Document Sequencing Scenarios
There are two scenarios for assigning document sequence numbers. A document can be assigned a sequence number when it is initiated. It can also be assigned a sequence number when its journals are created through the Journal Generator process. In either case, the system populates document sequencing fields—Document Sequence Number, Document Sequence Date, and Document Sequence Status—to PeopleSoft Journal Header and PeopleSoft Journal Line tables, using the document type of the source document.
The following table illustrates how the system assigns document sequencing field values, depending on how the journals are created:
| If Journals Are Created | Document Sequence Numbers | Journal Header | Journal Line |
|---|---|---|---|
|
From the general ledger. |
Are not yet assigned. |
Document sequence number is assigned at this level. |
Document sequencing field values are the same as those at the Journal Header level. |
|
Through the Journal Generator process from subsystem accounting entries *. |
Are already assigned, and the summarization option is selected to retain detail. |
New document sequence number is assigned at this level. |
Assigned document sequence numbers are carried forward to the journal lines. |
|
Through the Journal Generator process from subsystem accounting entries *. |
Are already assigned, but the summarization option is selected to summarize. |
Document sequence number is assigned at this level. |
Document sequencing field values are blank. |
|
Through the Journal Generator process from subsystem accounting entries**. |
Are not yet assigned. (The journals created are treated as if they were created from general ledger.) |
Document sequence number is assigned at this level. |
Document sequencing field values are the same as those at the Journal Header level. |
*Asset Management, Billing, Expenses, Payables, Receivables, and Treasury
** Cost Management, Inventory, Project Costing, and Purchasing
PeopleSoft applications use journal tables as the central repository for all document sequencing transactions. This is because all subsystems run their own posting processes and may create accounting entries from posting these financial transactions. If they create accounting entries, subsystems run the Journal Generator process to create journals from these accounting entries. Because all transaction records become journal lines in the Journal Line table, you can inquire on document sequencing values and generate a report.
After you create a journal, you can search by document sequence number on:
-
The Create Journal Entries - Find an Existing Value search criteria page.
-
The Review Journal Status - Find an Existing Value search criteria page.
-
The Open Item Maintenance page.
-
The Review Open Item Status page.
-
The Review Financial Information - Journals - Journal Inquiry Criteria page.
The document sequence number for a journal also appears on:
-
The Journal Entry Detail Report (FIN2001).
-
The General Ledger Journal Report (FIN2002).
-
The General Ledger Activity Report (GLS7002).
-
The General Ledger Transaction Detail Report (GLS7005).