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How To Setup Document Sequences In Receivables [ID 1086565.1]

Modified 29-JUN-2010 Type HOWTO Status PUBLISHED

In this Document
Goal
Solution
1. Enable Sequential Numbering Profile Option
2. Define Document Number Generation System Option
3. Setup Transaction Batch Source
4. Define Document Sequences
5. Review Document Categories
6. Assign Sequences To Categories
7. Implement Document Sequences In Oracle General Ledger (Optional)
8. Auditing Document Sequences
9. Sample Implementation
10. Additional Resources
11. Troubleshooting Document Sequences
References

Applies to:

Oracle Receivables - Version: 11.5.0 to 12 - Release: 11.5.10 to 12.0

Information in this document applies to any platform.
Executable:ARXREC - Recurring Invoice Program
Executable:RAXTRX - Autoinvoice Import Program
Form:FNDSNDSQ.FMB - Define Document Sequences
Form:FNDSNDCT.FMB - Define Document Categories
Form:FNDSNASQ.FMB - Assign Document Sequences
Form:ARXRWMAI.FMB - Receipts
Form:ARXTWMAI.FMB - Transactions

Goal

Oracle Receivables (AR): AutoInvoice Information Center > Note 1086565.1

This article provides general information on how to setup Document Sequences in Oracle Receivables. If you are interested in setting up Gapless Document Sequences in Receivables, plea
197212.1.

Document sequence numbers are unique numbers that can be assigned to transactions you create in Receivables. Assigning unique numbers to transactions lets you account for every trans
Receivables gives you the ability to track any transaction from creation to when it is posted. In addition:

z By assigning unique numbers to each transaction you can ensure that no transactions have been lost or not posted.
z Document sequences generate audit data so even if documents are deleted, their audit record remains.
z Document sequences provide an audit trail back from the General Ledger into the subsidiary ledger, and to the document that originally affected the account balance.

There are two types of document sequences:

z Automatic sequences let you create an audit trail of unique, sequential document numbers without data entry. This type is used for processes that create documents automatically:
{ AutoInvoice
{ AutoLockbox
{ Automatic Adjustments
{ Automatic Receipts

z Manual sequences let you decide which document numbers you want to assign to transactions at the time of data entry, while always ensuring that your numbers are unique. This type
entered items:
{ Bills Receivables
{ Commitments
{ Credit Memos
{ Invoices
{ Invoice Adjustments
{ Cash Receipts
{ Miscellaneous Receipts
{ Debit Memos
{ Adjustments

Solution

1. Enable Sequential Numbering Profile Option

The profile option Sequential Numbering must be enabled in order to use the Document Sequence feature. This can be set at the site, application or responsibility level.

Valid profile option values are:

z Not Used - When creating a transaction in the workbenches, the cursor will skip the Document Number field when you enter transactions.
z Always Used - All transactions require a document sequence.
z Partially Used - If you do not provide a document sequence you will get a warning but will be allowed to proceed.

DO NOT leave this profile option null, doing so will cause unexpected behavior in the Transaction and Receipt workbenches.

You need to set up Sequential Numbering as either Always Used or Partially Used for the following features:

z Automatic Receipts, to allow the code generate receipt numbers for the receipts created.
z Bills Receivable (BR), under the following conditions:
{ you create BRs automatically via Bills Receivable Batches or by exchanging an Invoice to a Bills Receivable in the Transactions workbench and the Receipt Method associate
does not have Inherit Transaction Number checked

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{ you remit BRs and the Receipt Method associated to the BR remittance does not have Receipts Inherit Transaction Number checked

To allow the code to generate numbers for the BRs or Receipts created.

z Late Charges, if your late charge document is an Interest Invoice, to allow the code to generate an invoice number for the invoices it will create to consolidate late charges.

To view the profile option setting:

Responsibility: Receivables Manager

Navigation: Control > Profile Options

Query on Profile Name = Sequential Numbering

To modify the profile option setting:

Responsibility: System Administrator

Navigation: Profile > System

Query on:
Application = Receivables
Responsibility = Receivables Manager
Profile = Sequential Numbering

As shown above, this profile can be set at the Site, Application and Responsibility levels.

2. Define Document Number Generation System Option

The setting of Document Number Generation Level in the System Options form allows you to specify when Receivables should generate a document number for your transactions (except B

The valid options are:

z None - document sequences are never generated.

z When saved - document sequence is generated at the time you save your transaction, whether or not the transaction is complete.
z When completed - document sequence is generated at the time you Complete your transaction.

