If you select a document type that is set up for manual numbering, you must enter a document sequence number before you save the draft. If you select a document type that is set up for automatic numbering, the system assigns a number when you save the draft.
See Also
Reviewing Business Events and Subevents
Direct Debits
Because the background process that creates the direct debits must be able to assign a document sequence number automatically, you must assign a document type to the direct debit group type that is set up for automatic numbering.
If you select a document type that is set up for manual numbering, you must enter a document sequence number before you submit the request. If you select a document type that is set up for automatic numbering, the system assigns a number when you submit the request.
Maintenance Worksheets and Transfer Worksheets
You should assign a document type to the maintenance and transfer group types that is set up for automatic numbering. If you want to enter a document sequence number manually, you can assign a document type that is set up for manual numbering when you build the worksheet, and then assign a document sequence number. If the worksheet uses the default document type, the system assigns a document sequence number when you save the worksheet.
The document sequence number is at the worksheet level. All accounting entries that result from the items that you create or that the worksheet selects have the same document sequence number.
Posting and Unposting
The Receivable Update process verifies that all accounting entries (except interunit entries) have a document sequence date. If a value is in only one of these fields—document sequence number and document sequence date—on the pending item distribution table (PS_PENDING_DST), the system issues a document sequencing error for the item and the process does not post the item. If both fields are blank, the process automatically assigns both numbers. The document sequencing date is the system date and the sequencing number is assigned based on the accounting date of the item.
For example, if you created an item on January 22, 2004 and the item accounting date is December 19, 2003:
The document sequencing date is January 22, 2004.
The document sequence number is assigned by the system in the December 2003 range for the default document type for these transactions.
When you unpost a group and document sequencing is enabled, the system creates an unpost group with accounting entries that have a new document sequence number using the original document type. However, the system uses the document type that you define for the Unpost group type on the Group Type page if:
The Keep Original Document Type check box is not selected on the Options page of the appropriate unpost group component.
The Keep Original Document Type check box is selected and the document type is a manual type.
If you unpost a group that has transactions with both interunit accounting entries and document sequencing, the system uses a different document type for the interunit transactions. The system uses the document type that is assigned to the business unit for interunit accounting entries on the Business Unit Definition page.
See Also
Establishing General Ledger Business Unit Defaults
Interunit Accounting Entries
When you create accounting entries by using the Pending Group Generator Application Engine process (AR_PGG_SERV) for interunit transactions, the accounting entries that are for the general ledger business unit that initiates the interunit entries inherit the document type from the transaction itself. For interunit accounting entries, the posting process automatically assigns document sequence numbers by using this document type.
However, the accounting entries for the other general ledger business units that are involved in the interunit transaction have blank values in the document type, document sequence number, and document sequence date fields. The Journal Generator process fills in the document sequence values for entries in the other general ledger business units.
Changing Document Types and Document Sequence Numbers
If you generate documents online, use the Document Sequence page to specify document sequence values for documents. Use this page to override the default document type for a receivable transaction. If you enter document sequence numbers manually, use this page to manually enter a document sequence number.
Because you assign a document type to each group type, the system automatically assigns a default document type to each item when you enter the item.
Suppose that the AR-CASH document type is set to automatic numbering. On the Document Sequence page, the document sequence number changes to Next by default. If you do not select automatic numbering, you cannot edit the Document Sequence Number field. When you save the group, the system assigns the document sequence number to the item.
Note. Invoices that come from PeopleSoft Billing should already have document sequence numbers. The system handles their document sequencing the same way that it handles other PeopleSoft Receivables items.
See Also
Entering Document Sequence Numbers Online
Changing or Deleting Documents with Document Sequence Numbers
The system assigns a document sequence number when you save an entered item. After you save an item, you enter a reason for the deletion for the audit trail.
If you change the accounting date or document type after the system assigns a document sequence number, you may need to assign a new number depending on local laws and regulations. If you assign a new number or change a manually entered number, the system deletes the original number and records the change for the audit trail. It also validates the new number based on the setup options.
If you delete a document sequence number, you must specify a reason for the audit trail. If you try to delete the whole group and more than one item in the group has a document sequence number, the system displays an error message asking you to delete each item one by one. You then must delete items row by row and enter the reason for the deletion. If only one item is in the group, you can delete the whole group and the system prompts you to enter the reason for the deletion.
See Also