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 and modify a document.
|
Page Name |
Definition Name |
Usage |
|---|---|---|
|
Document Sequence Page |
JRNL_DOC_SEQ_SEC |
Enter document sequencing numbers for a specific document type. |
|
Document Sequence Page |
DOC_SEQ_JRNL_S_SEC |
Enter document sequencing numbers for a specific document type. |
|
Document Sequence Page |
DOC_SEQ_AP_SEC |
Enter document sequencing numbers for a specific document type. |
|
Document Sequence Page |
DOC_SEQ_CLOSE_SEC |
Enter document sequencing numbers for a specific document type. |
|
Document Sequence Page |
DOC_SEQ_REPST_SEC |
Enter document sequencing numbers for a specific document type. |
|
DOC_SEQ_PY_REC_SEC |
Enter document sequencing numbers for a specific document type. |
|
|
Document Sequence Page |
DOC_SEQ_CANCEL_SEC |
Enter document sequencing numbers for a specific document type. |
|
TR Doc Sequencing Page |
DOC_SEQ_TR_SEC |
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 Page |
AM_DOC_SEQ |
Enter document sequencing information for a specific document type. |
|
Doc Sequencing Page |
AM_DOC_SEQ_SCR |
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 Page |
RUN_GLS7006 |
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 Page |
RUN_FIN5002 |
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. |
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.
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:
Field or Control |
Description |
|---|---|
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. |