Processing Document Sequencing in Payables

This chapter provides an overview of document sequencing in Payables and discusses how to:

Define and assign document types.
Use document sequencing with various transactions.

Understanding Document Sequencing

Statutory requirements in some countries require that all financial transactions (documents) be classified into different transaction types, and that within each transaction type, all documents entered be numbered sequentially. The Document Sequencing feature helps you maintain established business practices by meeting both of these requirements.

Document sequencing is available for documents that you create either online or through background (batch) processing. When you activate the Document Sequencing feature, the PeopleSoft system automatically assigns a sequence number to each document (invoice, voucher, journal, and so on) that you create. You can also enter sequence numbers manually. When you delete, change, or unpost a document, the system may generate additional document sequence numbers, as appropriate.

Document Sequencing Setup Considerations

Document sequencing must be established for business units at implementation, before transactions exist for the business units. Activating document sequencing functionality when a business unit has existing transactions will result in payment cancellation and voucher closure issues. Consequently, once a business unit has transactions, its document sequencing setting should not be changed.

If you have erroneously activated document sequencing, you must correct the resulting voucher issues as follows:

Use credit vouchers to close vouchers.
Use journal entries to correct the accounting entries of canceled payments.

See Also

Defining Document Sequencing

Document Sequence Header Table (VCHR_DOCSEQ_HDR)

Payables uses a Document Sequence Header table, VCHR_DOCSEQ_HDR, to store document sequence numbers for each new set of accounting entries. This table is a child of the voucher table. Where possible, the data for VCHR_DOCSEQ_HDR is populated online. For example, when a voucher is closed, the voucher close document sequence number is generated or validated when you save the page. The Voucher Posting Application Engine process (AP_PSTVCHR) then copies the document sequencing information to the closure accounting lines.

In other cases, however, document sequence numbers have to be generated in a batch process. In these instances, the necessary information is bulk-inserted into VCHR_DOCSEQ_HDR. The document sequencing routine is invoked to create a new document sequence number for each row in VCHR_DOCSEQ_HDR. Payables processes (payment posting, revaluation, and cash clearing) call a routine (FTDOCAE) that copies the document sequence information from VCHR_DOCSEQ_HDR to the accounting entry table. For example, when a payment is canceled, and the associated vouchers are closed, a closure document sequence number is generated for each voucher that is associated with the payment.

When the certain events occur, the system combines four data elements to generate a document sequence number and inserts this combination into the Document Sequence Header table, (VCHR_DOCSEQ_HDR). The document sequence number consists of the following:

The General Ledger business unit.
The default ledger group of the business unit.
The appropriate journal code/document type (this is dependent on the defined sequence by option).
The sequence date range value.

This table lists the various events in Payables that generate document sequence numbers, and it details whether document sequencing occurs online or as a batch process, as well as which pages and processes are involved.

Event	Type of Processing	Pages / Processes
New voucher	Online Batch	Voucher component Voucher Build (AP_VCHRBLD)
Voucher closure	Online Batch	Close Voucher component Voucher Posting (AP_PSTVCHR)
Voucher unpost	Online	Unpost Voucher component
Voucher delete	Online	Delete Voucher component
New payment	Online or Batch	Express Payment page Voucher component (Payments page) Manual Pay component Pay Cycle (AP_APY2015)
Pay cycle reset	Online	Pay Cycle Manager page
Cancel payment	Online	Cancel Payment page
Cancel payment voucher close	Batch	Payment Posting (AP_PSTPYMNT)
Manual draft	Online	Manual Draft Creation page
Draft write-off	Online	Draft Write Off page
Cash clearing	Batch	Cash Clearing (AP_APCSHCLR)
Payables revaluation	Batch	PS/AP Revaluation (AP_REVALUE)

Prerequisites

Before you can begin using the Document Sequencing feature in Payables, you must:

Enable document sequencing at the system level.
Enable document sequencing at the General Ledger business unit level.
Specify a document sequence range.
Define the journal types and journal codes.

