Skip to content

Freight Voucher Usecase AP125 and AP1012 Programs

The AP125.rpg and AP1012.rpg programs together implement a single primary use case, as they form a cohesive process for creating accounts payable (A/P) voucher transactions from freight invoices. The use case is described below:

  1. Create A/P Voucher Transactions from Freight Invoices:
  2. Description: This use case processes freight invoices from the FRCINH or FRCFBH files to generate A/P voucher transactions in the APTRAN file, including header and detail records. It calculates due dates, applies discounts, prorates freight amounts across sales detail or miscellaneous records, and validates general ledger (G/L) accounts and vendor information. The process ensures accurate allocation of freight charges and compliance with payment terms and hold statuses.
  3. Inputs: Company code (CO), carrier ID (CAID), invoice number (CAIN), record type (RCD), reference number (RDNO), and sales-related data (order number, shipping reference number, freight total, etc.).
  4. Outputs: A/P transaction header and detail records in APTRAN, updated freight invoice records in FRCINH or FRCFBH, marked as processed.
  5. Components:
    • AP125.rpg: Handles header creation, vendor validation, due date calculation, and G/L validation, and calls AP1012.rpg for detail line creation.
    • AP1012.rpg: Prorates freight amounts across sales detail (SA5FIUD, SA5MOUD) or miscellaneous (SA5FIUM, SA5MOUM) records and creates detail lines in APTRAN.

Function Requirement Document

Function Requirement: Create A/P Voucher Transactions from Freight Invoices

Purpose

Automate the creation of accounts payable (A/P) voucher transactions from freight invoices, including header and detail records, by processing invoice data, validating vendor and G/L information, calculating due dates, applying discounts, and prorating freight amounts across sales detail or miscellaneous records.

Inputs

  • Company Code (CO): 2-digit code identifying the company.
  • Carrier ID (CAID): 6-character identifier for the carrier.
  • Invoice Number (CAIN): 25-character freight invoice number.
  • Record Type (RCD): Indicates invoice source (FRCFBHP4 for freight billed balance header, else FRCINHP4).
  • Reference Number (RDNO): Numeric reference number for FRCFBH invoices.
  • Sales Data (via SALES data structure):
  • Order Number (SAORD): 6-digit sales order number.
  • Shipping Reference Number (SASRN#): 3-digit shipping reference number.
  • Freight Total (FRTTOT): Total freight amount to allocate (7.2 digits).
  • Vendor Number (VEND): 5-digit vendor number.
  • Entry Number (ENTNUM): 5-digit A/P entry number.
  • Discount Percentage (DSPC): 4.3-digit discount percentage.
  • Comparison Date (CMPDT8): Invoice date minus one year (8 digits).
  • File Indicator (S@FIMO): F (SA5FI files) or M (SA5MO files).
  • Detail/Misc Indicator (S@DM): D (detail) or M (miscellaneous).

Outputs

  • A/P Transaction Records: Header and detail records in APTRAN with validated vendor, G/L, and prorated freight amounts.
  • Updated Freight Invoice Records: FRCINH or FRCFBH records marked as processed (FRAPST = 'Y').

Process Steps

  1. Retrieve Invoice Data:
  2. Access FRCINH (if RCD ≠ 'FRCFBHP4') or FRCFBH (if RCD = 'FRCFBHP4') using CO, CAID, CAIN, and RDNO.

  3. Extract invoice number (FRCAIN), type (FRINTY), date (FRIYMD), amount (FRINAM - FRFBOA), sales order (FRRDNO), and shipping reference (FRSRN).

  4. Validate Company and Generate Entry Number:

  5. Retrieve company details (ACAPGL, ACCAGL, ACRTGL, ACNXTE) from APCONT using CO.

  6. Assign a new entry number (ENT#) from ACNXTE for new transactions, incrementing and updating ACNXTE.

  7. Retrieve Vendor Information:

  8. Get vendor number (VYVEND) from APVENY using CO and CAID.
  9. Retrieve vendor details (VNVNAM, VNAD1-4, VNHOLD, VNSNGL, VNTERM, VNEXGL) from APVEND using CO and VEND.

  10. Set hold description (HLDD) based on hold code (VNHOLD):

    • H: "VENDOR ON HOLD"
    • A: "ON HOLD FOR ACH"
    • W: "ON HOLD FOR WIRE TRANSFER"
    • U: "ON HOLD FOR UTILITY AUTO-PAYMENT"

  11. Calculate Due Date:

  12. If VNTERM is non-zero, retrieve terms (TBNETD, TBPRXD, TBDISC) from GSTABL (table APTERM).
  13. Calculate due date:
    • For net days (TBNETD): Add TBNETD to invoice date (FRIYMD) using Julian date conversion.
    • For prox days (TBPRXD): Set to TBPRXD day of the next month.
    • Default to invoice date if no terms.

