Using Document Sequencing

If you generate documents online, you can specify several document sequencing values as you enter documents. If you generate documents as batch processes, the system does the sequencing automatically.

This section discusses how to:

Enter document sequence numbers online.
Modify a document.

Pages Used for Document Sequencing

Page Name	Definition Name	Navigation	Usage
Document Sequence	JRNL_DOC_SEQ_SEC	select General Ledger, then select Journals, then select Journal Entry, then select Create/Update Journal Entries, then select Lines Click the Doc Seq link on the Journal Entry - Lines page.	Enter document sequencing numbers for a specific document type.
Document Sequence	DOC_SEQ_JRNL_S_SEC	Click the Document Sequencing link on the Journal Suspense Correction page.	Enter document sequencing numbers for a specific document type.
Document Sequence	DOC_SEQ_AP_SEC	select Accounts Payable, then select Vouchers, then select Add/Update, then select Regular Entry, then select Invoice Information. Click the Document Sequencing link.	Enter document sequencing numbers for a specific document type.
Document Sequence	DOC_SEQ_CLOSE_SEC	Accounts Payable, Vouchers, Add/Update, Close Voucher, Close Voucher. Click the Document Sequencing link.	Enter document sequencing numbers for a specific document type.
Document Sequence	DOC_SEQ_REPST_SEC	select Accounts Payable, then select Vouchers, then select Maintain, then select UnPost Voucher, then select UnPost Voucher. Click the Document Sequencing link.	Enter document sequencing numbers for a specific document type.
Document Sequence	DOC_SEQ_PY_REC_SEC	Click the Document Sequencing link on the miscellaneous Payables and eSettlements Payment Entry pages.	Enter document sequencing numbers for a specific document type.
Document Sequence	DOC_SEQ_CANCEL_SEC	Click the Document Sequencing link on the Cancel Payment, Federal Schedule Cancellation, Payment Escheatment, or eSettlements Confirm Payment Cancellation page.	Enter document sequencing numbers for a specific document type.
TR Doc Sequencing	DOC_SEQ_TR_SEC	select Cash Management, then select Treasury Accounting, then select Accounting Entries In the Accounting Entries grid, click the Document Sequencing link on the Document Sequencing tab.	Enter document sequencing numbers for a specific document type. The Sequence Type field must be set to Manual on the Document Type page for the specific document type.
Doc Sequencing	AM_DOC_SEQ	select Asset Management, then select Asset Transactions, then select Owned Assets, then select Express Add, then select Doc Sequencing select Asset Management, then select Asset Transactions, then select Owned Assets, then select Basic Add, then select Doc Sequencing select Asset Management, then select Asset Transactions, then select Financial Transactions, then select Cost Adjust/Transfer Asset, then select Doc Sequencing select Asset Management, then select Asset Transactions, then select Asset Disposal, then select Retire/Reinstate Asset, then select Doc Sequencing select Asset Management, then select Asset Transactions, then select Leased Assets, then select Express Add, then select Doc Sequencing select Asset Management, then select Asset Transactions, then select Leased Assets, then select Update Lease, then select Doc Sequencing select Asset Management, then select Asset Transactions, then select Financial Transactions, then select Change/Delete Pending Transactions, then select Doc Sequencing select Asset Management, then select Depreciation, then select Processing, then select Adjust Accumulated Depr, then select Doc Sequencing select Asset Management, then select Asset Transactions, then select Asset Book Information, then select Define Tax/Depr Criteria, then select Doc Sequencing	Enter document sequencing information for a specific document type.
Doc Sequencing	AM_DOC_SEQ_SCR	select Asset Management, then select Asset Transactions, then select Owned Assets, then select Copy Existing Asset, then select Doc Sequencing	Enter document sequencing information for a copy of an existing asset if its financial and physical information is similar to that of a new asset that you want to create.
Accounting Transaction Control	RUN_GLS7006	select Statutory Reports, then select General Ledger, then select Accounting Transaction Control	Run the GLS7006 process to list document sequence numbers for accounting transactions by business unit. The report shows all document sequence numbers or all gaps in the document sequence numbers.
AP/AR Accounting Control	RUN_FIN5002	select Statutory Reports, then select AP/AR Doc Sequence Control	Run the FIN5002 process to list document sequence numbers for accounting transactions by business unit for either Accounts Payable or Accounts Receivable. This report shows all document sequence numbers or all gaps in the document sequence numbers for the selected subsystem application.

Document Sequence Page

To enter document sequence numbers online:

Use the Document Sequence page (DOC_SEQ_PY_REC_SEC) to enter document sequencing numbers for a specific document type.

Navigation

Click the Document Sequencing link on the miscellaneous Payables and eSettlements Payment Entry pages.

Click the Search button to select a document type that you previously defined for financial transactions.
Enter a Document Sequence Number of up to 12 characters.

You can access this field if you specified on either the Journal Code page or the Document Type page that the document sequence number is entered manually. The system validates this number when you save the transaction. If you've designated automatic numbering, the system displays NEXT in the Document Sequence Number field until you save the transaction. At that time, the system assigns the next available sequence number.

After you save the transaction and the system either assigns a document sequence number or validates a manually entered number, the transaction records populate the Document Sequence Date field with the current date. If the system is unsuccessful in assigning a document sequence number, it populates the Document Sequence Status field with a status message.

Modifying a Document

You might make modifications after you define a document and the system has assigned a document sequence number to that financial transaction. Document sequencing enables you to do the following before you post a document:

Delete a document

If you delete a document that has a document sequence number assigned, the system records a deletion through an audit trail and prompts you to provide an explanation so that gaps in the transaction reports for auditors can be explained. The deleted number cannot be reused.

Change a document

If you change a document that has a document sequence number assigned and the changes will result in a different document sequence number, the system deletes the old document sequence number and assigns a new one.

The system treats the old document sequence number as deleted, records it through an audit trail, and prompts you to provide an explanation so that gaps in the transaction reports can be explained. The deleted number cannot be reused.

Unpost a posted document

If you need to unpost a document that has a document sequence number assigned, the system assigns a new document type, document sequence number, and sequence date for the unpost transactions. The system assigns the document sequence number based on the document type and accounting date. When you unpost a transaction, you can specify a default document type for each type of transaction.