Defining and Assigning Document Types

To set up your document types and assigning document types, use the following components:

Document Type (DOC_TYPE).
Journal Generator Template (JRNLGEN_APPL_ID).
Procurement Control (BUS_UNIT_INTFC2).
External Accounts (BANK_EXTERNAL).

This section discusses how to:

Define Payables document sequencing.
Assign document types to journals.
Assign document types to accounting entry types.
Assign default document types for payment methods.

Pages Used to Assign Document Types

Page Name	Object Name	Navigation	Usage
Document Type	DOC_TYPE	Set Up Financials/Supply Chain, Common Definitions, Document Sequencing, Document Type	Define your Payables document types using this page.
Journal Generator Template - Defaults	JRNL_GEN_DEFAULTS	General Ledger, Journals, Subsystem Journals, Journal Generator Template, Defaults	Assign a document type to the accounting entries that Payables generates. The Journal Generator Application Engine process (FS_JGEN) uses this information to assign a document sequence number when you create journals through the Journal Generator process.
Journal Generator Template - Summarization	JRNL_GEN_SUM	General Ledger, Journals, Subsystem Journals, Journal Generator Template, Summarization	Select Retain Detail in the How Specified Option group box to retain and pass the document sequence numbers to General Ledger.
Procurement Control - Document Types	BUS_UNIT_INTFC4	Set Up Financials/Supply Chain, Business Unit Related, Procurement, Procurement Control, Document Types	Assign document types to each accounting entry type in Payables. The Document Types page only appears if you have document sequencing enabled at the installation level.
External Accounts - Document Sequence	PYMNT_BANK_DOC_SEC	Banking, Bank Accounts, External Accounts, Payment Methods Click the Document Sequencing link on the External Accounts - Payment Methods page. This link is active only if the bank belongs to a General Ledger business unit that is set up for document sequencing.	Assign default document types for payment methods.

Defining Payables Document Sequencing

Access the Document Type page.

Once you set up your system for document sequencing, you can define your payables document types using the Document Type page.

See Also

Defining Document Types

Assigning Document Types to Journals

Access the Journal Generator Template - Defaults page and the Summarization page.

Use the Journal Generator Template - Defaults page to assign a document type to the accounting entries. Use the Journal Generator Template - Summarization page to select Retain Detail to retain and pass the document sequence number to General Ledger.

Assigning Document Types to Accounting Entry Types

Access the Document Types page.

You assign document types for each accounting entry type in Payables at the General Ledger business unit level.

Assigning Default Document Types for Payment Methods

Access the Document Sequence page.

Set up the default document type setup for the various payment methods on the Payment Methods page in the External Accounts component. From this page, you can access a Document Sequence page for assigning the default document type for that payment method, if the bank account is tied to a General Ledger business unit for which the Document Sequencing feature has been enabled.

See Also

Defining Payment Methods

Using Document Sequencing with Various Transactions

This section describes how document sequencing affects various transactions and activities in Payables processing.

Here’s how you create accounting transactions and document sequencing:

Enter vouchers with document sequencing.
Close vouchers with document sequencing.
Unpost and repost vouchers with document sequencing.
Delete vouchers with document sequencing.
Create payments with document sequencing.
Create manual payments with document sequencing.
Cancel payments with document sequencing.
Create manual drafts with document sequencing.
Write off drafts with document sequencing.
Use document sequencing with interunit transactions.
Process cash clearing entries with document sequencing.
Use document sequencing with revaluation entries.

