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AP781 RPG36

The AP781.rpg36.txt is an RPG/36 program invoked by the main OCL program (AP780.ocl36.txt) to preprocess Accounts Payable (A/P) vendor data for IRS 1099 file creation. It consolidates vendor data from the APVEND file, using the sorted AP780S file to ensure one record per vendor, and produces the AP781 output file for further processing by AP780. Below, I’ll detail the process steps, business rules, tables used, and external programs called.

Process Steps of the AP781 RPG/36 Program

The program reads vendor data from APVEND and a sorted control file AP780S, processes it to consolidate amounts and extract city/state information, and writes a single record per vendor to AP781. Here are the detailed steps:

  1. File and Data Structure Definitions:
  2. Files:
    • APVEND: Primary input file (579 bytes, indexed), containing vendor data.
    • AP780S: Secondary input file (30 bytes, indexed by 3-byte key), used to identify vendors for processing.
    • AP781: Output file (320 bytes), storing consolidated vendor data.
  3. Input Record (APVEND):
    • VNDEL (1): Delete code.
    • VNCO (2–3): Company number.
    • VNVENDL1 (4–8): Vendor number.
    • VNNAME (9–38): Vendor name.
    • VNADD1 (39–68): Address line 1.
    • VNADD2 (69–98): Address line 2.
    • VNADD3 (99–128): Address line 3.
    • VNADD4 (129–158): Address line 4.
    • VNZIP5 (159–163, zoned): 5-digit ZIP code.
    • VNSRT4 (168–171): Alpha sort abbreviation.
    • VNNOVF (216): Name overflow indicator (Y if address used for name continuation).
    • VNYTDP (242–247, packed): Current year-to-date paid amount.
    • VNLYDP (248–253, packed): Last year-to-date paid amount.
    • VN1099L2 (264): 1099 code (D, I, M, N).
    • VNID# (265–275): 1099 tax ID.
    • VNBOX1 (276–277, zoned): First 1099 box number.
    • VNBOX2 (278–279, zoned): Second 1099 box number.
    • VNB2AM (280–285, packed): Second 1099 box amount.
    • VNPYN1 (300–339): Payee name 1.
    • VNPYN2 (340–379): Payee name 2.
    • VNNMCT (380–383): IRS name control.
    • VNFNAM (418–437): First name.
    • VNMNAM (438–457): Middle name.
    • VNLNAM (458–487): Business/last name.
    • VNSUFF (488–491): Name suffix.
  4. Data Structures:
    • ADD2 (30): Temporary field for address processing.
    • CITY (1–20): Extracted city name.
    • CTY (1–20): Temporary city field.
    • STATE (2): Extracted state code.
  5. User Data Structure (UDS):
    • ENTAMT (111–118, zoned): Entered amount threshold.
    • CURLST (123): Current (C) or last (L) year indicator.
    • TOTB (201–208, zoned): Total count of records written.

  6. External Description:

    • AP780S links to APVEND for matching vendor records.

  7. Main Processing Loop (Level 1, L1):

  8. For each level 1 break (group by vendor, driven by AP780S):

    • Executes the GETSTA subroutine to extract STATE and CITY.
    • Initializes L1AMT1, L1AMT2, BOX1, and BOX2 to zeros.
    • Accumulates payment amounts based on CURLST:
    • If CURLST = 'C', adds VNYTDP (current year YTD) to L1AMT1.
    • If CURLST = 'L', adds VNLYDP (last year YTD) to L1AMT1.
    • Adds VNB2AM (second box amount) to L1AMT2.
    • Sets BOX1 to VNBOX1 and BOX2 to VNBOX2 if not zero.
    • If L1AMT1 meets or exceeds ENTAMT (threshold):
    • If BOX1 = 0, defaults to 7 (Nonemployee Compensation for 1099-MISC).
    • If L1AMT2 > 0 and BOX2 > 0, subtracts L1AMT2 from L1AMT1 to split amounts.
    • Increments TOTB (record count).
    • Writes an output record to AP781 (EXCPT L1ADD).

