AP Check # Files

[MacWheel99@xxxxxxx]

We managed to get a little mess today, then compounded it somewhat & I need 
to know what files the Accounts Payable Checks end up in ... I suspect Bank 
Reconciliation, Vendor History, Payables Paid, General Ledger History, and 
possibly some intermediate work files.  We are on BPCS 405 CD Mixed Mode.

Our scenario.

Accounting User-A sets up printer for ACP650 Checks.

Other User-B needs some green bar report & gets a message like "Checks now in 
printer ... your report needs *STD ... various choices." not super clear to 
folks who not have a lot of occasion to get reports from printers.

User-B, without actually physically visiting printer to see if there is green 
bar there or Checks, takes option to print green bar report on whatever forms 
now there, which happen to be Accounts Payable Checks.

Our checks have pre-printed check #s in which we key in next # that will be 
printed & it assumes no form handling hassles, incrementing check # in 
computer records in sync with check # that was pre-printed & now check 
written to.

If this had happened to me, my first choice would be to stop the printing of 
the checks, void the unprinted virtual checks, and regenerate the checks to 
be printed, starting on some other check #, in which 50 some real checks 
might actually have to be voided.  My second choice would be to very neatly 
cross out the pre-printed check # & scribble in the one in the computer & 
initial it, and have the person who wanted the green bar report actually do 
the clerical work for me.  But that is not what my accounting collegues 
selected.

Basically, ignore the problem - Al Mac the computer janitor will figure out 
for us how to fix this.  That's why they pay me the big bucks - but I do have 
an accounting volunteer to DFU change records if I walk him through how to 
get at whatever files have the checks with the wrong numbers.  I pointed out 
to him that it might be smart to advance the check #s from the bottom of the 
list to avoid the complication of even temporarily having two records with 
the same check #, and to have a before/after query as insurance against the 
dreaded EL TYPO.  As far as I can tell, the checks have been mailed off to 
pay the bills but they have very neatly scribbled on the check listing what 
the correct check numbers should be.

GO CMDREF on ACP650 told me that ASW is where the checks go, and if they were 
still there, it might be an easy DFU of one record one check to fix, but they 
have done whatever accounting does after writing checks, propagating this to 
AMH AML files & I was looking in GLD files to see if check # granularity 
extended there.  The CFO tells me that he has in the past tried to backtrack 
GL stuff to checks & been unable to do so ... just because he has not found 
the check # in that file does not mean that it is not there, but I suspect 
fixing ACP720 bank reconciliation is more important than pursuing that notion.

I run various vanilla accounting reports to see if check # is obvious any 
place else.

GLD250 fails on divide by zero at statement 11000 in base 405 CD version ... 
telling me I have found a program that no co-worker has ever tried to run, 
and I have yet another bug report to send into SSA.

I went into our conversion library to check on BPCS file functionality 
documentation but access is solid CFP4101 & other error messages ... this is 
an example of Murphy's Law ... I have not needed in there for months ... 
computer running smoothly, I get up to go to the bathroom & right at that 
instant the printer runs out of paper & I am flooded with error messages.

AMH looks like it has one record for each of the check #s
AML looks like it has some multiple of 2 records for each check involved, 
like GLD double entry book keeping, except there are some big multiples.

I am suspecting there is a header / line relationship between AMH & AML ... 
one header several lines.

I think AMH AML represent the checks that have been written, while APH APL 
represent the payables that the checks paid for ... might the check # also be 
somewhere in APH APL?

Files I normally futz with have logicals that sequence active records 
correlating with what I want to accomplish, but I am not seeing any good 
candidates here.

Suggestions welcomed regarding what I might have missed so far.

This would have been a perfect time for me to have the DSL manual handy.

Al Macintyre  ©¿©
http://www.cen-elec.com MIS Manager Programmer & Computer Janitor
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