Pages Used to Create Document Sequencing with Various Transactions

Page Name	Object Name	Navigation	Usage
Invoice Information - Document Sequence	DOC_SEQ_AP_SEC	Accounts Payable, Vouchers, Add/Update, Regular Entry, Invoice Information Click the Document Sequencing link on the Invoice Information page.	Override the default document type and enter a document sequence number, if applicable.
Close Voucher - Document Sequence	DOC_SEQ_CLOSE_SEC	Accounts Payable, Vouchers, Maintain, Close Voucher Click the Document Sequencing link on the Close Voucher page.	Override the default document type and enter a document sequence number, if applicable.
UnPost Voucher - Document Sequence	DOC_SEQ_UNPST_SEC	Accounts Payable, Vouchers, Maintain, UnPost Voucher Click the Unpost Document Sequencing link on the UnPost Voucher page.	Override the default document type and enter a document sequence number, if applicable.
UnPost Voucher - Document Sequence	DOC_SEQ_REPST_SEC	Accounts Payable, Vouchers, Maintain, UnPost Voucher Click the Repost Document Sequencing link on the Voucher UnPost page.	Override the default document type and enter a document sequence number, if applicable.
Delete Voucher - Delete Document	SEQ_NBR_DEL_TBL	Accounts Payable, Vouchers, Maintain, Delete Voucher A prompt appears when you click the Delete button in the Delete Voucher component.	After you click the Delete button, enter a deletion reason. The deletion reason is required if you are using the Document Sequencing feature.
Pay Cycle Manager	PYCYCL_MGR	Accounts Payable, Payments, Pay Cycle Processing, Pay Cycle Manager	Run and manage the Pay Cycle process, from payment selection through output processing (printing checks and advices, producing electronic file transfer (EFT) files, and so forth). Transfer to pay cycle exceptions pages and pay cycle detail and summary data pages, where you can handle exceptions and hold, exempt, or separate payments. View the status and results of the Pay Cycle process.
Express Payment	PYMNT_EXPRESS	Accounts Payable, Payments, Express Payments, Create Express Payment Click the Express Payment link on the Voucher - Payments page.	Create a payment for one or multiple vouchers for one specific vendor.
Voucher - Payments	VCHR_PAYMENT_PNL	Accounts Payable, Vouchers, Add/Update, Regular Entry, Payments	Record a manually issued payment by changing the Action field value to Record. Click the Doc Seq (document sequence) link to override the default document type and enter a document sequence number, if applicable.
Manual Pay Selection	AP_MAN_SEL	Accounts Payable, Payments, Manual Payment and Prepayment, Create Manual Payment, Manual Pay Selection	Enter criteria to build the manual payment worksheet. On the Man Pay Worksheet (manual payment worksheet) page, enter the manual payment information. On the Apply Voucher page, apply scheduled vouchers to the manual payment.
Cancel Payment - Document Sequence	DOC_SEQ_CANCEL_SEC	Accounts Payable, Payments, Cancel/Void Payments, Payment Cancellation, Cancel Payment Click the Document Sequencing link on the Cancel Payment page.	Override the default document type and enter a document sequence number, if applicable.
Manual Draft Creation - Document Sequence	DOC_SEQ_PY_REC_SEC	Accounts Payable, Payments, Drafts, Create Manual Draft, Manual Draft Creation Click the Document Sequencing link on the Manual Draft Creation page.	Override the default document type and enter a document sequence number, if applicable.
Draft Write Off - Document Sequence	DOC_SEQ_PY_REC_SEC	Accounts Payable, Payments, Drafts, Draft Write-Off Click the Document Sequencing link on the Draft Write Off page.	Override the default document type and enter a document sequence number, if applicable.

Entering Vouchers with Document Sequencing

Access the Invoice Information - Document Sequence page.

When you enter a voucher online that is associated with a business unit setup for document sequencing, a document sequencing link appears on the Invoice Information page, enabling you to access the Document Sequence page. On that page, you can override the default document type and enter a document sequence number, if applicable.

Document Type	The system automatically assigns the default document type for each transaction based on your setup. You can override this setting by selecting a new value from the available types.
Journal Code	This display-only field displays the associated journal code for the selected document type.
Document Sequence Number	If you have opted to use automatic numbering, this field is display only, and NEXT appears in this field until you save the transaction. When you save the transaction, the system assigns the next available sequence number. If you have not opted to use automatic numbering, use this field to enter the document sequence number.
Document Sequence Date	When you save the transaction, the system automatically records the current date in the Document Sequence Date field.

Note. The Voucher Build Application Engine process (AP_VCHRBLD) assigns the document type, document sequence number, and document sequence date as part of its process.

Closing Vouchers with Document Sequencing

Access the Close Voucher - Document Sequence page.

Voucher closure creates a new document sequence number and document sequence date for the closure accounting entries that are created by the Voucher Posting Application Engine process (AP_PSTVCHR). If you are using the online Close Voucher component, you can access a document sequence page, where you can override the default document type and enter a manual document sequence number.

