Understanding 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 documents that you create either online or through background (batch) processing. When you activate the Document Sequencing feature, the PeopleSoft 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.
Document Sequencing Setup Considerations
Document sequencing must be established for business units at implementation, before transactions exist for the business units. Activating document sequencing functionality when a business unit has existing transactions results in payment cancellation and voucher closure issues. Consequently, once a business unit has transactions, its document sequencing setting should not be changed.
If you have erroneously activated document sequencing, you must correct the resulting voucher issues as follows:
Use credit vouchers to close vouchers.
Use journal entries to correct the accounting entries of canceled payments.
PeopleSoft Payables uses a Document Sequence Header table, VCHR_DOCSEQ_HDR, to store document sequence numbers for each new set of accounting entries. This table is a child of the voucher table. Where possible, the data for VCHR_DOCSEQ_HDR is populated online. For example, when a voucher is closed, the voucher close document sequence number is generated or validated when you save the page. The Voucher Posting Application Engine process (AP_PSTVCHR) then copies the document sequencing information to the closure accounting lines.
In other cases, however, document sequence numbers have to be generated in a batch process. In these instances, the necessary information is inserted by bulk into VCHR_DOCSEQ_HDR. The document sequencing routine is invoked to create a new document sequence number for each row in VCHR_DOCSEQ_HDR. PeopleSoft Payables processes (payment posting, revaluation, and cash clearing) call a routine (FTDOCAE) that copies the document sequence information from VCHR_DOCSEQ_HDR to the accounting entry table. For example, when a payment is canceled, and the associated vouchers are closed, a closure document sequence number is generated for each voucher that is associated with the payment.
When the certain events occur, the system combines four data elements to generate a document sequence number and inserts this combination into VCHR_DOCSEQ_HDR. The document sequence number consists of the following:
The PeopleSoft General Ledger business unit.
The default ledger group of the business unit.
The appropriate journal code/document type (this is dependent on the defined sequence by option).
The sequence date range value.
This table lists the various events in PeopleSoft Payables that generate document sequence numbers, and it details whether document sequencing occurs online or as a batch process, as well as which pages and processes are involved.
|
Event |
Type of Processing |
Pages / Processes |
|---|---|---|
|
New voucher |
Online Batch |
Voucher component Voucher Build (AP_VCHRBLD) |
|
Voucher closure |
Online Batch |
Close Voucher component Voucher Mass Maintenance component Voucher Posting (AP_PSTVCHR) |
|
Voucher unpost |
Online |
Unpost Voucher component Voucher Mass Maintenance component |
|
Voucher delete |
Online |
Delete Voucher component Voucher Mass Maintenance component |
|
New payment |
Online or Batch |
Express Payment page Voucher component (Payments page) Manual Pay component Pay Cycle (AP_APY2015) |
|
Pay cycle reset |
Online |
Pay Cycle Manager page |
|
Cancel payment |
Online |
Cancel Payment page Mass Payment Cancellation component |
|
Cancel payment voucher close |
Batch |
Payment Posting (AP_PSTPYMNT) |
|
Manual draft |
Online |
Manual Draft Creation page |
|
Draft write-off |
Online |
Draft Write Off page |
|
Cash clearing |
Batch |
Cash Clearing (AP_APCSHCLR) |
|
Payables revaluation |
Batch |
PS/AP Revaluation (AP_REVALUE) |