Service Request 14802
Bank Reconciliation File
Detail Design
Document Number DETAIL
8/12/98 4:13 PM
Phillip Thompson
Information Systems & Computing
Office of the President
University of California
INTRODUCTION......................................................................................................................... 1
PROGRAMS.................................................................................................................................. 2
COPYMEMBERS......................................................................................................................... 4
BINDS............................................................................................................................................. 6
TABLE UPDATES........................................................................................................................ 7
FORMS .......................................................................................................................................... 8
JCL CHANGES............................................................................................................................. 9
ATTACHMENTS........................................................................................................................ 10
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Bank Reconciliation File
Detail Design
Introduction
Wells Fargo Bank (WFB) changed its Controlled Disbursement processing site from Pennsylvania to
Tennessee, effective July 1, 1998. This change requires that the University acquire new account numbers
to replace the Controlled Disbursement accounts settled through Pennsylvania. Beginning July 1, 1998,
campuses will begin their migration to the Greenville, Tennessee processing center. As of December 31,
1998, all payroll checks drawn from the Pennsylvania bank accounts no longer will be negotiable.
Due to the change in Controlled Disbursement sites, Service Request 14802 requested that
Payroll/Personnel System (PPS) support be provided for the reconciliation of checks written from the old
account number.
First, PPP420, which creates the Bank Reconciliation File, will be modified to produce a single bank
reconciliation file using the new account number.
Second, a process will be provided for adjusting records on that file that are cancellation records that
reference checks processed originally for the former Controlled Disbursement site. This process will
depend on a cutoff check date representing the last check date processed by the former Controlled
Disbursement site. This means that changeover from the former to new Controlled Disbursement site must
occur between Computes with differing check dates.
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Bank Reconciliation File
Detail Design
Programs
PPP420
PPP420 writes the paper checks, as well as various Advice formats. It also creates the Bank Reconciliation
Files. Currently, there are two Bank Reconciliation File formats, the "northern" and "southern" format. The
southern format became obsolete with the merger of Wells Fargo Bank and First Interstate Bank and is no
longer needed. All reference to it will be removed from the program.
Three field values are used from copymember CPWSXIC2 in formatting the Bank Reconciliation Files for
transmission:
UNIV-BANK-NO contains the account number for the reconciliation bank. After modifying
CPWSXIC2 to code the new reconciliation bank account number, PPP420 will be recompiled and
the new account number will be used on the Bank Reconciliation File header and detail records.
XIC2-BANK-ID is used to code the customer ID on the Bank Reconciliation File header record. It
will remain unchanged.
XIC2-BANK-CUST-ID is a higher-level group field containing XIC2-BANK-ID as well as a
".WDBXMIT" constant. It is used on the Bank Reconciliation File signon record. It will remain
unchanged.
PPP425
PPP425 is an obsolete program written to handle the bank reconciliation files during a previous transfer
from one reconciliation bank to another. It read a SPEC card (see form UPAY777) containing the previous
reconciliation bank account number and a check date. If Cancellation transactions (defined by a transaction
code of '370', set in PPP420) had a date prior to or equal to the check date, the transaction account number
was changed to the previous reconciliation bank account number. The record was then written out in the
same batch. All other records, including signon, header, detail and trailer records were written as read. The
output file from PPP425 was the final Bank Reconciliation File that was transmitted. The obsolete version
of PPPP425, like PPP420, had code to also handle the southern format. The SPEC card contained a column
designating the processing campus as northern or southern, and file logic was determined by that value.
PPP425 will be reused as the program name for the adjustment program, but it will be released as a
complete replacement.
The southern file format is no longer needed and will not exist in the new version of PPP425. Form
UPAY777 will be modified to remove the campus location field from the Run Specification Record (see
Forms).
The previous reconciliation bank account number and check date fields will be retained on the UPAY777
form and Run Specification Record.
The Run Specification Record will be edited. For these purposes, obsolete messages released with the
original PPP425 will be re-released.
· If the Run Specification Record is missing, message 42-509 will be issued and the job will stop.
· If the Program ID is incorrect, message 42-510 will be issued and the job will stop.
· If the previous reconciliation bank account number is spaces, message 42-512 will be issued and the
job will stop.
· If the check cutoff date is not a valid date, message 45-513 will be issued and the job will stop.
"Valid" simply means it is a real date, not that it necessarily was an actual check date in PPS
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Bank Reconciliation File
Detail Design
processing. If it is a valid date it will be converted to an ISO Check Date for later comparison
purposes.
The most significant change from the previous version of PPP425 is that adjusted records need to be
written to a separate batch for the old account number within the same file.
