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List of Use Cases Implemented by the AP910 Program Suite

The AP910 program suite, comprising AP910.rpgle (vendor master maintenance/inquiry) and AP9104.rpgle (vendor master delete/restore), called via AP910P from the OCL program AP910P99.ocl36.txt, implements the following use cases in the accounts payable system on IBM AS/400 or IBM i:

  1. Vendor Master Maintenance:
  2. Description: Allows users to create, update, or view vendor master records in the APVEND file, with support for 1099 processing. Includes validations for mandatory fields, reference data, and 1099-specific requirements (e.g., IRS Name Control, EIN, Box 1).
  3. Program: AP910.rpgle

  4. Details: Supports maintenance (MNT) mode for adding/updating vendor records and inquiry (INQ) mode for viewing. Validates fields like vendor name, sort field, hold status, GL account, carrier, terms, category, and 1099 codes. Optionally synchronizes with an SQL vendor table (commented out).

  5. Vendor Master Inactivation/Reactivation:

  6. Description: Enables marking a vendor as inactive (I) or reactivating it (A) in the APVEND file, with support for 1099 processing via year-specific file overrides.
  7. Program: AP9104.rpgle
  8. Details: Provides a window interface to toggle the vndel flag. Originally included balance checks (invoices, monthly balances, inventory history) to prevent inactivation, but these are disabled, allowing unrestricted status changes.

Function Requirement Document: Vendor Master Management Function

Vendor Master Management Function Requirements

Overview

The Vendor Master Management function handles the creation, update, inquiry, inactivation, and reactivation of vendor master records in the accounts payable system. It supports 1099 processing with year-specific file overrides and enforces data integrity through validations.

Inputs

  • Company Code (p$co): Identifier for the company (numeric).
  • Vendor Number (p$vend): Identifier for the vendor (numeric).
  • Run Mode (p$mode, 3A): MNT (maintenance) or INQ (inquiry).
  • File Name (p$file, 10A): Optional year-specific vendor file (e.g., APVN2025) for 1099 processing.
  • File Group (p$fgrp, 1A): G or Z for file overrides.
  • Vendor Data (for MNT mode, structure mirroring APVEND):
  • Name (vnname): Vendor name (non-blank).
  • Sort Field (vnsort): Short name for sorting (non-blank).
  • Name Overflow (vnnovf): Y or N.
  • Hold (vnhold): H (check), A (ACH), W (wire), E, U (utility auto-pay), or blank.
  • Single Payee (vnsngl): S or blank.
  • Expense GL Account (vnexgl): General ledger account number.
  • Carrier (vncaid): Carrier ID.
  • Terms (vnterm): Payment terms code.
  • Category (vncatg): Vendor category code.
  • 1099 Code (vn1099): 1099 reporting code.
  • IRS Name Control (vnnmct): Required if vn1099 is M or N.
  • IRS EIN (vnidno): Required if vn1099 is M or N.
  • IRS Box 1 (vnbox1): Required if vn1099 is M or N.
  • Country (vnctry): Country code (e.g., US).
  • Zip Code (vnzip5): Required if vnctry = 'US', vn1099 ≠ 'X', and vnhold ≠ 'E'.
  • Payee 1 (vnpyn1): Primary payee name.
  • Payee 2 (vnpyn2): Secondary payee name (requires vnpyn1 if non-blank).
  • ACH Fields (optional, commented out):
    • Bank Account (vnabk#): Bank account number.
    • Account Type (vnacos): C (checking) or S (savings).
    • ACH Class (vnacls): CCD.
    • Routing Code (vnarte): Bank routing number.
  • Action (for inactivation/reactivation): REACTIVATE or INACTIVATE.

Outputs

  • Vendor Data: Updated or retrieved vendor record (structure mirroring APVEND).
  • Return Flag (p$flag, 1A): Indicates result:
  • 1: Successful create/update (maintenance).
  • A: Successful reactivation.
  • D: Successful inactivation.
  • Error Messages: List of validation errors (if any).

Process Steps

  1. Validate Inputs:
  2. Verify p$co exists in APCONT.
  3. For MNT or INQ, check if p$co and p$vend exist in APVEND (optional for MNT if creating new).

  4. Apply file overrides for APVEND, APCONT, GLMAST, GSTABL, BBCAID, APOPNH, INFIL4 based on p$fgrp (G or Z) or p$file (e.g., APVN2025).

