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Voucher Numbers and Document Sequences

You can assign a unique voucher number to each invoice and payment document in your Payables system so you have a unique identifier for each document. For example, you may get two invoices with identical invoice numbers from two different suppliers. If you assign a voucher number to each, you can locate each invoice based on its unique voucher number.


Assigning unique voucher numbers to documents is called document sequencing. You can set up document sequencing for all of the documents you use in all of your Oracle Applications. Voucher numbers provide proof of completeness. If you use sequential voucher numbers, you can confirm that no document has been lost. Even if invoices or payments are deleted, each voucher number retains audit records. You can also maintain an audit trail because you can trace a journal entry back to the original document in Payables.

When setting up document sequencing, you select a set of numbers, called a sequence, that you will assign to a type of document. The type of document is called a document category. For example, you may decide to assign the sequence of numbers to a document category of Credit Memo Invoices. Then, each Credit Memo you create will have a unique voucher number. Specifying the sequence that will be assigned to a category is called assignment. When you create and save a sequence, you cannot change it. When you save it, a concurrent process starts that automatically generates the sequence. Wait until this process completes successfully before continuing with assigning the sequences to a category.
Attention: Do not use voucher numbers that exceed nine digits. If your a voucher number exceeds nine digits in Payables, then Payables cannot process the document.

Sequential Numbering Profile Option
The Sequential Numbering profile option controls whether you can assign voucher numbers to documents, and whether you are required to assign voucher numbers to documents. This option can be enabled at the Responsibility, Application, Site, or User level. You can choose one of the following options:
  • Not used :The system does not enforce sequential numbering. It does ensure that any numbers entered are unique but it does not require the next available number. You cannot enable the Allow Document Override Payables Option. You 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 you 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 sequence before you proceed.
  • Always Used :The system enforces sequential numbering for all document categories. If you attempt to create a document and no active sequence has been assigned to its document category, then you cannot proceed until you define and assign a sequence.
Document Categories
A 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 the following 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 category in the Document Category Name field in the Invoices window based on the value you select in the Invoice Type field in the Invoices window
Payments: In the Payment Documents window, Payables defaults the payment document category based on the payment
method you assign to the payment document. When you create a payment, the document category defaults from the payment document.
  • You can use the document categories that Payables provides and you can define additional categories. If you enable Document Category Override in the Invoices and Payments regions of the Payables Options window, you can override the default document category that Payables automatically 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.

How to assign the sequences

Hi, can someone share with me in which part of the menu i can run setting up the sequences? i saw in the profile it is not activate but yet tried all to find how to activate. It would be good if someone can tell me step by step how to set it up. THANK YOU!