Journal Sequencing

Overview

Journal sequencing in Workday allows you to configure rules for companies so all posted transactions in the ledgers have a unique, sequential, and gapless journal sequence number. Use this functionality when laws require your company to have journal numbers for all data in the ledger. If you do not configure journal sequencing, only accounting journals will have journal numbers in the ledger.

Objectives

By the end of this chapter, you will learn how to do the following:

Create the sequence generator rules.

Edit sequence generator rule configuration.

Enable the journal sequencing for companies.

Security Policies

As you deploy Workday, you will configure security policies to ensure the appropriate security groups have the right permissions. This chapter covers the following security groups, domains, and business processes.

Security Groups

Company Administrator
: This user-based security group has unconstrained access to create and maintain all organization setup data and financial organizations. Examples include organization types and subtypes, companies, cost centers, and regions. Approval authority for organization business processes.

Domains

Topic	Functional Area	Domain
Journal Sequencing	Common Financial Management	Setup: Company General

Configuration for Journal Sequencing

Before you can configure journal sequencing, complete the following steps:

Security for setup: Company General domain in Common Financial Management functional area

Company for which you want to create sequence ID generators.

Create ledgers for the companies using journal sequencing.

In the Create Sequence Generator Rule Configuration task, you can configure the Sequence Generator Lifespan as continuous, for a Ledger Year, or configured for a Ledger Period. You can set sequencing to Accounting Date or Posting Date. These options provide you greater flexibility when you set up journal sequencing, and helps you comply with global statutory requirements.

Workday automatically selects Posting Date for all sequence generator rule configurations you previously configured. When using a sequence generator configured for Accounting Date, Workday automatically initiates sequencing when you close your ledger period. Workday then assigns sequence numbers to posted journals based on the accounting date.

You can configure the Default Sequence Generator Rule if you want one sequence format string for all transaction types. The table below explains the various available options to consider for Default Sequence Generator Rule configuration:

Options	Description
Transaction Type	Defaults to all operational transactions and accounting journals.
Sequence Start Number	Manually set the starting sequence number. This configuration is useful if you previously used a different ID generation system, and you want to continue from where the ID ended.
Sequence Padding	Enter the minimum number of digits you want to use for journal sequence numbers. Example: When you enter a Sequence Padding value of 3, sequence number 1 displays as 001 and the sequence number 4321 displays as-is.
Sequence Format String	You can enter any text that does not include brackets, but any text within brackets must use a valid sequence format string. Use one or more of these string constant patterns: [f] specifies the insertion point for the fiscal year number. [ff] specifies the insertion point for the fiscal year name. [pp] specifies the insertion point for the fiscal period name. [seq] specifies the insertion point for the next sequence number. If you select Ledger Year , the format string must include [f] or [ff]. If you select Ledger Period , the format string must include [pp] and [f] or [ff].

The Sequence Generator Rule Conditions configuration is optional. You only need to configure the rule conditions if you need unique sequencing formats for various transaction types. The table below explains the various available options to consider for Sequence Generator Rule configuration:

Options	Description
Transaction Type	Select one or more operational transactions, accounting journals, or recurring journals. If you select multiple transaction types for a single Sequence Generator Rule Condition, Workday generates one ID per instance for the transaction types selected.
Accounting Journal Source	Enabled if you select the Accounting Journal transaction type. Select one or more accounting journal sources. Leave blank to select all accounting journal sources. If you select transaction types and accounting journal for the same rule, Workday uses all accounting journal sources.
Sequence Start Number	Refine the Default Sequence Generator Rule for each condition rule.
Sequence Padding	Enter the minimum number of digits you want to use for journal sequence numbers. Example : When you enter a Sequence Padding value of 3, sequence number 1 displays as 001 and the sequence number 4321 displays as-is. Note : When enabling Journal Sequencing, if the padding configured is too low and the number of transactions exceeds the number of padding digits, Workday cannot logically sort the sequences that exceed the padding length. Consider transaction volume when creating sequence padding.
Sequence Format String	You can enter any text that does not include brackets, but any text within brackets must use a valid sequence format string. Use one or more of these string constant patterns: [f] specifies the insertion point for the fiscal year number. [ff] specifies the insertion point for the fiscal year name. [pp] specifies the insertion point for the fiscal period name. [seq] specifies the insertion point for the next sequence number. If you select Configuration for Ledger Year, the format string must include [f] or [ff]. If you select Configuration for Ledger Period, the format string must include [pp] and [f] or [ff].

Editing Sequence Generator Rule Configuration & Considerations

You can edit, add, or delete the conditions included in the sequence generator rule configuration.

You can only configure journal sequencing for periods in created, closed, or not available statuses. You cannot assign journal sequence numbers to existing posted journals. For these two reasons, enable sequencing before data conversion.

You cannot turn off journal sequencing for a company once Workday assigns a single sequence number from the generator.

When defining the rule conditions, you must include all transaction types, which map to a given journal source.

You can edit the sequence generator rules at any time. Workday will use the updated rules to create new sequence ID generators for periods where none exist.

If Workday has assigned a journal sequence number to a manual journal, you cannot change the journal source or the ledger period.

When using iLoad, Workday recommends that you enable journal sequencing from the Enable Journal Sequencing task in the Ledgers and Budgets implementation area. This configuration will update the Company information with journal sequencing.

Access the Mass Delete Journal Sequencing Generators
task to delete all unused ID generators.

You can only delete a sequence ID generator under these conditions:

You have not used the sequence generator.

You do not have posted journals in ledger periods for that year.

You do not have posted journals in ledger periods for subsequent years.

Journal Sequencing Chapter Summary

Journal sequencing in Workday allows you to configure rules for companies so all posted transactions in the ledgers have a unique, sequential, and gapless journal sequence number. Use this functionality when laws require your company to have journal numbers for all data in the ledger. Configuration options allow you to dictate sequence Generator Lifespan and allows you to decide to use Accounting Date or Posting Date. These options provide you greater flexibility aides in compliance with global statutory requirements.