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AP145 RPG

The AP145.rpg36.txt is an RPG/36 program (used on IBM System/36 or AS/400 systems) that generates the Employee Expenses Voucher Selection Spreadsheet and Report as part of the A/P process. It is the final program called in the OCL script after the second sort (#GSORT) and processes sorted payment records from ADPPAY to produce reports (APEEEXP, APEEEXPO) and a disk file (APEEPY). Below, I explain the process steps, business rules, tables used, and external programs called, referencing the context of the OCL script and prior programs (AP140, AP141).

Process Steps of the AP145 RPG Program

The AP145 program processes payment records from ADPPAY (sorted by company, bank G/L, vendor, prepaid code, check number, and single check code) and AP145S (a sorted version of ADPPAY) to generate detailed employee expense reports and a summary file. It accumulates totals, validates checks, and handles payment types (checks, ACH, wire transfers, employee expenses, utility auto-pay). The program uses subroutines (L6DET, L4DET, CHECK, NOPAY, EDITCK) to manage processing.

  1. Program Initialization:
  2. Reads ADPPAY as the primary file (UP) and AP145S as a secondary file (IR) with matching records logic.
  3. Level Breaks (lines 0061–0069):
    • At company level break (L6, company change), calls L6DET to initialize company-level data and print headers.
    • At vendor level break (L4, vendor change), sets indicator 14 and calls L4DET to process vendor details.
    • At prepaid code level (L3), checks OPPAID for 'P' (check, indicator 25), 'A' (ACH, 26), 'W' (wire transfer, 27), 'E' (employee expense, 28), or 'U' (utility auto-pay, 29). Sets indicator 11 for prepaid records.
    • At single check level (L1, OPSNGL = 'S'), sets indicator 10 for single check processing.

  4. Stub Check (line 0070): If stub is full (COUNT = 12, indicator 12) and not prepaid (indicator 11 off), calls CHECK to process the check.

  5. Process Each Invoice (lines 0073–0082):

  6. Accumulates totals: CKGRAM (gross amount), CKDISC (discount), CKAMT (payment amount).
  7. Calculates negative amount (NEGAMT = CKAMT * -1) for reporting.
  8. Increments invoice count (COUNT).
  9. Calls L4DET at vendor break (indicator 14 on).
  10. Writes detail record to APEEEXP/APEEEXPO (via EXCPT, indicator 80) and updates ADPPAY with sequence number (SEQ#).

  11. Sets overflow indicator (76) if printer overflow occurs (OF on).

  12. Check for Full Stub (lines 0085–0092):

  13. If not a single check (L1 off) and COUNT = 12 (indicator 12 on), sets full stub condition.

  14. For single checks (L1 on) or non-single checks with full stub, calls CHECK to finalize the check.

  15. Company-Level Processing (L6 Break) (lines 0095–0109):

  16. Sets indicator 86 to print company totals.
  17. Writes company total record to APEEEXP/APEEEXPO (via EXCPT).

  18. Resets company-level counters (C6CNT, C6GRAM, C6DISC, C6LPAM, P6CNT, P6GRAM, P6DISC, P6LPAM, L6CNT, L6GRAM, L6DISC, L6LPAM).

  19. L6DET Subroutine (Company-Level Processing) (lines 0112–0126):

  20. Initializes page number (PAGE = 0) and separator (SEP = '* ').
  21. Gets current date and time (TIME, DATE) and converts DATE to 8-digit format (DATE8).
  22. Chains to APCONT with OPCONO to get company name (ACNAME) and pre-numbered check flag (ACPRE#).
  23. Chains to ADPYTR with '00000' to get next check number (PTNXCK) and payment type (PTHOLD).
  24. Sets PAYBY based on PTHOLD:
    • ' ': "PAY BY CHECK"
    • 'A': "PAY BY ACH"
    • 'W': "PAY BY WIRE TFR"
    • 'E': "PAY BY PAYROLL"
    • 'U': "PAY BY UTIL-AUPY"

  25. Writes report header to APEEEXP/APEEEXPO (via EXCPT, indicators 76, 77).

  26. L4DET Subroutine (Vendor-Level Processing) (lines 0128–0144):

  27. Constructs vendor key (VNKEY) from OPCONO and OPVEND.
  28. Chains to APVEND to get vendor name (VNNAME) and sort abbreviation (VNSORT).
  29. If not found (indicator 94 on), chains to APOPEN with OPKEY (constructed from VNKEY, OPVONO, and '3001') to get VNNAME and VNSORT.
  30. If still not found, clears VNNAME and VNSORT.

