Defining Document Sequencing

Statutory requirements in some countries require that all financial transactions (documents) be classified into different transaction types, and that within each transaction type, all documents entered be numbered sequentially. The document sequencing feature helps you maintain established business practices by meeting both of these requirements.

Document sequencing is available for transactions that you create either online or through background (batch) processing. When you activate document sequencing, the system automatically assigns a sequence number to each document (invoice, voucher, journal, and so on) that you create. You can also enter sequence numbers manually. When you delete, change, or unpost a document, the system may generate additional document sequence numbers, as appropriate.

PeopleSoft Asset Management uses the Document Type Template (AM_DOCTYPE_TMPL) page to add and maintain document types relevant to specific asset categories or transactions. Before you can establish a document type template, you must first establish the following:

• The Document Sequence Range (SEQ_RANGE) page maintains the sequence number range; the range is user-defined, and often based on an annual (AN) or monthly (MN) counter.

• Use the Journal Code (JRNL_CODE) page to define journal codes, specify sequence ranges, and determine how document sequence numbers are assigned for each journal code.

• The Document Type (DOC_TYPE) page establishes document sequencing options for PeopleSoft Asset Management business processes that generate financial transactions. This is the equivalent of the Journal Type used by General Ledger.

Document sequencing occurs at either the journal code level or the document type level within a journal code. If sequencing occurs at the journal code level, all document types within a journal code share the same sequence numbers. If sequencing occurs at the document type level, each document type has its own sequence numbers. This is determined by the Sequence By field on the Journal Code table. In PeopleSoft Asset Management, this is defined on the Document Type Template (AM_DOCTYPE_TMPL) page.

Document sequencing can either be set to manual or automatic. In the case where the document sequence allows for manual entry, the system validates the number to ensure that the number falls within the appropriate range and is unique. If the option has been set to automatic, the system selects the next available number in the sequence. If the option is set to manual without entering a value, an error is generated. In cases where the option is set to manual, and a batch process inserts the sequence number, the batch process generates the numbers sequentially and the numbers can not be altered.

As transactions with document sequencing occur through online processing and from batch processes such as the transaction loader process (AMIF1000), the PeopleSoft Asset Management document sequencing table (AM_DOC_SEQ) stores the transaction data by row. This table joins with the PS_DIST_LN table so that the entries are created in General Ledger. If journals are created through the Journal Generator process from subsystem accounting entries, document sequence numbers are already assigned when the option to retain detail is selected. Assigned document sequence numbers are carried forward to the journal lines. When the summarization option is selected, document sequencing field values are left blank

The document sequence page (AM_DOC_SEQ) is used throughout the PeopleSoft Asset Management application where a financial transaction occurs: Express Add, Basic Add, Cost Transfer/Adjust, Leases, Copy Assets, Adjust Accumulated Depreciation, Update/Delete Pending Transactions, Impairment, and Retirement. Each page displays a document sequencing tab for the entry and allows you to view, enter or override document sequence information.

When using multiple ledger groups with multiple ledger assigned, the following rules apply: If the Keep Ledgers in Sync (KLS) option is enabled, the ledger group will maintain the same sequencing number across ledgers. Only the primary ledger group/ledger combination will have a unique sequencing number. If KLS is not enabled, then both ledgers assigned to the ledger group have different sequence numbers. If multiple ledger groups are assigned to a business unit, even with KLS on, the ledger groups would have different sequence numbers. They can independently have KLS enabled or not.

This table shows the details associated with each component, page or process where access to document sequencing is available.

A Parent asset that disposes, transfers or makes recategorizations to its children can have a different document type from its defaulted one. You can manually override it but the child assets inherit the parent asset document type. In such a case, the document type needs to be defined as automatically generated.

Group assets are treated as one entity for the purpose of depreciation, but as multiple entities for all other purposes. Therefore, these assets do not generate a different sequence number at asset level. For any other transactions, they are treated as ordinary assets. AMDPCGRP defines the sequence to be given to that transaction based on the accounting entry template selected. For transfers by Group ID, the system generates sequenced numbers for the transfer out transaction. The transfer in transaction is handled by GL in the same manner as a regular InterUnit transaction.

No transaction detail is carried by individual composite members. All transaction detail, including any gain or loss accrued upon retirement, is rolled up to the composite asset level. Once this roll up occurs, no transaction detail is retained by composite members. Composite assets will be treated as ordinary assets but not their members. These do not generate sequenced numbers.

Joint Ventures are not supported for participant business units.

Before you can begin using the Document Sequencing feature in PeopleSoft Asset Management, you must:

1. Enable document sequencing at the installation level.

   The system does not perform any document sequencing functions unless you select the Document Sequencing option on the Installation Options - Overall page.

2. Enable document sequencing at the PeopleSoft General Ledger business unit level.

   Once you enable document sequencing at the installation level, activate it for designated General Ledger business units on the General Ledger Definition page.

3. Specify a document sequence range.

4. Define the journal types and journal codes.

5. Define the document types.

Document sequencing uses the following components:

• Journal Type (JRNL_TYPE)

• Journal Code (JRNL_CODE)

• Document Types (DOC_TYPE)

• Sequence Range (SEQ_RANGE)

See Setting Up Application-Specific Installation Options.

See Understanding Document Sequencing.

See Defining General Ledger Business Units.

See Understanding Asset Management Business and Cash Generating Units.

Use the Document Type Template page (AM_DOCTYPE_TMPL) to assign document types to each accounting entry type in Asset Management.

Navigation:

Set Up Financials/Supply Chain > Product Related > Asset Management > Accounting > AM Document Type Template > Document Type Template

This example illustrates the fields and controls on the Document Type Template page. You can find definitions for the fields and controls later on this page.

Assign document types to be used by default by document sequencing for asset categories and asset transaction codes.