Tabs3/ASCII Interface Program
Version 1.4
(Variable Length ASCII Records)

Overview

The Tabs3/ASCII interface program is a DOS based program. It is used to convert time and expense transactions from an ASCII file to be compatible with the Tabs3 Merge Data Capture Transactions program.

The ASCII data must be in a file named TABS3.ASC and must reside in the Tabs3 program directory. The file should contain no more than 9,999 records. If you need to import more than 9,999 records then the records will need to be converted in stages.

The Tabs3/ASCII interface program (CONVASCV.EXE) must be copied to the directory where the Tabs3 programs reside. The Tabs3 program directory can be found by starting Tabs3 and selecting Help | About Tabs3.

Note: The Create Validation Files program must be run before you can successfully use this data capture device interface program. The Create Validation Files program is found in Tabs3 by selecting the following menu options Maintenance|Integration|Create Validation Files. When creating validation files, select a Validation File Type of Data Capture Device.

Note:  Payment transactions cannot be merged into Tabs3.

Note: This DOS program cannot be run under a 64-bit operating system. Although it can be installed on a 64-bit server, it must be run from a non-64-bit workstation.

Installation

The CONVASCV interface program (CONVASCV.EXE) must be transferred to the directory on your hard disk where the Tabs3 program files reside. This is done by using the SETUP program on the CONVASCV interface program CD.

To install the CONVASCV interface program on your hard disk:

  1. Insert the CONVASCV interface program CD into your CD drive.
     

  2. The installation program will automatically start.

    Note:     If the CD Autorun feature is disabled, click the Start button, and then click Run... Click the Browse button and navigate to the CD drive. Double-click the LAUNCH.EXE file. Click OK.
     

  3. Follow the on-screen instructions to install the software onto your hard disk.
    4.

Executing the CONVASCV Interface Program

From a DOS prompt from the Tabs3 directory, enter the command "CONVASCV" to convert the ASCII data in the TABS3.ASC file to the required data format to be merged with Tabs3. You will be asked "Is it OK to continue? (Y/N)". If you enter "N" the program will be aborted. If you enter "Y" the program will look for the TABS3.ASC file containing ASCII data. If the TABS3.ASC file is found to contain data, the program will display the message "Converting Transactions" followed by a count for each transaction read from the file. As the transactions are being read, they will be converted so they will be compatible with the Tabs3 Merge Data Capture Transactions program.

When the CONVASCV program is done, the following files will exist: T3FEEKEY.REM, T3FEE.REM, T3FDESC1.REM, T3EXPKEY.REM, T3EDESC1.REM and T3EXP.REM. You must then start Tabs3 and run the Merge Data Capture Transactions program. This program will merge the data (*.REM) files created by the CONVASCV program with your main Tabs3 data files.

Note: If you are not using a demo version of the program, the TABS3.ASC file will automatically be deleted when the conversion is complete to avoid double posting of the data.
TABS3.ASC File Layout
Field Name Format

1   

 Timekeeper up to 3 digits

2   

 Client Number up to 12 digits (with optional decimal point)

3   

 Transaction Code up to 5 digits preceded by a "$" for costs or payments (trans code cannot be greater than 30999 in value)

4   

 Description up to 5000 characters or 100 lines of text

5   

 Date mm/dd/yy format

6   

 Hours Worked hours worked in decimal format up to 320.00 maximum (i.e. 1.25 is 1 hr. 15 min.)

7   

 Hourly Rate hourly billing rate in dollar format up to 9999.99

8   

 Amount billable dollar amount up to 9999999.99

9   

 CrLf carriage return/line feed

Notes

  1. Each field is delimited by a comma followed immediately by the next field. There should be no spaces between fields. The quotation marks at the beginning and end of each field are optional with the exception of the Description field. The Description field should begin and end with quotes (i.e. "text") so that commas in the Description field are not mistaken for a field delimiter. Also, embedded quotes in the description text should be single quotes so they are not mistaken for boundary quotes (i.e. "this is a sample of ‘quoted’ text, with a comma within the text").
  2. The Timekeeper, Accumulated Time and Hourly Rate (fields 1, 6 and 7) are ignored for cost and payment transactions (costs and payments are denoted by prefixing the transaction code number with "$").
  3. The Client Number can be from 3 to 12 digits long with an optional decimal point separating the client number from the matter number.
  4. Tabs3 transaction codes can be from 1 to 999. It is possible to convert the Tabs3 bill code combined with the transaction code. A bill code of 10 (non-billable/non-printable), 20 (non-billable/printable) or 30 (billable/non-printable) can be added to the beginning of the transaction code. No bill code is an indication of a billable/printable transaction. If bill code 10, 20 or 30 is used, the Tabs3 transaction code number must be zero padded on the left to be 3 digits long (e.g., if using bill code 20 with transaction code 9, change 9 to 009 and convert transaction code 20009).
  5. If the Hourly Rate field is zero, then the Tabs3 Import program will supply the default rate assigned in the Tabs3 client record.
  6. If both Hourly Rate and Amount fields are zero, then Tabs3 will supply a default rate and calculate the Amount automatically.
  7. When the data is merged into Tabs3, the Timekeeper, Client Number and Transaction Code fields are verified as being valid. Transactions with invalid fields are rejected and a list of rejected transactions can be printed along with an error code indicating why it was rejected.
  8. Tabs3 uses 50 character lines for description. The actual number of characters will be limited to what will fit on 100 lines after word wrapping takes place.
    9.

Dump of Sample Transactions

 
"02","101.00","1","Office conference with Karen Barrett and all 
      of the apartment managers concerning the unpaid rents 
      at the new apartments.","02/19/07",1.50,60.00,90.00
"01","200.01","$23","court filing fee.","02/15/07",0.00,0.00,15.00
"02","101.00","$21","photocopies.","02/15/07",0.00,0.00,1.25
"02","101.00","3","Telephone conference with Ms. 
      Barrett.","02/19/07",1.22,0.00,73.20
"02","200.01","$21","Photocopy originals.","02/19/07",0.00,0.00,2.50
"02","200.02","$23","Pay County Court filing fee in
      advance on behalf of client.","02/19/07",0.00,0.00,25.00
2008/12/16