Voucher Numbers and Document Sequence in Payables

We can assign a unique voucher number to each invoice and payment document in payables. We have a unique identifier for each document. For example we may get two invoices with identical invoice numbers from two different suppliers. If we assign a voucher number to each, we can locate each invoice based on its unique voucher number.

Assigning unique voucher numbers to documents is called document sequencing. We can setup doucment sequencing for all of the documents we use in all of our Oracle Applications. Voucher numbers provide proof of completeness. If we use sequential voucher number, we can confirm that no document has been lost. Even if invoices or payments are deleted, each voucher number retains for audit records. We can also maintain an audit trail because we can trace a journal entry back to the original document in Payables. When setting up document sequencing, we can select a set of numbers, called a sequence, that will assign to a type of document. The type of document is called a document category. For example we may decide to assign the sequence of numbers to document category of Credit Memo Invoices. Then each credit memo we create will have a unique voucher number. Specifying the sequence that will assigned to a category is called assignment.
When we create and save a sequence we cannot change it. When we set it a concurrent process starts that automatically generates the sequence.
Note- Do not use voucher numbers that exceed nine digits. If our voucher number exceeds nine digits payables, then payables cannot process the document.
We can define any number of document sequences. When we define sequences we define automatic sequences and optionally manual sequences.
Manual Sequences- Enter voucher number manually by entering a number in the voucher number field when we create a document. The system confirms only that the number is unique and that it is in the correct sequence for the document category. The systemdoes not ensure that you have entered the next availabledocument number in the sequence. Do not assign manualsequences to documents that Payables creates automatically (forexample, electronic payments) because you cannot manuallyenter a voucher number for those documents.• Automatic Sequences. Payables assigns numbers automatically when the document is created. Payables can assign numbersautomatically for any document, whether it is created manuallyby users or automatically by Payables. If Payables creates adocument automatically (for example, recurring invoices), thenassign only an automatic sequence to it. When Payablesautomatically assigns sequence numbers it always assigns the next available number in the sequence. However, you may still have gaps in the sequence, for example, if there is a systemproblem while you are saving a document.• Gapless Sequences (Type of Automatic Sequence valid only in the context of certain localizations): Payables assigns numbers automatically, it confirms that the document has beensuccessfully created before it assigns the next available number in the sequence. This ensures that you have no gaps of unassigned numbers in the sequence.For the following documents that users enter manually, you can assigneither manual or automatic sequences:• Manually entered invoices in the Invoice Gateway• Manually entered invoices in the Invoice Workbench• Manual payments• Quick payments• Invoices you import through the Open Interface Tables (Manualvoucher numbers are possible but not recommended, since you

Document CategoriesA document category is a set of documents (invoices or payments) that share similar characteristics. You can assign a single document sequence to one or more document categories. For example, you could assign one sequence to all invoice categories. Payables predefines thefollowing categories for Payables documents:
Predefined invoice categories: Standard Invoices, Credit Memo Invoices, Debit Memo Invoices, Expense Report, Interest Invoices,Mixed Invoices, Prepayment Invoices, Recurring Standard Invoices
Predefined payment categories: Check Payments, Clearing Payments, Electronic Payments, Supplier Refund Payments, Wire Payments When a document is created, Payables automatically assigns the default document category to the document.
• Invoices: Payables assigns a default invoice document categoryin the Document Category Name field in the Invoices windowbased on the value you select in the Invoice Type field in theInvoices window• Payments: In the Payment Documents window, Payablesdefaults the payment document category based on the paymentmethod you assign to the payment document
When we create a payment, the document category defaults from the payment document.We can use the document categories that Payables provides and we can define additional categories. If we enable Document Category Override in the Invoices and Payments regions of the Payables Options window, we can override the default document category that Payablesautomatically assigns to invoices or payments. If you enable this Payables option for payments you can also override the document category in the Payment Documents window.
The payables table that stores the document (and the document's voucher number)

AP_INVOICES_ALL - Stores all invoices.
AP _EXPENSE_REPORT_HEADERS_aLL - Stores all expense report information before it is imported. This includes expense reports entered in payables, Internet expenses and projects.AP_CHECKS_ALL- Stores all payment information.

Sequence Assignments
In the sequence assignments window, we assign sequences to one or more document categories. We further specify a unique combination of Oracle Applicaitons, set of books, and document entry method. The document entry method indicates whether payables automatically creates the document or a user manually enters the document.

Sequential Numbering Profile Option
The sequential numbering profile option controls whether we can assign voucher numbers to documents, and whether we are required to assign voucher numbers to documents. This option can be enabled at the Responsibility, Application, Site or User Level. We can choose one of the following options:

Not Used- The system does not enfore sequential numbeing. It does ensure that any numbers entered are unique but it does not require the next available nu ber. We cannot enable the allow document override payable option. We cannot enter a document category or sequence name.
Partially Used- The system enforces sequential numbering for all of the sequences that are assigned to a document category. If we create a document and no active sequence has been assigned to its document category, then Payables displays a warning message that a sequence does not exist. You can proceed without a sequence, or you can define and assign the sequencebefore you proceed.
Always Used-. The system enforces sequential numbering for all document categories. If we attempt to create a document and no active sequence has been assigned to its document category, then we cannot proceed until you define and assign a sequence.