Setting Up a System for Document Sequencing

To specify a document sequence range:

1. Use the Document Sequence Range page (SEQ_RANGE) to define the sequence range for your documents. You can define a range that spans yearly, monthly, daily, or any other desired increments. (Navigation: Set Up Financials/Supply Chain, Common Definitions, Document Sequencing, Sequence Range)

2. Enter a Begin Date and End Date to search for document sequence ranges you have already defined. Click the search button to refresh the page with the data you requested. To ensure that only one range is used for each Accounting Date, the system does not allow an overlap in these fields.

3. Enter a Prefix.

   Document sequence numbers consist of a prefix and a number. The prefix may be alphanumeric, and you can leave this field blank. When combined, the prefix and number may not exceed 12 characters. If the total length has fewer than 12 characters, the system inserts zeros between the prefix and the number. For example, if the sequence number prefix is 97 and the number is 201, the sequence number is 970000000201.

4. Enter a valid Start # (start number) and End # (end number) for your document sequencing number range.

   Because the system defines each number range by a date range, it does not allow an overlap in sequence number ranges. Once a document is created and the system has assigned a sequence number, you cannot change the Start # because sequencing has already begun. However, you can change the End # if you have not assigned enough numbers to your range.

To define a journal type:

1. Use the Journal Type page (JRNL_TYPE) to identify a journal type, and determine at which level the system assigns a sequence number—either at the journal code level or the document type level within the journal code. (Navigation: Set Up Financials/Supply Chain, Common Definitions, Document Sequencing, Journal Type)

2. Enter either a numeric or character value to represent the journal type.

3. Select a Sequence By option to specify where the document sequencing is to take place—at the journal code level or the document type level (within the journal code).

   Note: When you first set up a journal type, all fields on the page are available. Once you enter a transaction record for journal type, and the system assigns a document sequence number (or validates the manual document sequence number) for the transaction, the Journal Type field and the Sequence By options become unavailable.

To define journal codes:

1. Use the Journal Code page (JRNL_CODE) to define journal codes, specify sequence ranges, and determine how document sequence numbers are assigned for each journal code. (Navigation: Set Up Financials/Supply Chain, Common Definitions, Document Sequencing, Journal Code)

2. Enter a Journal Code.

3. Select a Journal Type to define the category of financial transaction to which the journal code belongs.

   The Sequence By option that you defined for the selected journal type appears.

   Note: The Sequence Range field and Document Sequencing Type options are available on this page only if you specified journal code level sequencing on the Journal Type page. When you first set up a journal code, all fields on the page are available. Once you enter a transaction record for this journal code, and the system assigns a document sequence number (or validates the manual document sequence number) for the transaction, the Journal Code, Journal Type, Sequence Range, and Document Sequencing Type options become unavailable for entry.

To define document types:

1. Use the Document Type Template page (DOC_TYPE_TMPL) to activate document sequencing for PeopleSoft Asset Management. (Navigation: Set Up Financials/Supply Chain, Product Related, Asset Management, Financials, Document Type Template)

2. Enter a Document Type that represents the business purpose of a financial transaction.

3. Select a Journal Code with which you associate the document type.

   The Journal Type and the Sequence By option that were defined for the selected journal code appear.

   Note: The Sequence Range field and Sequence Type options are available only if you specify document type level sequencing on the Journal Type page. When you first set up a document type, all fields on the page are available. Once you enter a transaction record for this document type, and the system assigns a document sequence number (or validates the manual document sequence number) for the transaction, the Document Type, Journal Code, Sequence Range, and Sequence Type options become unavailable.

The system assigns document sequencing field values for accounting entries in different ways. If you post a document, and the system creates accounting entries, the system treats document sequencing field values in one of the following ways:

• For initiating (anchor) business unit accounting entries, the system carries document sequencing field values forward to the accounting entries and the Journal Generator process carries those field values to the journal lines.

• Interunit transactions are treated as separate documents — one for each business unit. Each document has its own document type and document sequence number. The system leaves the document sequencing field values blank for the interunit accounting entries (those entries belonging to other business units than the anchor business unit).

  The Journal Generator populates these fields with different values than the anchor business unit based on the document type that is defined in the Journal Generator template.