  31. Writes vendor detail to APEEEXP (via EXCPT, indicator 74) and handles overflow.

  32. CHECK Subroutine (Check Processing) (lines 0146–0194):

  33. Resets indicators 19 (credit/no pay) for non-prepaid and non-full stub cases.
  34. Sets check number (THISCK):
    • For prepaid (OPPAID = 'P', 'A', 'W', 'E', 'U'), uses OPCKNO.
    • For credit/no pay (CKAMT = 0), sets THISCK = 0.
    • Otherwise, uses PTNXCK (next check number).
  35. If credit/no pay or full stub without pre-numbered checks, calls NOPAY.
  36. Calls EDITCK to validate check.
  37. Writes check record to ADPYCK (via EXCPT, indicator 81).
  38. Increments NXCK (next check number) unless credit/no pay or full stub.
  39. Updates counters:
    • Non-prepaid, non-credit (C6CNT, C6GRAM, C6DISC, C6LPAM).
    • Prepaid (P6CNT, P6GRAM, P6DISC, P6LPAM).
    • Non-credit (L6CNT, L6GRAM, L6DISC, L6LPAM).

  40. Resets CKGRAM, CKDISC, CKAMT, NEGAMT, COUNT, and sets vendor break (indicator 14).

  41. NOPAY Subroutine (Credit/No Pay Processing) (lines 0196–0217):

  42. Handles negative or zero-amount checks by marking related ADPYCK records as credit/no pay (AXRECD = 'C').
  43. Reads backward through ADPYCK starting from SEQ# (CRSEQ#).
  44. For full stub records (AXRECD = 'F' or 'V'), updates NXCK, decrements counters (C6CNT, L6CNT), sets AXRECD = 'C', and clears AXCHEK.

  45. Writes updated ADPYCK record (via EXCPTNOPAYX).

  46. EDITCK Subroutine (Check Validation) (lines 0219–0248):

  47. Validates check amount (CKAMT):
    • If CKAMT = 0, sets indicators 20 and 21 (credit/no pay).
  48. Constructs check key (ATKEY) from OPCONO, OPBKGL, and THISCK.

  49. Chains to APCHKR to check if the check exists:

    • For non-void checks (CKAMT ≠ 0 and not found), ensures AMCODE ≠ 'O' (open). If open, sets error indicator 23.
    • For void checks (CKAMT = 0 and found), ensures AMCODE = 'O' and VOIDAM = AMCKAM. If not, sets error 23.

  50. File Output (lines 0251–0470):

    • ADPPAY: Updates SEQ# for each record.
    • ADPYCK:
    • Adds records with AXRECD set to ' ' (normal), 'C' (credit/no pay), 'P' (prepaid check), 'A' (ACH), 'W' (wire), 'E' (employee expense), 'U' (utility auto-pay), 'F' (full stub), or 'V' (full stub/void).
    • Includes OPCONO, OPBKGL, THISCK, OPVEND, CKAMT, PTCKDT or OPCKDT, VNNAME, SEQ#, COUNT.
    • APEEPY: Writes summary records with ADP payroll ID (VNPRID) and negative amount (NEGAMT).
    • APEEEXP/APEEEXPO:
    • Prints headers with company name, payment type (PAYBY), date, time, and column labels.
    • Prints detail lines with sequence number, invoice number, description, gross amount, discount, partial paid to date, payment amount, due date, vendor, and voucher number.
    • Prints check totals, prepaid indicators, and error messages (e.g., "CHECK IS ALREADY OPEN").
    • Prints company totals with employee count and aggregates.