NOTE: For Bills Receivables, regardless of what your setting is in the System Options form, the document sequence for a Bills Receivable is generated when the transaction is completed.

Responsibility: Receivables Manager

Navigation: Setup > System > System Options

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3. Setup Transaction Batch Source

Settings at the Transaction Batch Source determines:

z whether Receivables automatically generates the batch number. This is handled by the fields Automatic Batch Numbering and Last Number.

NOTE: Last Number is not associated with document sequencing. The number you provide here is used as a counter for the system to determine what number to assign to the nex
Source.

z whether Receivables automatically generates the transaction number. This is handled by the fields Automatic Transaction Numbering and Last Number.

NOTE: Last Number is not associated to document sequencing. The number you provide here is used as a counter for the system to determine what number to assign to the next t
batch using this Batch Source.

z whether Receivables copies the value in the Document Number into the Transaction Number. This is handled by Copy Document Number to Transaction Number which is impacted b
Sequencing. By checking this, you are indicating that you want the Document Sequence associated to the Transaction Type in this batch to replace the Transaction Number generate

NOTE: If the transaction type used in this Batch Source is associated to a Gapless document sequence, then checking this checkbox ensures that your transaction numbers are als

Responsibility: Receivables Manager

Navigation: Setup > Transactions > Sources

Query up the Batch Source and setup the fields highlighted below as appropriate for your business requirements.

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NOTES:

1. When you check the Copy Document Number to Transaction Number, the checkbox for Allow Duplicate Transaction Numbers automatically gets checked as well. This is because it is
transaction numbers created via another batch source could have the same values as those generated by a document sequence in this batch.
2. You only need to check the Copy Document Number to Transaction Number if you want to replace the Transaction Number with the Document Number generated by the sequence, o
need to perform this step.

4. Define Document Sequences

Define the name, type, and initial value for your document sequences. Your business requirements will determine how many actual document sequences you have to define.

For example, you may decide to define three general sequences to encompass your activities. One each for Transactions, Receipts and Receivable Activities.

Or, you may decide to create a different document sequence for each Transaction Type, Receipt Method and Receivable Activity. The granularity with which you want to keep track of seque
by your business requirements.

Please note in step 6, that there are some Document Categories that require Automatic sequence types.

NOTE: If you are using AutoInvoice, you can provide sequential numbers in the AutoInvoice interface tables. However, Receivables automatically assigns sequence numbers to the transa
if you use an Automatic sequence type for these transactions (see step 6 below).

Responsibility: System Administrator

Navigation: Application > Sequential Numbering > Define

When defining a document sequence, take note of the following:

z Application - a document sequence is associated to an Application; ensure this is set to Receivables if you intend to use this sequence for Receivables activity.
z Effective dates - make sure you define a date that encompasses all the transactions you intend to use this document sequence on. For example, if you intend to associate this docum
transaction that you will back-date (i.e., transaction date is earlier than today), ensure that your effective from date is prior to the transaction date value.
z Type - indicates the sequence numbering type. Possible values are:

z Automatic numbering assigns a unique system generated number to each document. Automatic numbering is sequential by date and time of creation.

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z Gapless numbering also automatically generates a unique number for each document, but ensures that the document was successfully generated before assigning the numbe
numbering, no sequence numbers are lost due to incomplete or failed document creation. This is a legal requirement in some countries.

IMPORTANT: We recommend that you choose this type only when gapless numbering is essential, as it may affect the performance of your system.

z Manual numbering requires a user to enter a unique number for each document created. With Manual numbering, numerical ordering and completeness are not enforced. User
numbers when entering the sequence value.

NOTE: If you specify type = Automatic, then the next 2 fields are enabled:

z Message - indicates whether a message should be displayed to inform the user of the name of the document sequence and the sequence value (document number). Beginning with
D, the feature that displays a message popup has been disabled. Selecting this checkbox in later releases will not generate a popup in Receivables regarding document sequence inf

z Initial Value - is the the starting value for your sequence. The default is 1, but the form will allow entry of any value you select.

NOTE: The size limitation for document sequences is 10 digits. Therefore, it is recommended that you start with a low number to avoid issues encountered when document sequen
digits.

5. Review Document Categories

Once you have defined your document sequences, you need to associate them to categories. This process allows you to tie activities done in Oracle Receivables to the document sequence
previous step.

