Skip to content

List of Use Cases Implemented by the AP100, AP110, and AP115 Programs

The RPG programs AP100, AP110, and AP115 form a call stack for processing Accounts Payable (A/P) voucher transactions on IBM midrange systems (e.g., AS/400 or iSeries). Together, they implement a single cohesive use case:

  1. Use Case: Process and Validate A/P Voucher Transactions
  2. Description: This use case involves the entry, validation, editing, and reporting of A/P voucher transactions, including header and detail records, for various payment types (e.g., prepaid checks, ACH, wire transfers, employee expenses, utility auto-payments). The process ensures data integrity, validates against vendor, company, G/L, and inventory data, and generates reports for errors and totals.
  3. Components:
    • AP100: Handles interactive entry and validation of voucher transactions via screen formats (AP100S1, AP100S2, AP100S3, AP100S5), updating transaction files (APTRAN, APCONT) and calling AP1011 for freight calculations.
    • AP110: Validates voucher transactions from APTRAN, checks for errors (e.g., duplicate invoices, invalid G/Ls), updates prepaid check records (APCHKT), and produces an edit report (APLIST).
    • AP115: Validates prepaid checks, ensuring non-void checks are not already open and void checks match the full amount, generating an error report (APLIST).

This single use case encompasses the entire workflow of entering, validating, and reporting A/P voucher transactions, with each program handling a specific aspect of the process.

Function Requirement Document: Process and Validate A/P Voucher Transactions

Function Requirement Document: Process and Validate A/P Voucher Transactions

Overview

This function processes and validates Accounts Payable (A/P) voucher transactions, including header and detail records, for various payment types (prepaid checks, ACH, wire transfers, employee expenses, utility auto-payments). It ensures data integrity by validating inputs against company, vendor, G/L, and inventory data, calculates due dates and discounts, updates transaction and check files, and generates reports for errors and totals.

Inputs

  • Company Number (CONO): 2-digit identifier for the company.
  • Vendor Number (VEND): 5-digit identifier for the vendor.
  • Entry Number (ENT#): 5-digit transaction identifier (auto-generated or user-provided).
  • Invoice Number (INV#): 20-character vendor invoice number.
  • Invoice Amount (IAMT): 11.2-digit total invoice amount.
  • Invoice Date (INDT): 6-digit vendor invoice date (MMDDYY).
  • Due Date (DUDT): 6-digit due date (MMDDYY, calculated or user-provided).
  • Discount Due Date (DSDT): 6-digit discount due date (MMDDYY, calculated or user-provided).
  • Hold Code (HOLD): 1-character code (H=hold, A=ACH, W=wire transfer, E=employee expense, U=utility auto-payment).
  • Prepay Code (PAID): 1-character code (P=prepaid, A=ACH, E=employee expense, U=utility auto-payment).
  • Prepaid Check Number (PPCK): 6-digit check number for prepaid transactions.
  • Single Check Flag (SNGL): 1-character flag (S=single check).
  • Canceled Voucher (CNVO): 5-digit canceled voucher number.
  • Purchase Order Number (PONO): 30-character purchase order number.
  • Sales Order Number (SORN): 6-digit sales order number.
  • Carrier ID (CAID): 6-character carrier identifier.
  • Process Type (PTYP): 6-character process type (NORMAL, PAPER, ARGLMS).
  • Freight Total (FRTL): 7.2-digit total freight amount to allocate.
  • Detail Lines:
  • Sequence Number (ENSQ): 3-digit line sequence.
  • Expense G/L (EXGL): 8-digit expense general ledger account.
  • Amount (AMT): 8.2-digit line amount.
  • Discount Amount (DISC): 8.2-digit discount amount.
  • Discount Percentage (DSPC): 3.2-digit discount percentage.
  • Gallons (GALN): 4.2-digit gallons quantity.
  • Receipt Number (RCPT): 7-digit receipt number.
  • Receipt Code (CLCD): 1-character code (O=open, C=closed).
  • Freight Amount (FRAM): 4.2-digit freight amount per line.
  • Product Amount (PRAM): 6.2-digit product amount per line.

Outputs

  • Updated Files:
  • APTRAN: Transaction header and detail records.
  • APCHKT: Prepaid check records.
  • APCONT: Updated with next entry number.
  • APSTAT: Error status (Y for errors, N otherwise).
  • Report (APLIST): Printed report listing transaction details, errors, warnings, and totals (invoices, prepaid amounts, vendor hash).

Process Steps

  1. Initialize:
  2. Retrieve system date and time.
  3. Validate company number (CONO) against APCONT. If invalid or deleted, return error.
  4. Initialize accumulators for invoice counts, amounts, discounts, and prepaid totals.

  5. Set process type (PTYP) to NORMAL if blank.

  6. Validate Header:

  7. Ensure CONO exists in APCONT, not deleted (ACDEL ≠ 'D').
  8. Validate VEND against APVEND, ensuring not deleted (VNDEL ≠ 'D'), not inactive (VNDEL ≠ 'I'), and name not blank.
  9. Verify INV# is non-blank and unique (check APTRNX, APINVH, APOPNHC for non-prepaid, non-canceled, non-wire-transfer transactions).
  10. Ensure INDT is non-zero and not older than one year (warning only).
  11. Ensure IAMT is non-zero and matches sum of detail amounts (AMT + FRAM).
  12. Validate HOLD (H, A, W, E, U) and PAID (P, A, E, U).
  13. If PAID is set, ensure PPCK is provided.
  14. Calculate DUDT and DSDT using terms (VNTERM) from GSTABL (net days, discount days).
  15. Validate ATAPGL and ATBKGL against GLMAST, ensuring not deleted or inactive.
  16. If SORN ≠ 0, prohibit RCPT and GALN.