  9. GETSTA Subroutine:

  10. Extracts STATE and CITY from address fields (VNADD4, VNADD3, VNADD2):
    • Checks VNADD4, VNADD3, VNADD2 (in that order) for non-blank data, moving the first non-blank to ADD2.
    • If all address fields are blank, skips to ENDSTA.
    • Reads ADD2 backwards from position 30 to find the state (first letter between A and Z).
    • Extracts the state code (2 characters) starting at the found position.
    • Extracts the city by reading backwards from the state position until a space or comma is found, then copies characters from position 1 to the delimiter into CTY.

  11. Outputs STATE and CITY for the AP781 record.

  12. Output Record (L1ADD):

  13. Writes to AP781 with:
    • A (record identifier).
    • VN1099 (1099 code).
    • VNVEND (vendor number).
    • VNNAME (vendor name).
    • VNADD1 (address line 1).
    • CITY (extracted city).
    • STATE (extracted state).
    • VNZIP5 (ZIP code).
    • L1AMT1 (primary amount).
    • L1AMT2 (secondary amount).
    • BOX1 (first box number).
    • BOX2 (second box number).
    • VNID# (tax ID).
    • VNSRT4 (sort abbreviation).
    • VNPYN1, VNPYN2 (payee names).
    • VNADD2 (address line 2).
    • VNNOVF (name overflow indicator).
    • VNNMCT (IRS name control).
    • VNFNAM, VNMNAM, VNLNAM, VNSUFF (name components).

Business Rules

The program enforces the following business rules: 1. Single Record per Vendor: - Consolidates data to produce one record per vendor, regardless of multiple company entries, using AP780S to identify unique vendors. 2. Amount Threshold: - Only writes records to AP781 if L1AMT1 (total amount) meets or exceeds ENTAMT (threshold from UDS). 3. Amount Splitting: - If a second box amount (VNB2AM) exists, it’s assigned to L1AMT2, and L1AMT1 is reduced by L1AMT2 to reflect the primary box amount. - Example: If VNYTDP = $15,000, VNBOX1 = 7 (Nonemployee Compensation), VNBOX2 = 1 (Rents), and VNB2AM = $5,000, then L1AMT1 = $10,000, L1AMT2 = $5,000. 4. Default Box Number: - If BOX1 = 0 and the amount threshold is met, defaults to box 7 (Nonemployee Compensation for 1099-MISC). 5. Year Selection: - Uses CURLST (C or L) to select VNYTDP (current year) or VNLYDP (last year) for L1AMT1. 6. City/State Extraction: - Extracts STATE and CITY from the highest non-blank address field (VNADD4, VNADD3, VNADD2). - Assumes state is the last 2 characters before the ZIP code, and city is the text before a space or comma. 7. Name Handling: - Includes VNPYN1, VNPYN2 (payee names), VNNOVF (name overflow), and VNNMCT (IRS name control) for downstream processing.

Tables Used

The program uses the following files/tables: 1. APVEND: - Primary input file (579 bytes, indexed). - Contains vendor data including payment amounts, 1099 codes, tax IDs, and address fields. 2. AP780S: - Secondary input file (30 bytes, 3-byte key, indexed). - Sorted file used to identify unique vendors for consolidation. 3. AP781: - Output file (320 bytes). - Stores consolidated vendor data with extracted city/state, amounts, and box numbers.

External Programs Called

The AP781 program does not explicitly call any external programs. It is invoked by the main OCL program (AP780.ocl36.txt) and processes data from APVEND and AP780S to produce AP781.

Summary

The AP781 RPG/36 program preprocesses A/P vendor data by: - Consolidating vendor records from APVEND using AP780S to ensure one record per vendor. - Accumulating payment amounts (VNYTDP or VNLYDP) based on CURLST, splitting amounts if a second box (VNB2AM) exists. - Extracting CITY and STATE from address fields using the GETSTA subroutine. - Writing records to AP781 only if the total amount meets the ENTAMT threshold, with a default box number of 7 if unspecified. - Including payee names, name overflow, and IRS name control for IRS compliance.

The program uses APVEND and AP780S as inputs and AP781 as output, with no external program calls, and enforces rules to ensure accurate 1099 data for downstream processing by AP780.