Financials includes the process of assigning document numbers to pure General Ledger postings. For control purposes you may wish to group various types of postings into one voucher number, to still keep a more unique tracking path through document numbering. Examples of such transactions where you can assign document numbers are travelling expenses and petty cash imprests.
Postings which originate from Accounts Payable, Accounts Receivable and Distribution are not described here. For additional information, see About working with documents numbers in A/P and About working with documents numbers in A/R and About setting up accounting parameters.
The document types and document number series are part of the main foundations within Financials. The document types can be used to categorise the different types of postings within one voucher number, meaning you can have several document numbers within one voucher number. For each document type you define how the numbering should be issued. The system then verifies that the correct numbering updates the General Ledger.
For documents manually entered into the system it is always possible during entry to affect the numbering. For documents automatically entered into the system the document number is always retrieved according to its setup and cannot be changed.
Two methods exist for assigning document numbers to the General Ledger postings:
- A number series is used for retrieval of document number.
- The voucher number is used as a document number.
See About document number series vs. voucher number series to read more about the relation between the document number series for invoice numbering in Distribution and the voucher number series in Financials.
Within the General Ledger
Number series
The system enables you to create a unique number series. The document number is retrieved from the number series specified for the type of document you use at entry. Each number series is connected to one or several document types.
The number series can be either yearly or continuous. The numbering can be set automatically by the system as well as being manually entered.
For each number series you can define if the system should check for duplicate numbers within the series. This means that the system will verify that the number is unique within the accounting year for yearly number series or unique within the General Ledger for continuous number series. The system always verifies that the number is within the valid range defined for the document number series.
Voucher number
The voucher number can be used as a document number. If you use this setup the validation of the document number is done through the voucher number series.
General interface
The following rules apply for documents transferred from pre-systems to Financials through the General interface. The rules are dependent on which of the two methods of numbering that is used for the document.
Number series
If the document number is already set by the pre-system the number series must also be set up in Financials in order to verify a correct validation in aspect of number ranges and duplicate control.
If the document number has not been set by the pre-system (i.e., is set upon transfer to the General Ledger) the number series must be set up in Financials from which the numbers will be retrieved.
Voucher number
Since the voucher number is validated towards the voucher number series no additional setup and validation is required.
Enquiries and printouts
- G/L transaction enquiry – displays all updated postings in the General Ledger. In this enquiry program you have the option to select postings on document number level.
- G/L transaction list – displays all updated postings in the General Ledger. When you order this list you have the option to sequence the postings in document number order.
Related topics
- Define document number handling in G/L
- Manually enter transactions where one voucher contains several document numbers
- About document number series vs. voucher number series
- About working with documents numbers in A/P
- About working with documents numbers in A/R
- About setting up accounting parameters