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AP300 OCL

The provided OCL program, AP300.ocl36.txt, is an Operation Control Language (OCL) script for the IBM System/36 environment, called from the main OCL script (AP300P.ocl36.txt) to perform the Accounts Payable (A/P) vendor file update, specifically clearing Month-to-Date (MTD) and/or Year-to-Date (YTD) totals in the vendor master file. It also handles file backups for IRS 1099 processing. Below, I’ll explain the process steps, business rules, tables (files) used, and external programs called, ensuring a clear and concise analysis that ties back to the previously analyzed AP300P.ocl36.txt and AP300P.rpg36.txt.

Process Steps of the OCL Program

The AP300.ocl36.txt script orchestrates the A/P vendor file update process, including sorting the vendor file, saving backups for 1099 processing, maintaining a rolling history of vendor files, and executing the update program. Here’s a step-by-step breakdown:

  1. User Prompt and Pause (// PAUSE):
  2. The script displays a warning message to ensure no users are accessing the Accounts Payable system during the update, as concurrent access could cause data inconsistencies.
  3. The message instructs users to exit the A/P system and press 0 to continue or Shift/ES and select option 2 to cancel.

  4. The // PAUSE statement halts execution, waiting for user confirmation, ensuring exclusive access to the vendor file.

  5. Sort Vendor File (// LOAD #GSORT):

  6. Loads the System/36 sort utility (#GSORT) to preprocess the vendor file.
  7. Input File: ?9?APVEND (vendor master file, shared mode DISP-SHR).
  8. Output File: ?9?AP300S (temporary sorted file, created with up to 999,000 records, extendable by 999,000, retained as a job file RETAIN-J).
  9. Sort Specifications:
    • HSORTA 7A 3X N: Sorts in ascending order (A) on a 7-byte field, with additional specifications (3X likely indicates a control field or exclusion, N for no sequence checking).
    • Selection Criteria:
    • Records are included if the company number (positions 2–3) matches one of the user-specified companies (?L'114,2'?, ?L'116,2'?, ?L'118,2'? from the Local Data Area, corresponding to KYCO1, KYCO2, KYCO3 from AP300P.rpg36.txt) and the record is not deleted (NECD at position 1).
    • If KYALCO = 'ALL' (from AP300P), all non-deleted records are likely included, as the OCL script relies on AP300P to validate company selection.
    • Fields:
    • FNC 2 3 COMPANY: Company number (2 bytes, positions 2–3).
    • FNC 4 8 VENDOR: Vendor number (5 bytes, positions 4–8).

  10. The sorted output (?9?AP300S) contains only the records needed for the update, filtered by company and deletion status.

  11. Save Vendor File for 1099 Processing (// IF ?L'135,1'?/Y ...):

  12. Checks if ?L'135,1'? (corresponding to KYYTDY in AP300P.rpg36.txt) is Y, indicating YTD totals are to be cleared.
  13. If true, copies the vendor file (?9?APVEND) to two backup files for 1099 processing:
    • QS36F/APVN?L'136,4'?: Named APVN followed by the 4-digit year (KYCCYY from AP300P, e.g., APVN2025).
    • QS36F/?9?VN?L'136,4'?: Named with library prefix ?9? (e.g., PRODVN2025).
    • Both use CPYF with MBROPT(*REPLACE) to overwrite existing files and CRTFILE(*YES) to create the files if they don’t exist.

  14. This step ensures a snapshot of the vendor file is preserved for IRS 1099 reporting, as YTD clearing would reset tax-related data.

  15. Maintain Rolling Vendor File History:

  16. Manages a rolling history of up to 12 months of vendor file backups (?9?U1VEND to ?9?UCVEND).
  17. Steps:
    • Deletes the oldest file (?9?UCVEND) if it exists (DELETE ?9?UCVEND,F1).
    • Renames files to shift the history:
    • ?9?UBVEND to ?9?UCVEND
    • ?9?UAVEND to ?9?UBVEND
    • ?9?U9VEND to ?9?UAVEND
    • ... down to ?9?U1VEND to ?9?U2VEND.
    • Copies the current vendor file (?9?APVEND) to ?9?U1VEND using CPYF with MBROPT(*REPLACE) and CRTFILE(*YES).

  18. This creates a new backup (?9?U1VEND) and shifts older backups, maintaining a 12-month history for auditing or recovery.

  19. Set Inquiry Attribute (// ATTR INQUIRY-YES,CANCEL-NO):

  20. Sets the job attribute to allow inquiry (YES) but disallow cancellation (NO) during the update, ensuring the process completes once started.

  21. Execute Update Program (// LOAD AP300):

  22. Loads the AP300 program, which performs the actual MTD/YTD clearing.
  23. Files:
    • APVEND: Input vendor master file (?9?APVEND, shared mode).
    • AP300S: Sorted temporary file (?9?AP300S) from the sort step.
  24. Run: Executes AP300 to process the sorted records and update APVEND by clearing MTD and/or YTD totals based on parameters set by AP300P.rpg36.txt (e.g., KYALCO, KYCO1, KYYTDY).

