© 2009 Oracle Corporation - Proprietary and Confidential

© 2009 Oracle Corporation – Proprietary and Confidential
1
Setup & Usage of Document
Sequencing
q g In Oracle Receivables
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Thursday, November 18, 2010
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5
<Insert Picture Here>
Setup & Usage of Document Sequencing In Oracle

Receivables
Rajesh Menon
Senior Principal Support Engineer
Program Agenda
• Document Sequencing Overview

• Setup Document Sequencing <Insert Picture Here>
• Suggestions For Gapless Sequences

• Document Sequences In General Ledger (GL)
• Test Setup
p With New Transaction Type
yp
• Setup Points To Note
• Common Errors
• Issues Requiring Patches
What is not covered?

• Localization Document Sequencing

7
Document Sequencing
Overview

8
Document Sequencing Overview
Automatic Transaction Numbering
• Automatic Transaction Numbering is NOT Document

Sequencing!
• Automatic Transaction Numbering

• Provides defaulting mechanism for unique number
• Does not require manual entry of transaction number
• Does not require
q Document Sequencing
q g setupp
• Not guaranteed to be gapless

9
• Document Sequencing feature provided by the Application

Object Library (FND) product
• Used by products like Receivables and Payables to provide
Document Numbering
• Document numbers are unique numbers that can be assigned to

transactions
• Ensures no transactions have been lost or not posted (when
Gapless)
• Generates audit data

10
Document Sequence
q Types
yp
1. Manual
• Requires manual entry of unique number for all documents
created
• Numerical ordering not enforced
• Gapless sequencing not enforced
2. Automatic
• Sequential by date and time of creation
3. Gapless
• Sequence numbers not lost due to incomplete or failed document
creation
i
• Legal requirement in some countries
• May affect performance

11
Manual Document Numbering
g
• Manual Document Numbering ensures that the document
sequence is unique

12
Automatic Document Numbering
Document Sequencing vs. Automatic Transaction Numbering

• Similarities
• Both Automatic Transaction Numbering and ‘Automatic’ type
Document Sequencing are based on database sequences
• Differences
• Automatic Transaction Numbering – one sequence per Batch Source
• Document Sequencing – one sequence per Transaction Type
• Automatic Transaction Numbering does not guarantee gapless
numbering

13
Gapless Document Numbering
Reasons For Gaps In Automatic Numbers

• A
Automatic
t ti Transaction
T ti Numbers
N b and
d ‘A
‘Automatic’
t ti ’ ttype D
Documentt
Sequences are based on database (RDBMS) sequences.
• For performance purposes, these database sequences are cached into
a shared pool
pool, x numbers at a time (default = 20).
20)
• When the shared pool gets “aged-out,” the unused sequence numbers
are lost, creating gaps.
• For
o gap
gapless
ess seque
sequencing,
c g, you must
ust use tthee ‘Gapless’
Gap ess type Document
ocu e t
Sequencing.
• Gapless Sequences are not based on database sequences, but
on the FND_DOC_SEQUENCE_USERS table.
• If the transaction is not committed, values in this table are
rolled back ensuring there are no lost numbers.

14
Copy Document Number to Transaction Number
• Replaces transaction number with document sequence number

• Requires Document Sequencing setup
• Introduced in 11.5 and back-ported to 11.0

15
Important Tables
Enterable/Viewable in the Application
• FND_DOC_SEQUENCE_CATEGORIES
FND DOC SEQUENCE CATEGORIES – Categories table
• FND_DOCUMENT_SEQUENCES – Sequences table
• FND_DOC_SEQUENCE_ASSIGNMENTS ties the above tables
t
together
th byb assigning
i i a category
t tto a sequence.
Only in Backend
• FND_DOC_SEQUENCE_USERS
Code
• FND_TOP/patch/115/sql/AFSQNUMB.pls

16
Setup Document Sequencing <Insert Picture Here>
1. Sequential Numbering Profile Option

2. Receivables System Options
3. Create Transaction Type
4. Check Batch Source Setup
5 Define Document Sequence
5.
6. Check Document Sequence Category
g Sequence
7. Assign q To Category
g y

17
Setup Document Sequencing
Sequential
q Numbering
g Profile Option
p
• Not Used – Document Number field skipped when you enter
transactions.
• Always
Al U
Used
d – All transactions
i require
i addocument sequence.
• Partially Used – Document Sequence Assignment is used to
populate document number when one exists.
Responsibility: System Administrator

Navigation: Application > Sequential Numbering > Define

18
Sequential Numbering Profile Option
• Sequential Numbering must be setup as either Always

Used or Partially Used for:
• Automatic Receipts – allows code to generate receipt numbers
• Bills Receivable (BR) – if the Receipt Method associated to the BR
d
does nott have
h I h it Transaction
Inherit T ti Number
N b checked
h k d
• Late Charges – if the late charge document is an Interest Invoice;
allows code to generate invoice numbers

19
Receivables System
y Options
p
Document Number Generation Level Options

• When Saved – number g
generated when record committed
• When Completed – number generated when record completed
Responsibility: Receivables Manager

