CopyGuard CM24 Interface Program
Version 1.5

Overview

The CopyGuard CM24 program is a DOS program. It is used to convert photocopy expense transactions from CopyGuard CM24 units to be compatible with the TABS III Merge Data Capture Transactions program. The CopyGuard CM24 interface program will convert data from the STANDARD CM24, LAWPAK CM24, and the MULTIRATE CM24 export files.

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 TABS III by selecting the following menu options Maintenance|Integration|Create Validation Files. When creating validation files, select a Validation File Type of Data Capture Device.

This particular data capture device uses the information from the Tcode file. When running the Create Validation Files program the Tcode check box must be selected. The Client, Timekeeper, and Category check boxes can be cleared. This will result in a TBCUSTOM.DTA, T3LOG.DTA, T3TCODE.DTA, and a T3TCDES.DTA file being created, which are the only files required by this interface program. The Create Validation Files program will need to be run for this data capture device each time you add or change Tcode information in TABS III.

Installation

The CopyGuard CM24 interface program (CopyGdcm.EXE) must be transferred to the directory on your hard disk where the TABS III program files reside. This is done by using the INSTALL program on CopyGuard CM24 interface program disk.

To install the CopyGuard CM24 interface program on your hard disk:

  1. Insert the CopyGuard CM24 interface program disk into your floppy disk drive.
  2. From a DOS prompt, make the floppy disk drive the default drive by entering the drive letter followed by a "colon". For example, if your floppy disk drive is drive A, then enter:

    3.         A:

  3. From the floppy disk drive prompt, enter the command:

    4.         INSTALL

    Note: The INSTALL program has a built-in search feature that will find where your TABS III program files reside. On larger network hard drives, this search feature can take quite a bit of time. If you know where the TABS III program files reside, you can bypass this search feature by entering the path following the install command. For example, if the TABS III program files reside on drive F: in a directory named "STI", you would enter: INSTALL F:\STI

  4. Follow the on-screen instructions to install the software onto your hard disk. The Install program will locate your TABS III software on your hard disk so that the interface program can be transferred to the same directory as TABS III. After the installation process, the message "Installation Complete" will be displayed.

    5. Note: When entering client/matter information into your CopyGuard CM24 unit, be sure to include any leading and trailing zeros. This is necessary for COPYGDCM.EXE to run properly. For example, if the matter field of your CM24 unit is turned off and you are entering the entire client/matter number in the client number field, '123.0450' should be entered as '1230450' and not as '123045' (minus the single-quotes).

    If the matter field is turned on, COPYGDCM.EXE assumes that the client portion of the TABS III client/matter number is stored in the CM24 client number field, and the matter portion is stored in the matter field of the CM24. If the matter field of the CM24 contains just a single digit and the value of this number is 0, COPYGDCM.EXE assumes that the matter field is turned off, and will take the entire client/matter number from the CM24 client number field. For example, if the TABS III client/matter number is '123.00' and the matter number field of the CM24 is turned on, the client number portion should be entered as '123' and the matter portion as '00' and not '0' (minus the single-quotes). A client/matter number such as '234.0' should be entered entirely in the client number field of the CM24, (i.e., as '2340', minus the single-quotes).

Executing the COPYGDCM Interface Program

Use the following procedure for conversion:

  1. The CopyGuard CM24 unit creates four ascii files with .CSV extensions. Two of these files are used by the COPYGDCM.EXE program, TRANSACT.CSV and MACHINE.CSV. Transfer these data files to the directory where your TABS III data resides.
  2. From a DOS prompt, start the conversion program by entering:

    3.         COPYGDCM
  3. The first time you run the CopyGuard CM24 program, you will be asked to enter the TABS III transaction code number that you use for photocopy transactions, along with the cost per copy (for example, enter .15 for 15 cents per copy). Next, if you are using the MULTIRATE CM24 export file, the program will ask you how to convert descriptions. The available description formats are as follows:

    4.         1) <TABS tcode desc.>, <Copyguard desc.>, xx copies @ $.xx per copy

            2) <TABS tcode desc.>, xx copies @ $.xx per copy, <Copyguard desc.>

    Note: All the options entered in Step 3 are stored in a parameter file named COPYGDCM.PRM. Each time the COPYGDCM CM24 program is executed, it will read the COPYGDCM.PRM file and use those options automatically.

  4. Next, 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 data files containing the CopyGuard CM24 data. If the TRANSACT.CSV data file is found to contain data, the program will display the message "Converting transactions" followed by a counter as each transaction is read from the file. The files T3EXPKEY.REM, T3EXP.REM and T3EDESC1.REM will be created which can be imported into the main TABS III data files. You must then start TABS III and run the Merge Data Capture Transactions program.

Important: If you are using the MULTIRATE CM24 export file and the total cost is greater than zero, the total cost is converted. If the total cost is zero or you are using the STANDARD CM24 or the LAWPAK CM24 export files, the amount converted is calculated with the following rule: If you have previously configured one or more of your CopyGuard CM24 units with default charge amounts for up to two different paper types (for example, letterhead and standard), then the amounts you previously set up will over-ride the cost per copy default which you have specified while running this program (see step 3 above). The cost per copy is then multiplied by the copy count to obtain the total cost.

Note: If you are using the MULTIRATE CM24 export file and answer "N" to the "Import Cost Totals Only? (Y/N):" question when running the Merge Data Capture Transactions program, the transaction descriptions will be converted as described above in Step 3. If you answer "Y" to the "Import Cost Totals Only? (Y/N):" question or you are using the STANDARD CM24 or the LAWPAK CM24 export files, only the TABS III transaction code descriptions will be converted.

Note: If you are not using a demo version of the program, the TRANSACT.CSV data file will automatically be deleted when the conversion is complete to avoid double posting of the data.

Note: You may change the photocopy transaction code, cost per copy, and description format used by the CopyGuard CM24 conversion program by deleting the COPYGDCM.PRM file which is created in your TABS III program directory. This will enable you to go through the setup procedure described above in Step 3 as a first time user of the program.