Business Rules

The OCL script enforces the following business rules for the A/P vendor file update:

  1. Exclusive Access:

  2. No users can access the A/P system during the update to prevent data corruption. The PAUSE ensures users confirm they’ve exited the system.

  3. Company Filtering:

  4. Updates are applied to either all non-deleted vendors (KYALCO = 'ALL') or specific companies (KYCO1, KYCO2, KYCO3) as validated by AP300P.

  5. Only non-deleted records (NECD ≠ 'D') are processed, as specified in the sort criteria.

  6. YTD Backup for 1099:

  7. If YTD totals are cleared (KYYTDY = 'Y'), the vendor file is backed up to two files (APVN<year> and ?9?VN<year>) for IRS 1099 processing.

  8. The year (KYCCYY) must be provided, as validated by AP300P.

  9. Rolling File History:

  10. Maintains a 12-month history of vendor file snapshots (?9?U1VEND to ?9?UCVEND) for auditing or recovery.

  11. The oldest file is deleted, and others are renamed to accommodate a new backup each time the process runs.

  12. File Management:

  13. The sorted file (?9?AP300S) is temporary (RETAIN-J) and used only for the current job.

  14. The vendor file (?9?APVEND) is updated in shared mode to allow read access but ensure safe updates.

  15. No Cancellation During Update:

  16. Once the update starts (AP300 is loaded), cancellation is disabled (CANCEL-NO) to ensure completion.

Tables (Files) Used

The OCL script uses the following files:

  1. ?9?APVEND:
  2. Type: Disk file (vendor master file).
  3. Purpose: Primary input file containing vendor data, updated by AP300.
  4. Access: Shared mode (DISP-SHR) for sorting and updating.

  5. Label: ?9?APVEND (e.g., PRODAPVEND with library prefix).

  6. ?9?AP300S:

  7. Type: Temporary disk file.
  8. Purpose: Stores sorted vendor records filtered by company and deletion status for processing by AP300.
  9. Attributes: Up to 999,000 records, extendable, retained for the job (RETAIN-J).

  10. Label: ?9?AP300S.

  11. APVN?L'136,4'?:

  12. Type: Disk file in library QS36F.
  13. Purpose: Backup of vendor file for 1099 processing when YTD is cleared (e.g., APVN2025 for year 2025).

  14. Attributes: Created/overwritten with CPYF, MBROPT(*REPLACE), CRTFILE(*YES).

  15. ?9?VN?L'136,4'?:

  16. Type: Disk file in library QS36F.
  17. Purpose: Additional 1099 backup with library prefix (e.g., PRODVN2025).

  18. Attributes: Same as APVN<year>.

  19. ?9?U1VEND to ?9?UCVEND:

  20. Type: Disk files (12 files).
  21. Purpose: Rolling history of vendor file backups for up to 12 months.
  22. Operations: Renamed in sequence, with the oldest (?9?UCVEND) deleted and a new ?9?U1VEND created.

External Programs Called

The OCL script calls the following programs:

  1. #GSORT:
  2. System/36 sort utility.

  3. Purpose: Sorts the ?9?APVEND file into ?9?AP300S based on company and vendor fields, filtering by user-specified companies and non-deleted records.

  4. AP300:

  5. Main update program.
  6. Purpose: Processes the sorted file (?9?AP300S) to clear MTD and/or YTD totals in ?9?APVEND based on parameters from AP300P (e.g., KYALCO, KYYTDY).

Summary

Process Overview: - The AP300.ocl36.txt script manages the A/P vendor file update process: - Prompts users to ensure exclusive access with a PAUSE. - Sorts the vendor file (?9?APVEND) into a temporary file (?9?AP300S) based on company selection. - If YTD is cleared, saves the vendor file to two 1099 backup files (APVN<year>, ?9?VN<year>). - Maintains a 12-month rolling history of vendor file backups (?9?U1VEND to ?9?UCVEND). - Executes the AP300 program to clear MTD/YTD totals in ?9?APVEND.

Business Rules: - Requires exclusive A/P system access during execution. - Filters updates by company (ALL or specific) and excludes deleted records. - Saves YTD data for 1099 processing when clearing YTD totals. - Maintains a 12-month vendor file history. - Disables cancellation during the update to ensure completion.

Tables Used: - ?9?APVEND: Vendor master file (input/output). - ?9?AP300S: Temporary sorted file. - APVN<year>, ?9?VN<year>: 1099 backup files. - ?9?U1VEND to ?9?UCVEND: Rolling history backups.

External Programs: - #GSORT: Sorts the vendor file. - AP300: Performs the MTD/YTD update.

This script integrates with AP300P.rpg36.txt (for input validation) and AP300P.ocl36.txt (for job control), ensuring a robust A/P update process with proper data backup and validation. If you need details on the AP300 program’s RPG logic or further clarification, please provide additional files or context!