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Administrator Guide
Last Updated: 2024-03-08
Configure Journal Sequence Generator Rules

Configure Journal Sequence Generator Rules

  • Create Ledgers. Set up ledgers for the companies you want to use journal sequencing.
  • Security:
    Set up: Company General
     domain in Common Financial Management functional area.
You can assign numbers to journals through journal sequencing, enabling you to comply with global auditing standards. Workday assigns these numbers based on rules you configure for sequence generators.
  1. Access the
    Create Journal Sequence Generator Rule Configuration
     task.
  2. As you complete the header, consider:
    Option Description
    Sequence By
    Select the sequencing method you want to use. Your selection determines when Workday sequences your journals, and in what order.
    • Accounting Date
      : Sequences your posted journals based on the accounting date. Workday initiates sequencing when you close your ledger period. Workday only sequences a ledger period again if you make changes after reopening the period, as when you unpost or cancel a ledger period.
    • Posting Date
      : Sequences your posted journals based on the posting date. Workday assigns a sequence when you post your journal.
    Sequence Generator Lifespan
    Select the time period you want Workday to use for journal sequencing numbers.
    Continuous
     enables Workday to provide continuous journal sequencing. Continuous sequencing uses the same sequence ID generator and format string across many ledger years.
    For
    Ledger Period
     and
    Ledger Year
    , Workday restarts the sequence at the end of the sequence generator lifespan.
    Once a sequencing generator assigns a sequence number to a journal, you can't:
    • Disable journal sequencing for the company.
    • Change the sequencing configuration options. You can still edit the format strings.
    You can only change the sequence ID generator for future years if:
    • There are no posted journals.
    • Periods aren't in
      Open
       status.
    Book
    Leave the
    Book
     prompt blank to apply the sequence rules to all journals in the company. Select a book on the prompt to apply the sequence rules to all journals with book codes in the selected book.
  3. As you complete the
    Default Sequence Generator Rule
     section, consider:
    Option Description
    Transaction Type
    Workday populates all operational and accounting journals. You can enter
    Sequence Generator Rule Conditions
     to configure unique sequence format strings for specific transaction types.
    Journal Group Code
    (Optional) Select a journal sequencing group that you created on the
    Maintain Journal Sequencing Groups
     task.
    You can use journal sequencing groups to more easily organize and report on journals.
    Sequence Start Number
    Enter the number you want to begin sequencing with. Use this field if you used a different ID generation system and want to continue from where the ID ended.
    Sequence Padding
    Enter the minimum number of digits you want to use in journal sequence numbers. You can use padding to help Workday sort journal sequences when you generate reports.
    Example: When you enter a
    Sequence Padding
     value of
    3
    :
    • Sequence number
      1
       displays as
      001
      .
    • Sequence number
      4321
       displays as is.
    • Workday sorts the numbers
      1
      ,
      2
      , and
      10
       as
      01
      ,
      02
      ,
      10
       instead of
      1
      ,
      10
      ,
      2
      .
    Sequence Format String
    Enter any text you want Workday to include with the sequence number. You can also enter these bracketed string constant patterns to have Workday automatically insert text:
    • [f]
       inserts the fiscal year number.
    • [ff]
       inserts the fiscal year name.
    • [pp]
       inserts the fiscal period name.
    • [seq]
       inserts the next sequence number.
    Include
    [seq]
     in the format string for any configuration.
    When you select
    Ledger Year
     as the sequence generator lifespan, the format string can include:
    • [f]
    • [ff]
    When you select
    Ledger Period
     as the sequence generator lifespan, the format string can include:
    • [f]
    • [ff]
    • [pp]
    When you select
    Continuous
     as the sequence generator lifespan, the format string can only include
    [seq]
    .
    You can configure sequence format strings to ensure that Workday doesn't duplicate sequence numbers across multiple generator lifespans.
    Example: You set the sequence generator lifespan to
    Ledger Period
     and enter the sequence format string
    JRNL-[f]-[pp]-[seq]
    . By including the period name, you avoid duplicate sequence numbers, such as 2 journals numbered
    JRNL-2019-1
    .
  4. (Optional) Enter the condition rules that refine the default sequence ID generator rule. As you complete the
    Sequence Generator Rule Conditions
     section, consider:
    Option Description
    Transaction Type
    If you select more than 1 operational transaction for the rule condition, Workday generates 1 ID generator for multiple transaction sources.
    Accounting Journal Source
    Displays when you select
    Accounting Journal
     as the
    Transaction Type
    . Leave blank to select all accounting journal sources.
    If you select transaction types and an accounting journal for the same rule, Workday uses all accounting journal sources.
    Sequence Start Number
    Sequence Increment
    Sequence Padding
    Sequence Format String
    Refine the
    Default Sequence Generator Rule
     for each condition rule.
    Example: To have Workday use a different sequence generator ID for customer invoices, you must:
    • Enter a condition rule with a
      Sequence Format String
       that uses the
      CustInv
       prefix for supplier invoices.
    • Enter a
      Sequence Start Number
       of
      300
       for customer invoices.
You can now enable journal sequencing for a company so that you can create journal sequence generators.
You can edit your rule configuration to add or delete conditions.
This example illustrates how you can configure the
Create Journal Sequence Generator Rule Configuration
 task. For the 2015-Apr ledger period:
Default Sequence Generator Rule Values
Field
Value
Sequence Start Number
1
Sequence Padding
4
Sequence Format String
[f]-[pp]-[seq]
Sequence Generator Rule Conditions
Field
Value
Transaction Type
Supplier Invoice
Journal Group Code
SUPINV
Sequence Start Number
1
Sequence Padding
3
Sequence Format String
[f]-[pp]-[seq]
Select
Journal Sequence Generator Rule Configuration
Copy
 from the related actions menu of the journal sequence generator rule configuration to apply the rules to other ledgers. To avoid duplicate journal sequence numbers, Workday recommends modifying the copied sequencing generator rule configuration before applying it to other ledgers. Example: To apply the rule of a primary ledger to an alternate ledger, append the alternate ledger currency code to the sequence string configuration.