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Administrator Guide
Last Updated: 2023-06-23
Configure Invoice Sequence Generator Rules

Configure Invoice Sequence Generator Rules

Security:
Set up: Company General
 domain in Common Financial Management functional area.
To comply with global auditing standards, you can:
  • Define rules for the sequence generators so that Workday can assign gapless sequence numbers to invoice documents in the desired format.
  • Configure separate sequence rules for each invoice, invoice adjustment, and invoice rebill documents.
  • Create separate rules for Statutory Invoices in the
    Sequence Generator Rule Conditions
     section.
These sequencing rules determine the:
  • Order of the sequence.
  • Lifespan of each sequence generator.
  • Timeframe when Workday sequences your documents.
Workday creates gapless sequence generators for each invoice document type when you close and reopen a period for the specified company. When the period already has an active generator, Workday doesn't create a new generator.
After a sequence generator assigns a sequence number to an invoice, you can't:
  • Disable gapless sequencing for the company.
  • Change the lifespan.
Though, Workday enables you to edit the format string.
  1. Access the
    Create Invoice Sequence Generator Rule Configuration
     task.
  2. As you complete the task, consider:
    Option Description
    Sequence Generator Lifespan
    Select a value to specify the duration for the sequence generator.
    • The sequence generator only assigns gapless sequence numbers to invoices posted in your selected lifespan.
    • The sequence number resets at the beginning of each new period or year.
    • Workday starts and stops a new sequence based on the lifespan you select.
  3. As you complete the
    Default Sequence Generator Rule
     and
    Sequence Generator Rule Conditions
     sections, consider:
    Option Description
    Sequence Start Number
    Enter any number that you want to begin the sequence with. You can also enter a number that is in continuation of an existing sequence from another ID generator.
    Sequence Increment
    Workday automatically sets the value to 1 so that the sequence numbers are in gapless order.
    Sequence Length
    Enter a number to specify the length of the gapless sequence number string. Workday sorts invoice sequences based on this configuration when you generate reports.
    Example: When you enter a
    Sequence Length
     of
    3
    , Workday displays the sequence number:
    • 1
       as
      001
      .
    • 321
       as
      321
      .
    Sequence Format String
    Enter custom text and these variables rules to ensure that Workday doesn't duplicate sequence numbers across multiple generator lifespans:
    • [aa]
      : Inserts only the last 2 digits of the calendar year.
    • [aaaa]
      : Inserts the 4-digit calendar year.
    • [A]
      : Inserts a 1- or 2-digit calendar month.
    • [AA]
      : Inserts a 2-digit calendar month.
    • [f]
      : Inserts the entire 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 of any rule configuration to populate the sequence number.
    When you select
    Fiscal Year
     as the sequence generator lifespan, the format string can include:
    • [f]
    • [ff]
    When you select
    Fiscal Period
     as the sequence generator lifespan, the format string can include:
    • [f]
    • [ff]
    • [pp]
    Statutory Invoice Type
    Select a country-specific statutory invoice type when you use invoice types to categorize your invoices in compliance with government requirements.
    Workday displays options in this field only when you configure a statutory invoice for the company in a specific country.
Workday creates a gapless sequence generator for each invoice document type, for the specified period, for a given company.
You want to create a sequence generator for the May 2019 fiscal period or fiscal year and the November 2019 calendar month or calendar year:
Default Sequence Generator Rule Values
Field
Value
Sequence Start Number
1
Sequence Length
3
Sequence Format String for a Fiscal Period
INV-[f]-[pp]-[seq]
Sequence Preview
INV-2019-05-001
Sequence Format String for a Fiscal Year
INV-[f]-[seq]
Sequence Preview
INV-2019-001
Sequence Format String for a Two Digit Calendar Year
INV-[aa]-[seq]
Sequence Preview
INV-19-001
Sequence Format String for a Four Digit Calendar year and a Two Digit Calendar Month
INV-[aaaa]-[AA]-[seq]
Sequence Preview
INV-2019-11-001