The EQDCONV interface program is a DOS based program. It is used to convert photocopy, disbursement, facsimile, laser printer, word processing, postage and phone transactions from an Equitrac data capture unit to a file format that can be imported into Tabs3 using the Tabs3 Merge Data Capture Transactions program. EQDCONV is compatible with both Windows and DOS versions of Tabs3 Version 3.4 and above.

This program also creates client validation files that can be used by the Equitrac System. The validation files contain a record for each active client/matter that exists in the Tabs3 Client file.

To transfer the data from your Equitrac data capture device to Tabs3, a file named Transact.eqd is used. The data in this file must be in ASCII format, which is obtained by using a conversion program available from Equitrac, or by using Equitrac’s SSP communication program to transfer the Equitrac data from the Equitrac device to a host computer. The TRANSACT.EQD file must reside in the Tabs3 program directory before transactions can be imported into Tabs3.

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

To install the EQDCONV interface program on your hard disk:

1. Insert the Equitrac 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:

        A:

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

        INSTALL

Note: The Install program has a built-in search feature that will find where your Tabs3 program files reside. On larger network hard drives, this search feature can take quite a bit of time. If you know where the Tabs3 program files reside, you can bypass this search feature by entering the path following the install command. For example, if the Tabs3 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. After the installation process, the message "Installation Complete" will be displayed.

EQDCONV must be configured in order to import transactions into Tabs3. Configuration is performed the first time the program is run and will not need to be repeated unless you want to change how the data is being imported into Tabs3. Configuration options are stored in a parameter file named EQDCONV.prm. Each time the EQDCONV program is executed, it will read the EQDCONV.prm file and use those options automatically.

The TRANSACT.EQD file must be present in your Tabs3 program directory when you configure the EQDCONV program. This is because different versions of Equitrac software produce different TRANSACT.EQD file formats. The EQDCONV interface program automatically detects the version of the TRANSACT.EQD file and proceeds accordingly.

Note: It is recommended that you review the configuration options in this document before proceeding with the configuration of the EQDCONV program. There are several options that will impact how the data is converted and imported into Tabs3.

1. Start EQDCONV.
2. The first time you run the EQDCONV program you will be prompted to enter a command: CF, CV or Q. If you enter "Q" (Quit) the program will be aborted. Enter "CF" (ConFigure transaction code parameter file). You will be asked a number of questions about how you want to set up your Equitrac interface program.
3. 3a) First, you will be asked if you want to use the generated transaction descriptions. These descriptions are generated by EQDCONV from information entered into Equitrac. If you answer "Y", descriptions generated by Equitrac will be converted into Tabs3. If you answer "N", the Tabs3 transaction code descriptions will be converted instead. If you answered "N" skip to step 4.

3b) If you answered "Y" in Step 3a, you will be asked three questions pertaining to the conversion of descriptions. The section titled "Configuration Options for Converting Equitrac Descriptions" found later in this document includes examples of descriptions generated by EQDCONV:


3b.1.   You will be asked if you want to convert descriptions as all upper case text or as mixed upper and lower case text.
3b.2.   You will be asked if you want to convert predefined hard-coded descriptions for each transaction type or convert the Tabs3 transaction code description instead.
3b.3.   You will be asked if you want to include Equitrac’s data entry field 7 as part of the converted description.


4. Next, you will be asked a series of questions regarding the various transaction types (i.e., photocopy, disbursements, faxes, laser pages, phone calls, postage and word processing). 
   
   If Equitrac is exporting the transaction amount, that is the amount that will be used. However, if the amount is zero or if Equitrac is not configured to calculate the cost internally, then EQDCONV can be configured to calculate the cost based on a cost per unit or cost per hour in the case of phone calls and word processing time.
   
   First, you will be asked several questions pertaining to photocopy transactions. You will need to enter the Tabs3 transaction code that you use for photocopy expense, the cost per copy, and an optional surcharge.

Note: The surcharge is a static dollar amount that will be automatically added to a transaction. It does not calculate on a per item basis (i.e., if you enter a surcharge amount of $5.00 for photocopies, $5.00 will be added on top of the total copy cost for each photocopy session). A separate surcharge can be applied to each transaction type.

If you answered "Y" in response to the "Use generated transaction descriptions" question in Step 3a, you will be asked if you want to include transaction detail information in the description. Please refer to the section titled "Configuration Options for Converting Equitrac Descriptions" at the end of this document for examples of descriptions with or without transaction detail information.

Following the questions about photocopies, you will be asked similar questions about disbursements, local faxes, long distance faxes, laser copies, local telephone calls, long distance telephone calls, postage and word processing time. Each of these transaction types is optional and can be ignored by entering a zero for the appropriate transaction code when prompted by the program. 


• The cost of disbursements and postage is set in Equitrac; however, you will be asked if you want a surcharge for disbursements and postage when configuring EQDCONV. 
• When configuring phone calls and word processing time, you must specify an hourly rate greater than 0. If Equitrac provides amounts for individual phone calls or word processing times, then the hourly rate specified in EQDCONV will be ignored.
• With phone calls, you also have the option to include phone numbers and/or the extension number as part of the description.
• With facsimiles, you also have the option to include the facsimile number as part of the description. 
5. Next, you will be asked if you will be using Equitrac’s data entry field 6 to store Tabs3 transaction codes. If you answer "Y", a transaction code stored in field 6 can be used to override any default transaction codes set up in step 4 for each Equitrac transaction type. If you answer "Y" and the override transaction code is blank or invalid, the default transaction code will be used.

