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List of Use Cases Implemented by the AP140, AP141, and AP145 RPG Programs

The RPG programs AP140, AP141, and AP145, along with the associated OCL script, implement a single primary use case as part of an IBM System/36 or AS/400 accounts payable (A/P) system for processing employee expense payments. This use case is:

  1. Generate Employee Expense Voucher Selection Spreadsheet and Report:
  2. Description: This use case allows the system to process A/P payment transactions for employee expenses, select eligible open payables (vouchers), and produce a detailed report and summary file for payroll integration. It supports multiple payment methods (checks, ACH, wire transfers, employee expenses, utility auto-pay) and handles validations, calculations, and reporting.
  3. Components:
    • AP140: Interactive entry of payment transaction details (company, bank G/L, batch, check date, pay-by date, payment type, vendor/voucher specifics).
    • AP141: Matches transactions to open payables and creates payment records with appropriate payment amounts and types.
    • AP145: Generates detailed reports and a summary file, validating checks and accumulating totals for reporting.
  4. Inputs: Company number, bank G/L number, batch number, check date, pay-by date, payment type, vendor/voucher details, and accounting period/year (if 13 periods).
  5. Outputs: Payment records (ADPPAY, ADPYCK), detailed reports (APEEEXP, APEEEXPO), and a summary disk file (APEEPY) for payroll integration.

Function Requirement Document

Employee Expense Processing Function Requirements

Overview

The Employee Expense Processing Function automates the selection, validation, and reporting of accounts payable (A/P) employee expense payments. It processes transactions, matches them to open payables, calculates payment amounts, and generates detailed reports and a payroll summary file. The function supports multiple payment methods (checks, ACH, wire transfers, employee expenses, utility auto-pay) and ensures compliance with accounting rules, including support for 13 accounting periods.

Inputs

  • Company Number (CONO): Valid company identifier from APCONT.
  • Bank G/L Number (BKGL): Valid bank G/L account from GLMAST (not deleted/inactive).
  • Batch Number (BTCH): Non-zero batch identifier for grouping payments.
  • Check Date (CKDT): Valid date (MMDDYY) for issuing payments.
  • Pay-By Date (DATE): Optional date (MMDDYY) to filter vouchers by due date.
  • Payment Type (KYHOLD): ' ' (check), 'A' (ACH), 'W' (wire), 'E' (employee expense), 'U' (utility auto-pay).
  • Vendor Number (PTVEND): Optional vendor identifier from APVEND (0 for one-time vendors).
  • Voucher Number (PTVO): Optional voucher identifier from APOPEN (0 for whole vendor).
  • Partial Payment Amount (PTAMT): Optional amount for partial voucher payment.
  • Override Discount (PTDISC): Optional discount amount to override default.
  • Force Discount (FDISC): 'D' to force discount, else blank.
  • Pay or Hold (PTPORH): 'P' to pay, 'H' to hold (for vendor/voucher-specific transactions).
  • Single Check (PTSNGL): 'S' for single check per vendor, else blank.
  • Prepaid Flag (PTMKPP): 'P', 'A', 'W', 'E', 'U' for prepaid vouchers, else blank.
  • Prepaid Check Number (PTPPCK): Check number for prepaid vouchers.
  • Prepaid Date (PTPPDT): Date for prepaid vouchers.
  • Period/Year (KYPD, KYPDYY): Accounting period (1–13) and year (if 13 periods enabled in GSCONT).

Outputs

  • Payment Records (ADPPAY): Records with company, vendor, voucher, payment amount, discount, check number, and payment type.
  • Check Records (ADPYCK): Check details with check number, amount, and status (normal, prepaid, credit/no pay, full stub).
  • Reports (APEEEXP, APEEEXPO): Detailed reports with company, vendor, invoice details, check totals, and company totals.
  • Summary File (APEEPY): Disk file with vendor payroll ID and payment amounts for payroll integration.

Process Steps

  1. Validate Inputs:
  2. Verify CONO exists in APCONT.
  3. Ensure BKGL is valid in GLMAST (not deleted/inactive).
  4. Confirm BTCH ≠ 0.
  5. Validate CKDT and DATE (MMDDYY format, valid month/day, leap year).
  6. If 13 accounting periods enabled (GX13GL = 'Y' in GSCONT), ensure KYPD is 1–13 and CKDT falls within period dates in GSTABL.
  7. Validate KYHOLD is ' ', 'A', 'W', 'E', or 'U'.

  8. For vendor-specific transactions, verify PTVEND exists in APVEND and PTVO in APOPEN (if provided).

  9. Create Transactions:

  10. Store transaction details in ADPYTR with sequence number, company, bank G/L, batch, check date, pay-by date, payment type, and vendor/voucher details.

  11. Match Open Payables:

  12. For pay-by-date transactions (DATE ≠ 0):
    • Select APOPEN records where OPCONO = CONO, OPBKGL = BKGL, due date (OPDUED) ≤ DATE, and not deleted (OPDEL ≠ 'D') or halted (OPHALT ≠ 'H').
    • Match payment type: ' ' (non-ACH/wire/employee/utility), 'A' (OPHALT = 'A'), etc.

