Document Sequencing in Payables

Document sequences are unique numbers that are automatically or manually assigned to a created and saved document. You can sequence invoices and payments by assigning them voucher numbers.

To set up sequencing for invoices and payments, perform the following tasks:

• Specify Ledger Options

• Manage Payables Document Sequences

• (Optional) Manage Invoice Options

• (Optional) Manage Payment Options

Note: The Create Chart of Accounts, Ledger, Legal Entities, and Business Units in Spreadsheet task is an alternative method for creating document sequences.You can configure the spreadsheet to automatically create a document sequence for invoices and payments. The spreadsheet upload process assigns the invoice document sequence to predefined document sequence categories, such as Standard Invoices and Credit Memo Invoices.

Specifying Ledger Options

You can set the following ledger options:

• Sequencing By: Enables document sequencing for the ledger or legal entities associated with that ledger.

• Enforce Document Sequencing: When set to Payables, indicates that invoices and payments require voucher numbers.

• Enforce Chronological Order on Document Date: Checks the accounting date on the invoice header when you save an invoice. The date must be the same as, or later than, the latest accounting date of an existing invoice with the same legal entity and sequence.

  Note: The Enforce Chronological Order on Document Date option applies only when you sequence by legal entity.

This table describes how the combination of ledger option settings affects the assignment of voucher numbers to invoices and payments.

Sequencing By	Enforce Document Sequencing for Payables?	Enforce Chronological Order on Document Date?	Voucher Number Assignment on Invoices and Payments
Ledger	No	No	Optional
Ledger	Yes	No	Required
Legal entity	No	No	Optional
Legal entity	Yes	No	Required
Legal entity	No	Yes	Required
Legal entity	Yes	Yes	Required
No sequencing	Not applicable	Not applicable	Optional for imported invoices only

Note: The invoice import process rejects invoices if the Enforce Document Sequencing for Payables option is set to Yes and you manually provide a voucher number. If you require manual voucher numbering during import, set the Sequencing By option to No sequencing.

Managing Payables Document Sequences

With the Manage Payables Document Sequences task you can:

• Create a document sequence for the applicable determinant type: ledger or legal entity.

• Assign the sequence to one or more document sequence categories.

• Specify the ledgers or legal entities that the assignment applies to.

• Optionally enable the Audit option to store audit information in the AP_DOC_SEQUENCE_AUDIT table.

  Note: You can view audit information by running the Payment Audit by Voucher Number Report and the Payables Invoice Audit by Voucher Number Listing.

Managing Invoice Options

You can set the Allow document category override option to allow changes to the default document category on an invoice.

Managing Payment Options

You can set the Allow document category override option to allow changes to the default document category on a payment.