The Bank Reconciliation file from PPP420 will be read until end-of-file.
The Sign-on record, if any, will be written as read. Note that locakl bank transmission methodology may
not require a SIGNON record.
The WRRECV header record will be written as read. Then a second WRRECV record containing the old
account number will be written to a separate adjustment file.
Any account detail record that is not a Cancellation will be written as read. If the record is a Cancellation,
the transaction date will be converted to an ISO date and then compared to the ISO Check Date. If the
transaction date is greater than the check cutoff date, the record will be written as read. If the date is equal
to or less than the check date, the previous reconciliation bank account number will be moved to the
transaction account number and the record will be written to the adjustment file.
When the "&" batch trailer record is read, its record count net amount will be adjusted to subtract the count
and net amount of records written to the adjustment file. The batch trailer record will then be written. At
this point, if any detail records have been written to the adjustment file, a second "&" batch trailer record
containing the count and net amount of the adjustment records will be written to the adjustment file.
When the "??????" batch trailer record is read, its record count will be decreased by the amount of adjusted
detail records written, if an adjustment batch has been written. It will then be written. A second "??????"
batch trailer will be written to the adjustment file. Its count will be the number of adjustment records plus
three for the new WRREC, & trailer and itself, the ?????? trailer record.
If any adjustment detail records were written the adjustment file will then be reopened and processed,
reading and writing all records until end-of-file.
Record counts and net pay totals will be accumulated for records read and records written; this will include
all records on the input and output file. In addition to those Requirements, a count and net pay total will
also be accumulated for detail records that were not adjusted and for detail records that were adjusted to the
previous reconciliation bank account. These totals will be written to a summary report at the end of job. See
Attachment A.
The new version of PPP425 will access the DB2 System Messages Table via PPMSSG2, and therefore it
will require a new plan bind.
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Bank Reconciliation File
Detail Design
Copymembers
CPWSXIC2:
CPWSXIC2 defines Payroll constants, including some used by PPP420 in constructing the bank
reconciliation file. Since the only change is to a local campus value, this copymember will not be issued as
part of the release. The value for UNIV-BANK-NO will be changed locally to the new reconciliation bank
account number. The previous value will be used as the Old Account Number in the PPP425 Run
Specification Record.
03 UNIV-BANK-NO
PIC 9(10) VALUE 0058032327. Í data change
******************************************************************
***** THE FOLLOWING VALUES ARE USED BY PPP420 AND PPP430 AS
***** PART OF FILE SIGNON, HEADER AND TRAILER RECORDS REQUIRED
***** FOR TRANSMITAL OF FILES TO WELLS FARGO BANK
***** NOTE: XIC2-BANK-ID IS A CAMPUS SPECIFIC BANK CUSTOMER ID
******************************************************************
01 XIC2-BANK-CUST-ID.
05 XIC2-BANK-ID
PIC X(8) VALUE '1234567 '.
05 XIC2-BANK-CONST
PIC X(8) VALUE '.WBDXMIT'.
CPFDXCRF:
CPFDXCRF defines the working storage for the reconciliation file created by PPP420, and the adjusted file
out of PPP425. The file format is not being modified. It is shown here for clarification of the file format.
The constant value for the reconciliation bank account number in UNIV_BANK-NO will be changed in
CPWSXIC2. It is used in XCRF-UNIV-BANK and XCRF-HEADER-APPLID.
XCRF-UNIV-BANK in the detail record is the account field that will be modified by PPP425, when
appropriate, to the reconciliation bank account number previously stored in CPWSXIC2.
01
01
XCRF-CHECK-RECON-RECORD.
05 XCRF-CHECK-NO
PIC 9(10).
05 XCRF-CHK-DT.
07 XCRF-CHK-DT-MM PIC XX.
07 XCRF-CHK-DT-DD PIC XX.
07 XCRF-CHK-DT-YY PIC XX.
05 XCRF-UNIV-BANK
PIC X(10).Í data from UNIV-BANK-NO
05 XCRF-BNK-TRANS
PIC XXX.
05 XCRF-AMOUNT
PIC 9(8)V99.
05 XCRF-EMPL-ID
PIC X(9).
05 FILLER
PIC X(32).
XCRF-CHECK-RECON-SIGNON.
05 XCRF-SIGNON-CONST
PIC X(6).
05 FILLER
PIC X.
05 XCRF-SIGNON-CUST-ID PIC X(16).Í data from XIC2-BANK-CUST-ID
05 FILLER
PIC X.
05 XCRF-SIGNON-PASSWORD PIC X(8).
05 FILLER
PIC X.