  13. For vendor-specific transactions:

    • Select APOPEN records matching PTVEND (and PTVO if provided), OPCONO, and OPBKGL (if whole vendor).
    • Override hold (OPHALT = 'H') if PTPORH = 'P'.
    • Validate prepaid flags match KYHOLD.

  14. Calculate Payment Amounts:

  15. Gross amount: OPGRAM from APOPEN.
  16. Discount: Apply PTDISC (if provided), else OPDISC from APOPEN. Set to 0 if voucher is past due (OPDUED > CKDT) or partially paid (OPPPTD ≠ 0) and FDISC ≠ 'D'.
  17. Payment amount: OPLPAM = OPGRAM - OPDISC - OPPPTD.

  18. Partial payment: If PTAMT ≠ 0, set OPLPAM = PTAMT and adjust remaining PTAMT.

  19. Assign Check Numbers:

  20. Use PTPPCK for prepaid vouchers.
  21. Use next check number (PTNXCK) from ADPYTR for non-prepaid.
  22. Set check number to 0 for credit/no pay (OPLPAM = 0).

  23. Increment PTNXCK for each new check unless full stub or credit/no pay.

  24. Validate Checks:

  25. Ensure non-void checks do not exist in APCHKR or are not open (AMCODE ≠ 'O').
  26. For void checks, ensure they exist, are open, and match the full amount.

  27. Mark negative or zero-amount checks as credit/no pay (Hypothesized: (AXRECD = 'C'`).

  28. Generate Outputs:

  29. Write payment records to ADPPAY with company, vendor, voucher, payment amount, discount, check number, payment type, and single check flag.
  30. Write check records to ADPYCK with check number, amount, and status (normal, prepaid, credit/no pay, full stub).
  31. Generate reports (APEEEXP, APEEEXPO) with:
    • Headers: Company name, payment type, date, time.
    • Details: Sequence number, invoice number, description, gross amount, discount, partial paid to date, payment amount, due date, vendor, voucher number.
    • Totals: Check totals, company totals (employee count, gross, discount, payment amounts).
  32. Write summary file (APEEPY) with vendor payroll ID (VNPRID) and negative payment amount.

Business Rules

  1. Validation:
  2. Company, bank G/L, and batch must be valid and non-zero.
  3. Dates must be valid and align with accounting periods (if 13 periods).
  4. Payment type must match voucher type in APOPEN.
  5. Vendor/voucher must exist for specific transactions.
  6. Payment Selection:
  7. Pay-by-date: Select vouchers due by DATE, not on hold unless overridden.
  8. Vendor-specific: Match vendor (and voucher if specified), override hold if PTPORH = 'P'.
  9. Prepaid vouchers must match payment type (OPPAID = KYHOLD).
  10. Discounts:
  11. Apply override discount (PTDISC) or default (OPDISC).
  12. Set discount to 0 for past due or partially paid vouchers unless forced (FDISC = 'D').
  13. Payment Amount:
  14. Calculate as OPGRAM - OPDISC - OPPPTD.
  15. Adjust for partial payments (PTAMT).
  16. Check Handling:
  17. Single checks (OPSNGL = 'S') for one-time vendors or specified cases.
  18. Maximum 12 invoices per stub; mark as full stub (AXRECD = 'F' or 'V').
  19. Negative/zero-amount checks marked as credit/no pay.
  20. Reporting:
  21. Include vendor name from APVEND or APOPEN.
  22. Display payment type labels (e.g., "PAY BY CHECK", "PAY BY UTIL-AUPY").
  23. Report errors for invalid checks (e.g., "CHECK IS ALREADY OPEN").

Calculations

  • Payment Amount: OPLPAM = OPGRAM - OPDISC - OPPPTD. If PTAMT ≠ 0, OPLPAM = min(PTAMT, OPGRAM - OPDISC - OPPPTD) and update PTAMT.
  • Discount: OPDISC = PTDISC (if provided) or OPOPEN.OPDISC. Set to 0 if past due (OPDUED > CKDT) or OPPPTD ≠ 0 and FDISC ≠ 'D'.
  • Check Number: THISCK = OPCKNO (prepaid), PTNXCK (non-prepaid), or 0 (credit/no pay). Increment PTNXCK unless full stub or credit/no pay.
  • Totals: Accumulate gross (CKGRAM, C6GRAM, P6GRAM, L6GRAM), discount (CKDISC, C6DISC, P6DISC, L6DISC), and payment (CKAMT, C6LPAM, P6LPAM, L6LPAM) at check and company levels.

Dependencies

  • Files:
  • APCONT: Company data.
  • GLMAST: G/L accounts.
  • GSCONT: System settings (13 periods).
  • GSTABL: Period end dates.
  • APVEND: Vendor details.
  • APOPEN: Open payables.
  • APCHKR: Check register.
  • ADPYTR: Transaction input.
  • ADPPAY: Payment output.
  • ADPYCK: Check output.
  • APEEPY: Payroll summary output.
  • APEEEXP, APEEEXPO: Report output.