When you save the Close Voucher component, the online document sequencing routines are invoked. If the edit is successful, a row is inserted into the VCHR_DOC_SEQ_HDR table for the closure event. This row contains the document type, document sequence number and the document sequence date for the closure event. When the Voucher Posting process processes the closed voucher, it copies this new document sequence information to the closure accounting entries.

Regardless of the voucher type and closure method you use—either closing individual vouchers using Close Voucher page, or closing multiple vouchers using the Mass Maintenance component—the system writes to VCHR_DOC_SEQ_HDR table. When you use the Mass Maintenance component, you can enter comments that the system applies to all the vouchers included in a single closure event.

Note. The Close Voucher page is used to mark the voucher for closure. The voucher is closed when you run the Voucher Posting process.

Note. If you are using document sequencing and have saved the voucher on the Close Voucher page with the Close check box selected, you cannot access the voucher again to reopen it.

See Also

Closing Vouchers

Unposting and Reposting Vouchers with Document Sequencing

Access the Unpost Voucher - Document Sequence page.

When you unpost a voucher, the Voucher Posting process:

Creates reversal accounting entries for any vouchers with document sequence numbers, regardless of whether the vouchers have been distributed to General Ledger.
Creates a new document sequence number and document sequence date for the reversing accounting entries that it generates.
Creates a new accrual document sequence number for the unposted voucher.

If the unposted voucher is reposted, the Voucher Posting process creates new accounting entries with the new accrual document sequence number and date, based on the setup specified on the Procurement Control - Document Types page.

In the UnPost Voucher component, you can access two document sequence pages for processing document sequencing as part of unpost and repost.

Unpost Document Sequencing	Click this link to override the default document type and number for unposting. When you click the Unpost button on the UnPost Voucher page and click OK, reversing accounting entries with a new document sequence number will be created.
Repost Document Sequencing	Click this link to override the default document type and number for reposting. When you run the Voucher Posting process to repost this voucher, new accounting entries with a new document sequence number will be created.

See Also

Unposting Vouchers

Deleting Vouchers with Document Sequencing

Access the Delete Voucher - Delete Document page.

Enter a document delete reason in the Long Description field. This page appears and a document delete reason is required when document sequencing is enabled for the General Ledger business unit.

See Also

Deleting Vouchers

Creating Payments with Document Sequencing

You can create payments in a batch process or online.

For batch processing, access the Pay Cycle Manager page to run the Payment Creation process to create payments. This process generates document sequence numbers for these payments. The Payment Posting Application Engine process (AP_PSTPYMNT) then copies the document sequence numbers generated during the Payment Creation process to the payment accounting entries.

For on-line payment processing, you can record a manual payment in voucher component, create a manual payment or access the Express Payment page to create a payment for one or multiple vouchers for one specific vendor. These online processes create payments and generate document sequence numbers. The Payment Posting process then copies the document sequence numbers generated during on-line payment processing to the payment accounting entries.

See Also

Running and Managing Pay Cycles

Using Express Payments

Creating Manual Payments with Document Sequencing

You can create manual payments using on-line voucher entry or through the Manual Payment feature.

Record a manual payment in the online voucher entry component by selecting Record as the payment action on the Payments page. Payment posting, reissuing, closing, and voiding work the same as they do for payments created with the Pay Cycle process.

Use the Manual Payment Creation feature to create manual payments. You create a payment, but you apply it to existing vouchers rather than creating a voucher specifically for the payment. Payment posting, reissuing, closing, and voiding work the same as they do for payments created with the Pay Cycle process. However, for payments canceled with the option to close the liability, the Payment Posting process will generate new document sequence numbers instead of copying them from another table.

See Also

Recording Manual Payments

Using the Manual Payment Creation Process

Canceling Payments with Document Sequencing

Access the Payment Cancellation - Document Sequence page.

You can override the document type for the cancellation accounting entries and enter a document sequence number, if applicable.

