Understanding Transaction Sequence Numbers

Transaction sequence numbers can be defined and assigned automatically to transactions when they are posted to Financials. A registration date can also be assigned automatically to the transactions at the same time as a transaction sequence, if required.

Note: Different types of sequence number can also be assigned automatically to transactions as follows:

- daybook sequence number, when it is printed on a definitive daybook listing

- voucher number, either when entering the journal details or when posting the journal.

The transaction sequence number that is assigned to each transaction is stored in the analysis dimension identified as the Transactions Dimension on Ledger Setup (LES).

Understanding the Sequence Numbers

A transaction sequence number consists of two parts: a sequence number code followed by a sequential number.

For example, the following transaction sequence numbers might be assigned to consecutive cash receipt transactions: CRJ1, CRJ2, and CRJ3. In this case CRJ is the sequence number code and the numbers 1, 2, 3 are the sequence numbers.

Sequence number codes and their numbering requirements are defined using Ledger Sequences (LEQ).

Sequence Number Codes

A sequence number code identifies a set of transaction sequence numbers. Separate sets of transaction sequence numbers can be generated and assigned to different types of transactions. For example, you might want to assign one set of numbers to cash receipt transactions and another set to ledger revaluation transactions.

A sequence number code can include up to five characters.

Sequence Numbers

The sequential number portion of the overall transaction sequence assigned to a transaction is determined by the Update Sequence option in Ledger Sequences. The following options are available:

  • Manual - this forces the user to assign the number manually to each new transaction.
  • Automatic - this updates and assigns the next sequential number automatically to each new transaction (the previous number used is held in the Transaction Dimension).
  • Entry - this updates and assigns the next sequential number automatically but also displays the number during Ledger Entry. This allows you to copy the number to the source document for cross referencing purposes.
  • Date Control - this assigns a registration date in addition to a sequence number.
Note:  If you select Entry, any transactions that are deleted between entry and posting lose their associated sequence numbers. SunSystems does not reuse any numbers that are excluded from the sequence in this way. You can make manual corrections in Ledger Entry (LEN) or Account Allocations (ACA).

The number can include a maximum of seven digits. However, the number of digits available depends on both:

  • the length of the analysis dimension being used to store the sequence numbers - this is the dimension identified in the Transaction Dimensions field in Ledger Setup (LES)

  • the number of characters in the Sequence Number Code in Ledger Sequence (LEQ).

For example, if the length of the analysis code has been defined as 7 and you define a sequence code of CRJ, then the sequence numbers are four digits long.