  17. For freight invoices (FRTL ≠ 0), allocate amounts to detail lines (call AP1011).

  18. Validate Detail Lines:

  19. Validate EXGL against GLMAST, ensuring not deleted or inactive.
  20. If GLPOCD = 'Y', ensure PONO is non-blank.
  21. Validate gallons/receipts:
    • If VNGRRQ = 'Y', require GALN and RCPT.
    • If VNGRRQ = 'N', prohibit GALN and RCPT.
    • If GLAPCD = 'Y' and AMT > 0, require GALN.
    • If GALN > 0, ensure GLAPCD = 'Y'.
    • If RCPT ≠ 0, validate against INFIL1 or INTZH1 for sufficient quantity (GALN ≤ IHNQTY + IHNQTF - IHAPTQ - IHAPTF) and no prior A/P postings.
    • Ensure CLCD is 'O' or 'C'.
  22. Validate discounts:
    • Ensure DISC and DSPC are not both non-zero.
    • If DISC or DSPC is non-zero, require ACDSGL ≠ 0.
    • If TBDISC = 0, prohibit DISC and DSPC.
    • If TBDISC ≠ 0, ensure DSPC = TBDISC or both DISC and DSPC are non-zero.
    • If DSDT ≠ 0 and DSDT ≤ system date, issue warning.
    • Calculate DISC = AMT * (DSPC / 100) if DSPC ≠ 0.

  23. Calculate net amount: NETAMT = AMT - DISC.

  24. Validate Prepaid Checks:

  25. For PAID transactions, update APCHKT with check amount (ACCKAM = AMT - DISC).
  26. Ensure non-void checks are not already open (AMCODE ≠ 'O').

  27. Ensure void checks are open (AMCODE = 'O') and match full amount (L1CKAM = AMCKAM).

  28. Update Files:

  29. Write/update APTRAN with header and detail records.
  30. Update APCONT with next entry number (ACNXTE).
  31. Write/update APCHKT with prepaid check records.

  32. Write APSTAT with error status (Y or N).

  33. Generate Report:

  34. Produce APLIST report with:
    • Headers: Company, date, time, workstation, process type.
    • Details: Entry, vendor, invoice number, description, amounts, G/L, status.
    • Errors/Warnings: List entry numbers with issues (e.g., invalid vendor, duplicate invoice).
    • Totals: Invoice count, amounts, discounts, prepaid totals, vendor hash.

Business Rules

  1. Company and Vendor:
  2. CONO must exist in APCONT, not deleted.

  3. VEND must exist in APVEND, not deleted or inactive, with non-blank name.

  4. Invoice:

  5. INV# must be non-blank and unique (unless prepaid, canceled, or wire transfer).
  6. IAMT must be non-zero and match detail totals.

  7. INDT must be non-zero; warn if older than one year.

  8. Payment Types:

  9. HOLD: 'H', 'A', 'W', 'E', 'U'.
  10. PAID: 'P', 'A', 'E', 'U', with PPCK required if set.

  11. SNGL = 'S' for single check processing.

  12. Gallons and Receipts:

  13. If VNGRRQ = 'Y', require GALN and RCPT.
  14. If VNGRRQ = 'N', prohibit GALN and RCPT.
  15. If GLAPCD = 'Y' and AMT > 0, require GALN.
  16. If GALN > 0, require GLAPCD = 'Y'.
  17. RCPT must exist in INFIL1 or INTZH1 with sufficient quantity.

  18. CLCD must be 'O' or 'C'.

  19. Purchase Orders:

  20. If GLPOCD = 'Y', require PONO.

  21. Discounts:

  22. DISC and DSPC cannot both be non-zero.
  23. Require ACDSGL if DISC or DSPC is non-zero.
  24. If TBDISC = 0, prohibit DISC and DSPC.
  25. If TBDISC ≠ 0, ensure DSPC = TBDISC or both DISC and DSPC are non-zero.

  26. Warn if DSDT ≤ system date.

  27. Prepaid Checks:

  28. Non-void checks must not be open.
  29. Void checks must be open and match full amount.

  30. Update ACCKAM = AMT - DISC.

  31. Freight:

  32. If FRTL ≠ 0, allocate amounts to detail lines via AP1011.

Calculations

  • Due Date (DUDT): Calculated from INDT + TBNETD (net days from GSTABL), adjusted for holidays/weekends.
  • Discount Due Date (DSDT): Calculated from INDT + TBDISD (discount days from GSTABL).
  • Discount Amount (DISC): If DSPC ≠ 0, DISC = AMT * (DSPC / 100).
  • Net Amount (NETAMT): NETAMT = AMT - DISC.
  • Check Amount (ACCKAM): ACCKAM = AMT - DISC for prepaid checks.
  • Receipt Quantity: RNQTY = IHNQTY + IHNQTF - IHAPTQ - IHAPTF (from INFIL1 or INTZH1).
  • Totals:
  • L1AMT = Σ(AMT), L1PAMT = Σ(PRAM), L1FAMT = Σ(FRAM), L1DISC = Σ(DISC), L1NET = L1AMT - L1DISC (per entry).
  • L2AMT, L2PAMT, L2FAMT, L2DISC, L2NET, L2PPD, L2PPA, L2PPW, L2PPE accumulate L1 totals.

External Dependencies

  • Program Called: AP1011 (for freight amount allocation to detail lines when FRTL ≠ 0).
  • Files:
  • Input: APCONT, APVEND, GLMAST, GSTABL, INFIL1, INTZH1, APTRNX, APOPNHC, APINVH.
  • Update: APTRAN, APCHKT, APSTAT.
  • Output: APLIST (report).