Within Receivables, each time you create a Transaction Type, Receipt Method or Receivables Activity, a Document Category is automatically created for you, this means you do not have to
Document Categories.

To review existing Document Categories:

Responsibility: System Administrator

Navigation: Application > Sequential Numbering > Categories

Run a query on Application = Receivables

You can determine what Receivables entity each Category is associated to by looking at the value in Table Name, there are only 4 valid values for Receivables:

z AR_ADJUSTMENTS_ALL - indicates that the Category is associated to an Adjustment.

z RA_CUSTOMER_TRX_ALL - indicates that the Category is associated to a Transaction Type. The value in the Code field should tie to a Transaction Type Name.
z AR_CASH_RECEIPTS_ALL - indicates that the Category is associated to a Receipt Method. The value in the Code field should tie to a Receipt Method Name.
z AR_RECEIVABLES_TRX_ALL - indicates that the Category is associated to a Receivables Activity. The value in the Code field should tie to a Receivables Activity Name.

Document Categories are items for which you can use document sequences. However, you must still associate or assign each of these categories to an actual document sequence for the s
sequence number.

6. Assign Sequences To Categories

By associating a document sequence to a category you are telling the system which sequence to increment for certain types of activities.

The following Document Categories are associated to automatic activities that Receivables will create as a result of an action you perform, since the process happens in the back-end where
intervention, these should be assigned to a Document Sequence with type = Automatic. You cannot manually number these types of activities:

z Adjustment Reversals - generated when you delete a receipt application that has an adjustment associated with it.
z Automatic Adjustments - generated when you run the Automatic Adjustments process.
z Automatic Receipts - generated when you run the Automatic Receipts process.
z Chargeback Adjustments - generated when you create a chargeback.
z Chargeback Reversals - generated when you delete a receipt application that has a chargeback associated with it.
z Credit Card Payments - generated when you process credit card payments.
z Commitment Adjustments - generated when you invoice against a deposit or guarantee.
z Late Charge Adjustments - generated when the Calculate Late Charges process calculates a late charge on an overdue transaction.
z LockBox Receipts - generated when you import receipts via AutoLockbox.

All other Document categories can be assigned to either Manual or Automatic document sequences.

Responsibility: System Administrator

Navigation: Application > Sequential Numbering > Assign

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Run a Query on Application = Receivables, in the Document tab:

In the screen shot above, we are reviewing the Document Sequence Assignments for the Invoice Category.

Take note of the following:

z Application - Receivables
z Category - Invoice
z Ledger - the assignment of a category to a document sequence is ledger dependent. As shown in the screen shot, there are multiple ledgers associated with this Category.
z Method - indicate the method by which you create documents in this category. Please note that this is different from the numbering type of your sequence (i.e. Manual, Automatic, Ga

{ Automatic - documents within the category are created via a concurrent process, such as an external program or something like AutoInvoice which creates transactions withou
{ Manual - a document within the category is manually created using a form in an application, such as the Transaction workbench.
{ Null - indicates documents can be created either Automatically or Manually.

NOTE: For the first record in the screen shot, Ledger = Vision Operations (USA) and Method = Manual, means that all transactions created manually having transaction type = Invo
generate document sequences. However, transactions created automatically (e.g. via AutoInvoice) using the same transaction type = Invoice will not generate document sequences

If you want to generate document sequences regardless of how a transaction using the type Invoice is created, then you should specify Method = Null or create another row for Meth
Automatic, this is the setup done for the records highlighted above.

The Assignment tab:

Assign the appropriate document sequence to the document category. In the screen shot below, note that the same document sequence = FR AR Facture is used for the first 2 rows highligh
rows are associated to the Vision France ledger, for methods Automatic and Manual.

This indicates that all transactions in Vision France, created Manual or Automatic, with transaction type = Invoice will generate sequence numbers from the sequence, FR AR Facture.

You have flexibility in how you want to associate Document Categories to Document Sequences. You can have one document sequence per Receipt Method, Transaction Type, Receivable
prefer to have one sequence for all Transaction Types, one sequence for all Receipt Methods or one sequence for all Receivable Activity.

You can associate several receipt methods to a particular document sequence, or several transaction types to a particular document sequence. The only caveat is that multiple categories as
document sequence must all point to the same Table Name.

For example:

If there were 6 document categories with table name RA_CUSTOMER_TRX_ALL, they can all be assigned to one document sequence (e.g. TRX_DOC_SEQ1)

If there were 6 document categories with table name AR_CASH_RECEIPTS_ALL, they can all be assigned to one document sequence (e.g. RCT_DOC_SEQ1).

