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AP296 Summary

Function Requirements: Post A/P Voucher Status Code Changes

Overview

The PostAPVoucherStatus function updates the hold status (hold code and description) of Accounts Payable (A/P) vouchers in the open A/P file and generates a report summarizing the changes. It processes input from a work file, validates data against company and vendor records, and ensures accurate updates and reporting for the A/P Voucher Status Code Change Process.

Inputs

  • Work File (APVCTR): Contains voucher records with:
  • Company Number (ATCONO, 2 bytes)
  • Vendor Number (ATVEND, 5 bytes)
  • Voucher Number (ATVOUC, 5 bytes)
  • Hold Code (ATHOLD, 1 byte)
  • Hold Description (ATHLDS, 25 bytes)
  • Prior Hold Code (ATOHLD, 1 byte)
  • Prior Hold Description (ATOHDS, 25 bytes)
  • Transaction Key (ATNKEY, 12 bytes)
  • Control File (APCONT): Contains company details (e.g., ACNAME, company name, 30 bytes).
  • Vendor File (APVEND): Contains vendor details (e.g., VNVEND, vendor number; VNNAME, vendor name).
  • Open A/P File (APOPNH): Contains open A/P transactions (updated with new hold codes and descriptions).
  • Printer File (LIST): Output file for the A/P Voucher Status Code Change Process report.

Outputs

  • Updated Open A/P File (APOPNH): Records updated with new hold codes and descriptions.
  • Report (LIST): A printer file containing the A/P Voucher Status Code Change Process report with:
  • Company name (ACNAME)
  • Page number (PAGE)
  • Date (SYSDAT) and time (SYSTIM)
  • Voucher details (ATVEND, VNNAME, ATVOUC, ATHOLD, ATHLDS, ATOHLD, ATOHDS)
  • Indicator for no prior hold code (50 on)

Process Steps

  1. Validate Input Data:
  2. Check if APVCTR contains any records.
  3. If no records exist, pause with message: "THERE ARE NO RECORDS TO POST. PRESS 0 TO CANCEL."

  4. Cancel the process if the user presses ATTN,2,ENTER.

  5. Load RPG Program:

  6. Load the AP296 RPG program.

  7. Validate Company:

  8. Chain ATCONO to APCONT to verify the company number.

  9. Set indicator 92 if the company number is invalid.

  10. Validate Vendor:

  11. Chain VENDKY (built from ATCONO and ATVEND) to APVEND to verify the vendor number.

  12. Set indicator 31 if the vendor number is invalid.

  13. Check Prior Hold Status:

  14. If ATOHLD and ATOHDS are blank, set indicator 50 on.

  15. Otherwise, no prior hold code exists.

  16. Update Open A/P Records:

  17. For each valid voucher in APVCTR, chain OPNKEY (built from ATNKEY and 1001) to APOPNH.
  18. If found (indicator 90 off), update ATHOLD (position 126) and ATHLDS (positions 127–151) in APOPNH.

  19. Execute exception output (EXCPT).

  20. Generate Report:

  21. For each processed voucher, output to LIST:

    • Vendor number (ATVEND)
    • Vendor name (VNNAME)
    • Voucher number (ATVOUC)
    • New hold code (ATHOLD)
    • New hold description (ATHLDS)
    • Prior hold code (ATOHLD)
    • Prior hold description (ATOHDS)
    • Indicator for no prior hold code (50 on)

  22. Clean Up:

  23. Delete the processed work file (APVCTR) after successful posting.

Business Rules

  • Data Validation:
  • The company number (ATCONO) must exist in APCONT.
  • The vendor number (ATVEND) must exist in APVEND.

  • The voucher must exist in APOPNH with matching vendor and company records.

  • Hold Code Updates:

  • Update the hold code (ATHOLD) and hold description (ATHLDS) in APOPNH only for valid vouchers.

  • Check for prior hold codes (ATOHLD, ATOHDS) and update only if they are not blank.

  • Reporting:

  • Generate a report (LIST) summarizing the A/P Voucher Status Code Change Process:

    • Company name (ACNAME)
    • Page number (PAGE)
    • Date (SYSDAT) and time (SYSTIM)
    • Voucher details (ATVEND, VNNAME, ATVOUC, ATHOLD, ATHLDS, ATOHLD, ATOHDS)
    • Indicator for no prior hold code (50 on)

  • Error Handling:

  • If the company number is invalid (92 on), skip processing for that company.
  • If the vendor number is invalid (31 on), skip processing for that vendor.

  • If no open A/P record is found (90 on), skip the update but generate report output.

  • Data Cleanup:

  • Delete the processed APVCTR work file after successful posting.

Calculations

  • No calculations are explicitly performed in this function. It updates hold codes and descriptions based on input data and validation results.

External Programs Called

  • AP296: The main RPG program that processes the A/P Voucher Status Code Change Process.

Notes

  • The function assumes that the input data in APVCTR is accurate and complete.
  • The output report (LIST) is formatted for printing and includes all relevant voucher details.
  • The SFACOPY system utility is used to manage the report output in the output queue.