Navigation: Setup > System > System Options

20
Create Transaction Type
yp
Navigation: Setup > Transactions > Transaction Types

21
Check Batch Source Setup
p
Navigation: Setup > Transactions > Sources

22
Define Document Sequence

Navigation: Application > Sequential Numbering > Define

23
Check Document Sequence Category
Navigation: Application > Sequential Numbering > Categories

24
Assign Sequence To Category
Navigation: Application > Sequential Numbering > Assign

25
Suggestions
gg for Gapless
p Sequences
q
•Allow Change to Printed Transactions should not be selected
•Allow Transaction Deleted should not be selected
•Document Number Generation Level set to When completed
•Sequential Numbering Profile Option set to Always Used

26
Document Sequences In General Ledger (Optional)
• If Sequential Numbering is only enabled at the Site Level, you
must define assignments for the following journal entry (JE)
categories before you can post:
• Adjustments
• Bills Receivable
• Chargebacks
• Credit Memo Applications
• Credit Memos
• Cross Currency
• Debit Memos
• Miscellaneous Receipts
• Sales Invoices
• Trade Receipts

27
Test Setup With New Transaction Type
Transaction Saved But Not Completed
p
Before Completion
Document Number
Generation Level is
When Completed

28
Transaction Completed
p
Copy Document
Number to
Transaction
Number selected

29
Representation In AR Tables
The original transaction number prior to replacement with
document number is stored OLD_TRX_NUMBER
_ _ column,, if the
Copy Document Number to Transaction Number option is
checked.

30
Document Sequence Data Collection Test
Oracle Receivables Document Sequence Data Collection

Release
Test Document ID
12.1 732197.1
12.0 471591.1
11i 393923 1
393923.1

31
Setup Points To Note

32
• Document Sequence Assignments are ledger specific.
• Document Sequences can be used across operating units

(OUs).
• Transaction types belonging to these OUs must use the same ledger.
• The number series can be used to help identify the

transaction type.
• For example: Invoices have transaction numbers in the 100000
series, Credit Memos have transaction numbers in the 200000 series
and Debit Memos have transaction numbers in the 300000 series.
• Ensure space
p between values is g
great enough
g to accommodate
current and future business needs.

33
• Document Numbering for background-only activities should

have an Automatic Assignment Method.
Background activities include
• Adjustment Reversals • Credit Card Payments
• Automatic Adjustments • Commitment Adjustments
• Automatic Receipts • Late Charge Adjustments
• Chargeback Adjustments • LockBox Receipts
• Chargeback Reversals
• If using the same Document Type for both Manual and

Automatic p processes,, set Method to Null.
• Alternatively, create 2 rows: one for Manual and the other for
Automatic.

34
• AutoInvoice and Document Sequencing
• RA_INTERFACE_LINES_ALL.DOCUMENT_NUMBER and
DOCUMENT NUMBER SEQUENCE ID should not be populated if
DOCUMENT_NUMBER_SEQUENCE_ID
you want these items determined by AutoInvoice
• Impact of Gapless numbering on Consolidated Billing

Billing*
Invoices
• The numbering of a consolidated bill is not covered by the gapless
transaction numbering
g feature.
• True gapless numbering is only implemented on individual invoices.
* In release 11.5, the Consolidated Billing Invoices (CBI) feature is used to

group individual invoices for a particular customer.

35
Common Errors

36
Common Errors
Document Sequence
q Not Populated
p as Expected
p
Verify that the following three tables are in sync:
• Rows should exist in all three tables
• CODE
• DOC_SEQUENCE_ID
• CATEGORY CODE
CATEGORY_CODE
• Document date should fall within
start/end dates.

37
Common Errors
Document Sequence Not Populated as Expected
Items to Check
a) Setting for the Sequential Numbering Profile Option
b) The FND_DOC_SEQ tables, from Category to Assignment to
Document Sequence
• Rows exist in all three tables for the Application, Ledger and
Document Type being used
• Document date falls within start/end dates listed in
FND DOCUMENT SEQUENCES
FND_DOCUMENT_SEQUENCES
c) Ensure the Assignment Method is Automatic for background
processes

38
Common Error Messages
Error: ORA-20001: Document Sequencing is not defined for the
Adjustment Reversal Activity
This error is raised when seeded Receivable Activity names are
altered.
Fix: Change the name back to the original seeded value and confirm
that FND_DOC_SEQUENCE%
FND DOC SEQUENCE% tables also show the seeded value value.

39
Error: APP-01702: An assignment does not exist for these
parameters and one is mandatory.

40

41
Error: APP-01702: An assignment does not exist for these parameters and
one is mandatory.
Check the FND

FND_DOC_SEQUENCE_ASSIGNMENTS
DOC SEQUENCE ASSIGNMENTS table for the
Application, Ledger and Category Code and Date being used.
Action Check setup for CATEGORY_CODE
Applying a deposit to a transaction COMMITMENT ADJUSTMENT
Creating a transaction Same name as Transaction Type
Creating a receipt Same name as Receipt Method
Creating a chargeback Chargeback Adjustment
Doing AP/AR Netting AP/AR Netting
These items are hard

hard-coded
coded and seeded by Oracle.