Payment cancellation creates a new document sequence number and date for the cancellation accounting entries that are created by the Payment Posting process. Payment posting also generates new closure document sequence numbers for all the vouchers that are associated with the canceled payment with the option to close the liability.

If you choose to undo a payment cancellation for a payment with a document sequence number by selecting Undo Cancel on the Payment Cancellation page, the following warning message appears: Undo Cancel requires deletion of document sequence number Proceed? (7015,209) Undo Cancel requires deletion of document sequence number. Proceed?

If you click OK, the Delete Document - Document Deletion Reason dialog box appears.

Note. This is possible only if you have not run the Payment Posting process on the payment.

See Also

Canceling Payments

Creating Manual Drafts with Document Sequencing

Access the Manual Draft Entry - Document Sequence page.

You can override the document type for the draft accounting entries and enter a document sequence number, if applicable.

When you create manual drafts for a bank that is tied to a General Ledger business unit enabled for document sequencing, the system assigns the draft that you create a document sequence type, document sequence number, and date.

See Also

Creating Drafts Manually

Writing Off Drafts with Document Sequencing

Access the Draft Write Off - Document Sequence page

The Document Sequence page that you access from the Draft Write Off page is the same as the Document Sequence page that you access from the Manual Draft Worksheet component.

You can override the document type for the draft write off accounting entries and enter a document sequence number, if applicable.

When you are writing off drafts for a bank that is tied to a General Ledger business unit enabled for document sequencing, the system assigns the draft that you are writing off a document sequence type, document sequence number, and date.

See Also

Managing Drafts

Using Document Sequencing with Interunit Transactions

This section discusses how to:

Process cash-clearing entries with document sequencing.
Using document sequencing with revaluation entries.

Interunit Vouchers

There are cases when the charged-to distribution ( General Ledger) business unit for a voucher is different from the General Ledger business unit related to the vouchering ( Payables) business unit. The accounting entries created for this type of voucher by the Voucher Posting process go to more than one General Ledger business unit. This type of transaction is called an interunit voucher. Because document sequencing is based on the General Ledger business unit, there are some additional complexities for document sequencing.

If the voucher’s Payables business unit is related to a General Ledger business unit enabled for document sequencing, the Voucher Posting process assigns the voucher accounting entries for that General Ledger business unit, the document sequence type, and number.

The Voucher Posting process sequences the interunit accounting entries for any applicable General Ledger business units separately. The Voucher Posting process takes the document type from the default accrual interunit document type specified on the Procurement Control - Document Types page for those General Ledger business units.

Note. This document type must be set to autonumbering, because the interunit accounting entries are created during the Voucher Posting process without any user interaction.

Interunit Payments

Interunit payments occur when a payment is created for a bank that is tied to a different General Ledger business unit than the associated voucher’s Payables business unit.

When the Payment Posting process creates accounting entries for an interunit payment, it:

Assigns to the accounting entries, which go to the General Ledger business unit of the payment’s bank, the document sequence type, and number generated at the time the payment was created.
Sequences the other accounting entries to the General Ledger business unit tied to the associated voucher’s Payables business unit separately, taking the default payment interunit document type specified on the Procurement Control - Document Types page.

Note. This document type must be set for autonumbering, because the interunit accounting entries are created during the Payment Posting process without any user interaction.

Processing Cash Clearing Entries with Document Sequencing

For accounting entries created by cash clearing, the Cash Clearing Application Engine process (AP_CSHCLR) creates a new document sequence number and updates the cash clearing accounting entries with the new document sequence data. The cash clearing document type appears by default from the setup specified on the Procurement Control - Document Types page.

Using Document Sequencing with Revaluation Entries

For accounting entries that are created by revaluation, the PS/AP Revaluation Application Engine process (AP_REVALUE) creates a new document sequence number for the revaluation accounting entries on the revaluation accounting line (RVL_ACCTG_LN_AP). The revaluation document type appears by default from the setup specified on the Procurement Control - Document Types page.

Note. If you run revaluation in Payables, rather than in General Ledger, the process happens at a specified level of detail. If you do run the process in Payables for the accounts that you use here, you do not want to run the General Ledger revaluation against the same account balances in General Ledger, because you would be double counting.