05 XCRF-NEWPASS-CONST
PIC X(7).
05 FILLER
PIC X.
05 XCRF-SIGNON-NEWPASS PIC X(8).
05 FILLER
PIC X(31).
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Bank Reconciliation File
Detail Design
01
01
XCRF-CHECK-RECON-HEADER.
05 XCRF-HEADER-CONST
PIC X(6).
05 XCRF-HEADER-CUST-ID PIC X(8). Í data from XIC2-BANK-ID
05 XCRF-HEADER-APPLID PIC X(10).Í data from UNIV-BANK-NO
05 XCRF-HEADER-CONST-2 PIC X.
05 XCRF-HEADER-DATE.
10 XCRF-HDR-YY
PIC X(2).
10 XCRF-HDR-MM
PIC X(2).
10 XCRF-HDR-DD
PIC X(2).
05 XCRF-HEADER-FILE-SEQ PIC X(2).
05 XCRF-HEADER-TEST-IND PIC X.
05 XCRF-HEADER-CUST-REF PIC X(20).
05 FILLER
PIC X(26).
XCRF-CHECK-RECON-TRAILER.
05 XCRF-TRAILER-CONST
PIC X(6).
05 XCRF-TRAILER-REC-COUNT PIC 9(7).
05 FILLER
PIC X(67).
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Bank Reconciliation File
Detail Design
Binds
PPP425:
The new version of PPP425 will access the DB2 System Message Table so a plan bind will be required.
BIND
PLAN(PPP425)
MEMBER(PPMSSG2,
PPCTTUTL)
ACTION(REPLACE)
RETAIN
VALIDATE(RUN)
ISOLATION(CS)
FLAG(I)
ACQUIRE(USE)
RELEASE(COMMIT)
EXPLAIN(NO)
-
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Bank Reconciliation File
Detail Design
Table Updates
System Messages Table (PPPMSG):
Several messages were used by obsolete program PPP425. They were deleted when PPP425 was made
obsolete. Some of those messages will be re-released. They will use the new severity levels, and will all be
SEE SYSTEMS.
42509
42510
42512
42513
SPECIFICATION CARD ERROR - SPEC CARD MISSING
SPECIFICATION CARD ERROR - PROGRAM ID INVALID
SPECIFICATION CARD ERROR - BANK ACCOUNT INVALID
SPECIFICATION CARD ERROR - LAST CHECK DATE INVALID
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Bank Reconciliation File
Detail Design
Forms
PPP425 Program Run Specification (UPAY777):
This form will be re-released with the campus indicator column removed.
Program ID
Old Account Number
Date of Last Check on Old Account
cc 1-11
cc 12
cc 13-22
cc 23-28
PPP425-SPEC
space Í deleted campus indicator field
cannot be spaces
Must be a valid date, MMDDYY format
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Bank Reconciliation File
Detail Design
JCL Changes
PPP420
The southern format DD RECONFLS will no longer be necessary, and will be removed from PPP420 JCL.
PPP425
1. PPP425 will read the reconciliation file created by PPP420, and write a new one with any required
account adjustments. Sample JCL will be released.
Several changes will be made to the obsolete version of the PPP425 JCL
The DD RECONFLS card for the southern file will not exist.
In addition, the re-released messages for PPP425 will use the new severity levels and message
processing will use the DB2 PPPMSG table:
· New severity level return code logic will be required..
· The VSAM CTL file will not be needed.
· The standard SYSTSIN DD will be added for standard bind input.
The standard DD PRNTFIL will be used for the PPP4251 report DD card.
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Bank Reconciliation File
Detail Design
Attachments
Attachment A
Sample Summary Report from PPP425
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Bank Reconciliation File
Detail Design
PPP4251/PPP425 MM/DD/YY
RETN: SEE RPTS DISP SCHEDULE/DIST.
OLD ACCOUNT NUMBER
:
1234567890
UNIVERSITY OF CALIFORNIA-SYSTEMWIDE
PAYROLL PROCESSING
NEW CHECK RECON FILE SUMMARY
LAST CHECK DATE FOR OLD ACCOUNT :
063097
TOTAL CHECK RECONCILIATION RECORDS READ
:
16
NET AMOUNT: $
13,633.63
TOTAL CHECK RECON ACCOUNTS NOT ADJUSTED
:
10
NET AMOUNT: $
5,435.31
TOTAL CHECK RECON ACCOUNTS ADJUSTED
:
2
NET AMOUNT: $
8,198.32
TOTAL CHECK RECONCILIATION RECORDS WRITTEN:
18
NET AMOUNT: $
13,633.63
PAGE NO.
RUN DATE
1
07/08/98