42
Check setup
p for Document
Action
Category
Reversing a receipt associated with Chargeback Reversal

a chargeback
Reversing a receipt associated with Adjustment Reversal

an adjustment
Generating late charges where late Same as value in Interest Charge

charge document is an Adjustment Activity field on System Options form
(Trans and Customers tab)
Th
These items
it are hard-coded
h d d d andd seeded
d d by
b Oracle.
O l

43
Using
g Diagnostics
g To Troubleshoot
Error: The assigned sequence is inactive

44
Corruption In Sequence
• Manual Receipt raises APP-FND-01564: ORACLE error -936
in get_next_auto_seq
g _ _ _ q
• AutoReceipts raises APP-FND-01736: A synonym does not
exist for the sequence
Reasons for the corruption is unknown
Fi
Fix:
1. Query up the Sequence that is raising the error.
2. Make a dummy modification (change something and
change it back to original value).
3. Save.

45
Corruption In Category Name
• Leading/Trailing Space in Document Sequence Code or

Transaction Type
• Reasons for the corruption is unknown
Fix: Remove the spaces (may require a SQL fix).

fix)
A tilde (~) in a diagnostic indicates the presence of a space.

46
Locking Issues On FND_DOC_SEQUENCE%
FND DOC SEQUENCE% Tables
ORA-01403 FRM-40735 ON-COMMIT When Saving

g Record
• Occurs when two users simultaneously save two distinct
transactions using a transaction type associated with a gapless
q
sequence.
• May cause locking issues on FND_DOC_SEQUENCE%
tables.
Reduce likelihood of this issue by selecting When Completed for

Document Number Generation Level.

47
Issues Requiring Patches

48
Transactions Workbench
Possible Symptoms
• Modifying a transaction with a document number wipes out the document
number.
number
• APP-JG-68146: The document sequence used in this Receivables
transaction has no assignments
• Document sequence ID is not populated
• Update the Transaction Type or Transaction Date then the document
sequence number is regenerated causing gaps in the sequence.
Fix: Update to the latest available version of ARXTWMAI
ARXTWMAI.pld
pld with these
patches
Application Version Patch
12.1 9967200
12.0 10083779
11i.AR.O 10081496
11i.AR.N 10099487

49
Initial Value Exceeds 10 Digits
Error: Issues due to initial value exceeding 10 digits

• ORA-01455:
ORA 01455 converting
ti column
l overflows
fl IInteger
t d
datatype
t t
• ORA-06502 PL/SQL: Numeric or value error: number precision too large
• APP-01564: Oracle error 1455 in fdsgsv
• ORA-01455: converting column overflows integer datatype
• arzira: Error from fdsnxt:2
• APP-AR-11526:
APP AR 11526: ORA
ORA-01403:
01403: no data found
• No errors but the document number generated is 0
Fi
Fix: Application Version Patch
12 8640456
11i.AR.O 8253763

50
Invoice API Issue
• Issues involving document sequences and the Invoice API are
handled in ARXVINUB.pls.
ARXVINUB pls
• Ensure you are on the latest version of this file available for your
release, below is a current list:
Application Version ARXVINUB.pls Version Via Patch
12.1 120.65.12010000.25 10041924

12.0 120.0.12000000.13 10038807
11i.AR.N 115.34.15103.23 9655317
11i AR O
11i.AR.O 115 37 15104 34
115.37.15104.34 10107774

51
For More Information
• Note 197212.1, How To Setup Gapless Document Sequencing in

Receivables
• Note
N 1086565
1086565.1,1 H
How TTo S
Setup D
Document S Sequences IIn
Receivables
• Note 1087122.1, Troubleshooting Document Sequences in
R
Receivables
i bl
• Oracle Receivables Implementation Guide, Chapter 2: General
Receivables Setup, Implementing Document Sequences
• Oracle Applications System Administrator's Guide -
Configuration, Chapter 14: Document Sequences

52
• Receivables
R i bl C Community
it
https://communities.oracle.com/portal/server.pt/community/receivables/233
• Follow up questions regarding this webcast should be posted to the

following dedicated Receivables Community thread:
https://communities.oracle.com/portal/server.pt?open=514&objID=224&mode=2&thr
eadid=150103
• Playback/download links can be found in the Advisor Webcast Archive,

Note 740964.1 (typically within 48 hours).
• All registrants from today’s webcast will receive an email with a PDF of
the presentation along with a link to the recording (typically within a
week).

53
• PDF files of previous E-Business Tax, Receivables, and Advanced
Collections Community presentations are available for download from their
respective All Community Documents area.

54
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Y f db k h helps
l shape
h what
h t we offer
ff anddh
how it iis
delivered. To provide your feedback on any Receivables
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annemarie provisero@oracle com
annemarie.provisero@oracle.com.
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