Business Rules

  1. Payment Type Handling:
  2. Processes payments based on OPPAID/PTHOLD: 'P' (check), 'A' (ACH), 'W' (wire transfer), 'E' (employee expense), 'U' (utility auto-pay).
  3. Labels payment types in reports (e.g., "PAY BY CHECK", "PAY BY UTIL-AUPY").
  4. Check Number Assignment:
  5. Uses OPCKNO for prepaid checks, PTNXCK for non-prepaid, or 0 for credit/no pay.
  6. Increments PTNXCK for new checks unless full stub or credit/no pay.
  7. Stub Limits:
  8. Limits stubs to 12 invoices (COUNT = 12 triggers full stub).
  9. Marks full stubs as 'F' or 'V' (void) in ADPYCK.
  10. Credit/No Pay:
  11. Negative or zero-amount checks (CKAMT = 0) are marked as credit/no pay (AXRECD = 'C') with AXCHEK = 0.
  12. Adjusts prior full stub records in ADPYCK to credit/no pay.
  13. Check Validation:
  14. Non-void checks must not exist in APCHKR or must not be open (AMCODE ≠ 'O').
  15. Void checks must exist, be open (AMCODE = 'O'), and have matching amounts.
  16. Vendor Information:
  17. Retrieves VNNAME and VNSORT from APVEND or APOPEN if not found.
  18. Uses ADP payroll ID (VNPRID) for APEEPY output.
  19. Totals and Aggregates:
  20. Tracks company-level (L6CNT, L6GRAM, L6DISC, L6LPAM), prepaid (P6CNT, P6GRAM, P6DISC, P6LPAM), and check-level (C6CNT, C6GRAM, C6DISC, C6LPAM) totals.
  21. Resets check-level totals (CKGRAM, CKDISC, CKAMT) after each check.
  22. Report Formatting:
  23. Prints detailed reports with invoice details, check totals, and company summaries.
  24. Handles overflow and page breaks.
  25. Outputs summary data to APEEPY for payroll integration.

Tables (Files) Used

The program uses the following files: 1. ADPPAY: A/P payment file (226 bytes, update mode, UP, indexed by 16 keys). Primary input with payment data (e.g., OPCONO, OPVEND, OPVONO, OPGRAM, OPDISC, OPLPAM, OPPAID). 2. AP145S: Sorted A/P payment file (3 bytes, input with relations, IR). Used for matching records (extension of ADPPAY). 3. APCONT: A/P control file (256 bytes, input, IC, indexed by 2 keys). Contains company data (e.g., ACNAME, ACPRE#). 4. ADPYTR: A/P transaction file (128 bytes, input, IC, indexed by 5 keys). Provides next check number (PTNXCK) and payment type (PTHOLD). 5. APVEND: Vendor master file (579 bytes, input, IC, indexed by 7 keys). Contains vendor details (e.g., VNNAME, VNSORT, VNPRID). 6. APOPEN: A/P open items file (384 bytes, input, IC, indexed by 16 keys). Provides vendor name and sort data if not in APVEND. 7. APCHKR: Check register file (128 bytes, input, IC, indexed by 16 keys). Validates check status (AMCODE, AMCKAM). 8. ADPYCK: Check file (96 bytes, update mode, UC, indexed by 9 keys). Stores check records (e.g., AXRECD, AXCHEK). 9. APEEEXP: Printer file (142 bytes, output, O). Primary employee expense report. 10. APEEEXPO: Printer file (142 bytes, output, O). Secondary report (paperless). 11. APEEPY: Employee expense disk file (74 bytes, output, O). Summary for payroll integration.

External Programs Called

The AP145 program does not explicitly call any external programs. It is self-contained, relying on internal subroutines (L6DET, L4DET, CHECK, NOPAY, EDITCK) for processing.

Summary

AP145 generates the final employee expense report and spreadsheet by: - Processing sorted ADPPAY records to accumulate invoice and check totals. - Validating checks against APCHKR and handling credit/no pay cases. - Retrieving vendor and company data from APVEND, APOPEN, and APCONT. - Writing check records to ADPYCK and summary data to APEEPY. - Printing detailed reports (APEEEXP, APEEEXPO) with headers, invoice details, check totals, and company summaries. - Supporting payment types (checks, ACH, wire, employee expense, utility auto-pay). - Using 11 files and no external programs.

The output (APEEEXP, APEEEXPO, APEEPY) completes the A/P employee expense process defined in the OCL script.