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 topic discusses:

  • PeopleSoft Receivables document types.

  • PeopleSoft Receivables group types and document types.

  • Document types and PeopleSoft Receivables accounting entries.

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.

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.

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.