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List of Use Cases Implemented by the AP190/AP195 Program Suite

The AP190.ocl36, AP190.rpg36, and AP195.rpg36 programs collectively implement a single primary use case for Accounts Payable (A/P) check reconciliation:

  1. A/P Cancelled Check Reconciliation and Reporting:
  2. Description: This use case allows users to enter, validate, and store cancelled check reconciliation data (company number, bank G/L number, check number, clear date, and clear amount) and generate a printed report summarizing the reconciled checks, grouped by company and bank G/L account with totals.
  3. Components:
    • AP190.ocl36: Orchestrates file setup and program execution (calls AP190 and AP195).
    • AP190.rpg36: Handles interactive data entry and validation through two screens (AP190S1 for company, bank G/L, and check number; AP190S2 for clear date and amount), updating the reconciliation transaction file (APCRTR).
    • AP195.rpg36: Generates a report listing cancelled checks with totals by bank G/L and company.

Function Requirement Document for A/P Cancelled Check Reconciliation

Function Requirement Document: A/P Cancelled Check Reconciliation

Overview

The A/P Cancelled Check Reconciliation function processes and validates cancelled check data, storing reconciliation records and generating a summary report grouped by company and bank G/L account.

Inputs

  • Company Number (CONO, 2 bytes): Identifies the company.
  • Bank G/L Number (BKGL, 8 bytes): Specifies the bank general ledger account.
  • Check Number (CHK#, 6 bytes): Unique identifier for the check.
  • Clear Date (CLDT, 6 digits, MMDDYY): Date the check cleared.
  • Clear Amount (CLAM, 11.2 numeric): Amount cleared for the check.

Outputs

  • Reconciliation Records: Stored in APCRTR file with company, bank G/L, check number, clear date, and clear amount.
  • Printed Report: Lists cancelled checks with check number, clear date, clear amount, and totals by bank G/L and company, including company name, date, time, and page number.

Process Steps

  1. Validate Inputs:
  2. Verify CONO exists in APCONT and is not deleted (ACDEL ≠ 'D').
  3. Verify CONO + BKGL exists in GLMAST and is not deleted (GLDEL ≠ 'D').
  4. Verify CHK# exists in APCHKR, is open (AMCODE = 'O'), and not deleted (D), reconciled (R), or voided (V).
  5. Validate CLDT as a valid date (MMDDYY, month 1–12, day 1–31 based on month/leap year).

  6. Ensure CLAM matches the check amount (AMCKAM) from APCHKR.

  7. Store Reconciliation Data:

  8. Write or update APCRTR with CONO, BKGL, CHK#, CLDT, and CLAM.

  9. Support deletion of existing APCRTR records.

  10. Generate Report:

  11. Read APCRTR records, group by CONO and BKGL.
  12. Retrieve company name (ACNAME) from APCONT.
  13. Print headers (company name, bank G/L, date, time, page).
  14. List check details (CHK#, CLDT, CLAM).
  15. Calculate and print totals:
    • Bank G/L total (L1CLAM): Sum of CLAM for each bank G/L.
    • Company total (L2CLAM): Sum of L1CLAM for each company.
  16. Output after 21 detail lines or at group breaks.

Business Rules

  1. Validation:
  2. Invalid CONO, BKGL, or CHK# prevents processing.
  3. CLDT must be a valid date, accounting for leap years (February 28/29, others 30/31 days).
  4. CLAM must equal AMCKAM from APCHKR.
  5. Data Integrity:
  6. Only open checks (AMCODE = 'O') are processed.
  7. Deleted records in APCONT or GLMAST are invalid.
  8. Reporting:
  9. Group by company and bank G/L, with subtotals and company totals.
  10. Include company name if available; otherwise, proceed without it.
  11. Format dates (MMDDYY) and amounts (11.2 decimal) for readability.
  12. Record Management:
  13. Allow updates or deletions in APCRTR.
  14. Ensure unique keys (CONO + BKGL + CHK#) in APCRTR.

Calculations

  • Date Validation:
  • Extract month, day, year from CLDT (MMDDYY).
  • Validate month (1–12).
  • Validate day: February (28 or 29 for leap years), April/June/September/November (30), others (31).
  • Leap year: If year divisible by 4 (or by 400 for century years), allow 29 days for February; else, 28.
  • Construct 8-digit date (CLDT8, YYYYMMDD) using century (Y2KCEN) for Y2K compliance.
  • Totals:
  • L1CLAM = Sum of CLAM for each bank G/L group.
  • L2CLAM = Sum of L1CLAM for each company.

Data Sources

  • APCRTR: Stores reconciliation data (key: CONO + BKGL + CHK#).
  • APCONT: Provides company name (ACNAME) and deletion flag (ACDEL).
  • GLMAST: Validates bank G/L (GLDEL, GLDESC).
  • APCHKR: Provides check details (AMCODE, AMVEN#, AMCKAM, AMCKDT, AMVNNM).