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But you cannot mix document categories with table name RA_CUSTOMER_TRX_ALL and document categories with table name AR_CASH_RECEIPTS_ALL and have them all assigned to
sequence.

Further, Document Sequences are Ledger dependent, since you would logically want to track/audit numbers per Ledger. Thus, you cannot assign the same a sequence defined in Ledger 1 t
2.

7. Implement Document Sequences In Oracle General Ledger (Optional)

If you enabled Sequential Numbering only at the Site Level and did not set it up for specific Applications or Responsibilities, then this would mean that you have enabled it across all applicati
General Ledger. In this case, you must define sequences, categories, and assignments for the following
journal entry categories before you can post.

z Adjustments
z Bills Receivable
z Chargebacks
z Credit Memo Applications
z Credit Memos
z Cross Currency
z Debit Memos
z Miscellaneous Receipts
z Sales Invoices
z Trade Receipts

Responsibility: System Administrator

Navigation: Application > Sequential Numbering > Categories

Run a Query on Application = General Ledger to see the categories:

To assign the Document Sequences to the Categories:

Responsibility: System Administrator

Navigation: Application > Sequential Numbering > Assign

Run a Query on Application = General Ledger

8. Auditing Document Sequences

You can use the Audit by Document Number report to review document sequences and the status of each document sequence number. You can review information on document sequences
Receipts or Adjustments by providing the Sequence Name and the range of document numbers you want to review.

9. Sample Implementation

The table below gives an example of how you might set up sequences, categories, and assignments within Receivables. It is not a comprehensive list and is provided just to give you an idea
document sequencing in your instance.

Your implementation will depend on whether you want to perform any manual entry of
document numbers and how many sequences you want to use for your transactions and receipts and adjustments. Additionally, it will depend on whether you use the Receivables automatic
AutoLockbox, and Late Charge features.

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Sequence Name Sequence Type Document Category

Invoice Automatic/Manual Each Invoice transaction type

Debit Memo Automatic/Manual Each Debit Memo transaction type

Commitment Automatic/Manual Each Guarantee transaction type

Commitment Automatic/Manual Each Deposit transaction type

Chargeback Automatic/Manual Each chargeback transaction type

Credit Memo Automatic/Manual Each Credit memo transaction type

Lockbox Receipt Automatic Each Receipt Method used in lockbox

Automatic Receipt Automatic Each Automatic Receipt Method

Manual Receipt Automatic/Manual Each Manual Receipt Method

Automatic Adjustments Automatic Each Automatic Adjustment type receivable activity (e.g. Commitment Adjustment, Chargeback Adjustment)

Automatic Adjustment Automatic Each Finance Charge type Receivable activity

Manual Adjustment Automatic/Manual Each Adjustment type receivable activity

10. Additional Resources

Documentation

For more information on how to setup Document Sequences in Receivables, please review the following documentation:

Oracle Receivables Implementation Guide, Chapter 2: General Receivables Setup, Implementing Document Sequences.

Oracle Applications System Administrator's Guide - Configuration, Chapter 14: Document Sequences.

Diagnostics

You can also use Oracle Receivables Document Sequence Data Collection Test to review your existing Document Sequence setup. For additional information, please review the Diagnostic

z Release 11.5: see Note 179661.1, E-Business Suite Diagnostics 11i Test Catalog
z Release 12.x: see Note 421245.1, E-Business Suite Diagnostics References for R12

Once you have identified your release, locate the right note. For example, in 12.0.6, Note 732197.1, R12.0.6+ : Oracle Receivables Document Sequence Data Collection Test.

11. Troubleshooting Document Sequences

If you encounter issues using document sequences, please review Note 1087122.1, Troubleshooting Document Sequences in Receivables.

References

NOTE:179661.1 - E-Business Suite Diagnostics 11i Test Catalog

NOTE:197212.1 - How To Setup Gapless Document Sequencing in Receivables
NOTE:421245.1 - E-Business Suite Diagnostics References for R12

Related

Products

z Oracle E-Business Suite > Financial Management > Credit to Cash > Oracle Receivables

Keywords

AUTOINVOICE; AUTOINVOICE IMPORT PROGRAM; DEFINE DOCUMENT SEQUENCES; DOCUMENT NUMBER; DOCUMENT SEQUENCES; PROFILE OPTION VALUE; SEQUE

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