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Administrator Guide
Last Updated: 2023-06-23
Steps: Set Up Gapless Invoice Number Sequencing

Steps: Set Up Gapless Invoice Number Sequencing

  • Set up the company you want to create gapless sequence generators for.
  • Set up the ledger periods you want to assign the sequence to.
  • Review setup considerations for gapless sequencing.
You can assign unique gapless invoice numbers to approved invoices based on a ledger period. Gapless invoice numbers help you comply with transaction tax reporting requirements in countries that require chronological gapless sequencing by invoice type for operational transactions.
To maintain a continuous sequence, after Workday assigns gapless numbers to invoices you can't:
  • Cancel or make changes to the invoices.
  • Disable the gapless sequencing functionality.
  2. Access the
    Edit Company ID Definitions
     task.
    On the
    Gapless Document Sequence Settings
     tab, select the check box for the type you want to configure:
    • Enable Gapless Sequencing for Customer Invoices
    • Enable Gapless Sequencing for Supplier Invoices
    Security:
    Set Up: Company General
     domain in the Common Financial Management functional area.
  3. Select a sequence generator rule configuration for each invoice type.
    • Select the same sequence generator rule configuration for each invoice type to sequence all invoice types together. For multiple companies, Workday assigns separate sequences for their invoices even if they have the same sequence generator rule configured.
    • To sequence invoice types separately, select a different rule configuration for the sequence generator.
  4. For customer invoices, select a ledger period from the
    Customer Invoice Gapless Sequencing Start Period
     prompt. Workday assigns the sequence number when you approve the invoices.
    For supplier invoices, select a ledger period from the
    Supplier Invoice Gapless Sequencing Start Period
     prompt. Workday assigns the sequence number when you close the period.
    When you open a ledger period, Workday creates sequence generators for the customer or supplier invoice types you select.
  5. (Optional) To order gapless sequence numbers by accounting date for customer invoices and adjustments, access the
    Edit Company Accounting Details
     task.
    Set the
    Allow Accounting by Approval Date
     prompt to
    Customer Invoice
    .
    Security:
    Set Up: Company Accounting
     domain in the Common Financial Management functional area.
When you post invoices in a period with a gapless sequence generator, Workday automatically assigns a
Gapless Sequence Number
 and displays it instead of the
Invoice Number
 field on the invoices.
After Workday creates the sequence generators, you can view the details in the
Invoice Gapless Sequence Generators
 grid on the same task.