  14. Adjust due date to a non-holiday/non-weekend date using APDATE (ADNED8).

  15. Validate G/L Accounts:

  16. Validate A/P (APGL), bank (BKGL), and retention (RTGL) accounts against GLMAST, retrieving descriptions.

  17. Create A/P Header:

  18. Write/update header in APTRAN with invoice, vendor, G/L, due date, hold status, and discount (DSPC) data.

  19. Prorate Freight and Create Detail Lines:

  20. Call AP1012 with SALES data structure to prorate FRTTOT across sales records.
  21. For Detail Records (SA5FIUD or SA5MOUD):
    • Calculate total gallons (TTLQTY) for records with S5SHD8 >= CMPDT8.
    • Prorate freight: AMT = (S5NGAL / TTLQTY) * FRTTOT.
    • Adjust the last record to ensure the sum equals FRTTOT.
    • Retrieve freight G/L (FEGL):
    • If product code (S5PROD) has alpha characters, use CUFEGL from GSCTUM.
    • Else, use TBFEG4 from GSTABL (table CNTRPF) with S5PROD appended.
    • Default to BCFRGL from BICONT.
    • Write detail line to APTRAN with FEGL, AMT, DSPC, and description "XXXXXXXXX XXXX XXX FRTCHG".

  22. For Miscellaneous Records (SA5FIUM or SA5MOUM):

    • If no detail records, calculate total miscellaneous freight (TTLMFT) for records with SMMSTY = 'F', SMGLNO ≠ 0, and SMSHD8 >= CMPDT8.
    • Prorate freight: FRTAMT = (SMMAMT * SMMQTY / TTLMFT) * FRTTOT.
    • Adjust the last record to match FRTTOT.
    • Use SMGLNO as FEGL.
    • Write detail line to APTRAN with FRTAMT, DSPC, and description "MISC CHARGE".

  23. Update Freight Invoice:

  24. Mark FRCINH or FRCFBH as processed (FRAPST = 'Y').

Business Rules

  • Invoice Source: Process FRCINH or FRCFBH based on RCD (FRCFBHP4 for freight billed balance).
  • Freight Adjustment: Subtract FRFBOA from FRINAM for invoice amount.
  • Hold Status: Support H (hold), A (ACH), W (wire transfer), U (utility auto-payment) with corresponding descriptions.
  • Due Date: Calculate based on VNTERM (net or prox days) or default to invoice date; adjust for non-holiday/weekend.
  • Discounts: Apply TBDISC from GSTABL to detail lines.
  • Date Restriction: Process sales records with ship date within one year of invoice date (S5SHD8 or SMSHD8 >= CMPDT8).
  • Freight Proration:
  • Detail records: Prorate based on net gallons (S5NGAL).
  • Miscellaneous records: Prorate based on SMMAMT * SMMQTY for freight-type records (SMMSTY = 'F').
  • Ensure total prorated amounts equal FRTTOT.
  • G/L Validation: Validate all G/L accounts against GLMAST; use GSCTUM, GSTABL, or BICONT for freight G/L.
  • Record Selection: Use S@FIMO (F or M) and S@DM (D or M) to select appropriate sales files; determine dynamically if blank.

Calculations

  • Due Date (Net Days): DUDT = INDT + TBNETD (converted via Julian date).
  • Due Date (Prox Days): DUDT = TBPRXD day of the next month from INDT.
  • Freight Proration (Detail): AMT = (S5NGAL / TTLQTY) * FRTTOT; adjust last record to match FRTTOT.
  • Freight Proration (Misc): FRTAMT = ((SMMAMT * SMMQTY) / TTLMFT) * FRTTOT; adjust last record to match FRTTOT.

Dependencies

  • Files:
  • Update: APTRAN, APCONT, FRCINH, FRCFBH.
  • Input: APVEND, APVENY, GLMAST, GSTABL, APDATE, SA5FIUD, SA5FIUM, SA5MOUD, SA5MOUM, BICONT, GSCTUM.
  • External Program: AP1012 (called by AP125).

Assumptions

  • Input data is valid and exists in the respective files.
  • APTRAN can accommodate new or updated records without conflicts.
  • Sales records are available within the one-year date range.

Error Handling

  • Invalid company, vendor, or G/L accounts: Skip record creation and log errors (via indicators).
  • No matching sales records: Skip detail line creation.
  • Invalid dates: Reject and log errors.