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Each day, each division transmits the Daily Invoice file to an HQ PC. The file is sent with an accompanying control total record. At the end of each day, the three divisional files are consolidated into a single file on the PC and uploaded to the mainframe for processing. The file format is as follows:
Table 4 File Format for Daily Invoice File
Position |
Description |
Control/Balancing Criteria |
|---|---|---|
1- 2 |
Division # |
Must be '01', '02', '03' |
3-30 |
Customer Name, or 'Total Invoices' for division total records |
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31-38 |
Customer # |
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39-45 |
Invoice # |
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46-51 |
Invoice Date |
Must be Current Month & Year |
52-61 |
Amount Invoiced |
Division 1 > $400,000, NOT-OK > $200,000, Tolerance Warn <= $200,000 OK Division 2 or Division 3 > $200,000, NOT-OK > $100,000, Tolerance Warn <= $100,000 OK |
62-71 |
Cost of Goods Sold |
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72-81 |
Special Charges |
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In the list of control and balancing criteria, "Tolerance Warn" means that the invoice data is probably OK, but the amount is out of the ordinary. The user wants to see amounts such as these included as part of a report, and wants them marked "Warning," to alert them for further checking. Such items will not hold up production processing.
Note: The division total records have the same format and are also found in the Daily Invoice file, following each division's detail invoice information. The division total records contain "Total Invoices" in the customer name field and the total amounts invoiced for each "Amount Invoiced," "Cost of Goods Sold," and "Special Charges" in columns 52-61, 62-71, and 71-81, respectively. These divisional totals must equal the sum of the detail records for that division.
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