  5. Maintenance Mode (MNT):

  6. Create/Update:

    • Validate input fields:
    • Mandatory: vnname, vnsort non-blank.
    • vnnovf: Y or N.
    • vnhold: H, A, W, E, U, or blank.
    • vnsngl: S or blank.
    • vnexgl: Exists in GLMAST, not deleted or inactive, not special.
    • vncaid: Exists in BBCAID, not deleted.
    • vnterm: Exists in GSTABL, not deleted.
    • vncatg: Exists in GSTABL.
    • vn1099: Exists in GSTABL, not deleted, non-blank.
    • If vn1099 = 'M' or 'N':
      • vnnmct, vnidno non-blank.
      • vnbox1 non-zero.
    • If vnctry = 'US' and vn1099 ≠ 'X' and vnhold ≠ 'E', vnzip5 non-zero.
    • If vnpyn2 non-blank, vnpyn1 non-blank.
    • ACH (if enabled): If vnabk# non-blank, vnacos (C/S), vnacls (CCD), vnarte non-zero; if vnhold = 'A' and vnabk# blank, error.
    • If valid, update or create record in APVEND:
    • If vendor exists, update apvendpf if changed.
    • If vendor does not exist, write new apvendpf with vnco = p$co, vnvend = p$vend.
    • Set p$flag = '1'.
    • (Optional, disabled) Synchronize with SQL vendor table via external call.

  7. Inquiry Mode (INQ):

  8. Retrieve vendor record from APVEND using p$co and p$vend.

  9. Return vendor data without modifications.

  10. Inactivation/Reactivation:

  11. Reactivate:
    • If vendor exists in APVEND and vndel = 'I', set vndel = 'A', update apvendpf, set p$flag = 'A'.

  12. Inactivate:

    • If vendor exists in APVEND and vndel ≠ 'I', set vndel = 'I', update apvendpf, set p$flag = 'D'.
    • (Disabled) Prevent inactivation if open invoices (APOPNH), non-zero balances (vnpurc, vnpay, vndmtd), or inventory history (INFIL4).

  13. Error Handling:

  14. Return error messages for validation failures (e.g., “Invalid Response...H or A or W or blank”, “Field Cannot be Blank, If Vendor receives a 1099”).

Business Rules

  • Data Integrity:
  • Mandatory fields (vnname, vnsort, vn1099) must be non-blank.
  • Reference fields (vnexgl, vncaid, vnterm, vncatg, vn1099) must exist in respective files (GLMAST, BBCAID, GSTABL) and not be deleted (except vncatg).
  • 1099-specific fields (vnnmct, vnidno, vnbox1) required for vn1099 = 'M' or 'N'.
  • Zip code (vnzip5) required for US vendors unless vn1099 = 'X' or vnhold = 'E'.
  • Payee hierarchy: vnpyn2 requires vnpyn1.
  • 1099 Processing:
  • Supports year-specific vendor files (e.g., APVN2025) via p$file.
  • File overrides (G or Z) ensure access to correct data sets.
  • Status Management:
  • Inactivation marks vndel = 'I', reactivation marks vndel = 'A'.
  • (Disabled) Inactivation restricted if vendor has outstanding activity.
  • Mode Restrictions:
  • MNT allows create/update, INQ allows view only.
  • Inactivation/reactivation is a maintenance action.

Calculations

  • Message Data Length:
  • For error messages, calculate length as %len(%trim(m@data)) for QMHSNDPM.
  • No Other Calculations: The function performs validations and status updates without numerical computations.

Dependencies

  • Files:
  • APVEND: Vendor master (update).
  • APCONT: Company data (input).
  • GLMAST: General ledger accounts (input).
  • GSTABL: Reference data (terms, category, 1099 codes) (input).
  • BBCAID: Carrier data (input).
  • APOPNH: Open invoices (input, used in disabled checks).
  • INFIL4: Inventory history (input, used in disabled checks).
  • External Programs (for validations):
  • LGLMAST: GL account lookup.
  • LBBCAID: Carrier lookup.
  • LGSTABL: Terms, category, 1099 code lookup.
  • (Disabled) AP915P: Vendor contact maintenance/inquiry.
  • (Disabled) STRPCOCLP/UpdateVendor.EXE: SQL table sync.
  • System Programs:
  • QCMDEXC: File overrides.
  • QMHSNDPM, QMHRMVPM: Message handling.

Error Handling

  • Return descriptive error messages for validation failures.
  • Set p$flag to indicate success (1, A, D) or leave unset for errors.

Assumptions

  • Input data conforms to APVEND record format.
  • File overrides are correctly configured for p$fgrp and p$file.
  • Disabled features (ACH validation, balance checks, SQL sync) are not required.