 

6. Next, you will be asked if you are using Equitrac DisburseMate version 4.0 or higher. If you answer "Y" then a ";" will be used as the delimiter when creating validation files. If you answer "N" then a "." and "=" will be used as the delimiter when creating validation files.
7. Next, you will be prompted to enter "CD" (Convert Data), "CV" (Create Validation files), or "Q" (Quit). If you enter "CD" or "CV" refer to the sections "Converting Data" or "Creating Validation Files for Equitrac" later in this document.

During configuration of the EQDCONV program, the following options determine how the descriptions for each Equitrac transaction type are converted. There are 12 possible configurations for converting transaction descriptions. All possible transaction descriptions for each transaction type are listed in the section titled "Examples of Converted Equitrac Descriptions".

If you selected "Y" in step 3a, the following five options determine how the descriptions for each Equitrac transaction type are converted. The description conversion used depends on how you responded to the selections presented in steps 3b and 4.

The transaction descriptions used for the next two options depend on how Equitrac is configured.

The transaction descriptions used for this option are based on the use of a surcharge.

Cost Totals Only: If you answer "Y" in response to Import Cost Totals Only (when running the Merge Data Capture Transactions program) and you answered "Y" to keep transaction descriptions in Step 3 of "Configuring EQDCONV", then the transaction descriptions generated by EQDCONV will not be converted. The Tabs3 transaction descriptions will be converted instead.

Reconfiguring: You can change any of the assigned transaction codes or charges in the future by deleting the file EQDCONV.PRM which is created in your Tabs3 program directory during configuration. This will enable you to reconfigure EQDCONV as a first time user of the program.

Variable Pricing: The transaction amount is converted in one of two ways. If you are using Equitrac’s variable pricing feature, then any amount (zero or otherwise) entered in field 5 is converted as the cost for each transaction. If you are not using variable pricing or leave field 5 blank, the transaction amount is calculated by the EQDCONV program.

The EQDCONV program includes an option to create validation files that can be used by Equitrac to attribute transactions to the appropriate client in Tabs3. Validation files should be created and transferred to Equitrac after adding or deleting clients in Tabs3 or after changing a client’s status. This will keep valid Tabs3 client numbers in Equitrac for accurate tracking of transactions.

1. If you are running Tabs3 Version 9 or later, you must first run the Create Validation Files program in Tabs3 with the Data Capture Device option selected. Run this program with the Client, Timekeeper and Tcode check boxes selected. It is not necessary to include the Category option because it is not used by Equitrac.
   

If new validation files are not created in Tabs3 before creating validation files in EQDCONV, current client information will not be included in the new validation files for Equitrac.

2. Start EQDCONV and enter "CV" (Create Validation File).
3. If you have not configured EQDCONV then you will be asked if you are using Equitrac DisburseMate version 4.0 or higher.
4. Next, you will be prompted to choose from the 7 available client validation methods. Depending upon which validation method you select, the validation file will be created in the Tabs3 program directory. Please note that validation method 3 creates three validation files. Refer to the section titled "Client Validation" for examples of each client validation method. The following validation methods are available if you answered "Y" to using Equitrac DisburseMate 4.0 or higher:

 

The following validation methods are available if you answered "N" to using Equitrac DisburseMate 4.0 or higher:

 

5. Transfer the validation file(s) to Equitrac.

As stated in the section titled "Creating Validation Files for Equitrac", there are 7 possible client validation methods to choose from. Please note that any client names and work descriptions for validation methods 2, 3, 4, 5 and 7 are changed as they are exported in the following 2 ways:

• Any client names or work descriptions that are greater than 40 characters in length are truncated.
• Any comma, semicolon, colon, backslash, pipe, caret, tilde or single opening quote (`) characters are replaced by spaces.

Method 1: This method creates a file named CCUVLDTB.EQT containing a list of Tabs3 client/matter numbers. The following is an example of a CCUVLDTB.EQT file:

100;00
101;00
200;01
200;02
200;03
300;00

Method 2: This method creates a file named CLNTSIMP.EQT containing a list of client/matter numbers and client names. The following is an example of a CLNTSIMP.EQT file:

100;00;McBride/John
101;00;Martin/Mary L. & Fred J.
200;01;ABC Insurance Company
200;02;ABC Insurance Company
200;03;ABC Insurance Company
300;00;Harrison/Bradley

Method 3: This method creates 3 files named CCUVLDTB.EQT, CLNTSIMP.EQT and MTTRSIMP.EQT. CCUVLDTB.EQT contains a list of client numbers with all their client/matter numbers following them, CLNTSIMP.EQT contains a list of client numbers and client names, and MTTRSIMP.EQT contains a list of client/matter numbers and work descriptions. The following are examples of CCUVLDTB.EQT, CLNTSIMP.EQT, and MTTRSIMP.EQT files (the file names and the blank lines do not appear in any of the files):

Method 4: This method creates a file named CLNTSIMP.EQT containing a list of client/matter numbers, client names, and work descriptions. The following is an example of a CLNTSIMP.EQT file:

100.00;McBride/John;Management of Estate Trust
101.00;Martin/Mary L. & Fred J.;Private Adoption
200.01;ABC Insurance Company;Automobile Accident
200.02;ABC Insurance Company;Hail Damage - Palmer Farm
200.03;ABC Insurance Company;Death Benefits
300.00;Harrison/Bradley;Purchase of Real Estate

Method 5: This method creates a file named CLNTSIMP.EQT containing a list of client/matter numbers and client name search values. The following is an example of a CLNTSIMP.EQT file:

100;00;McBride/John
101;00;Martin/Mary L. &
200;01;ABC Insurance Co
200;02;ABC Insurance Co
200;03;ABC Insurance Co
300;00;Harrison/Bradley

Method 6: This method creates a file named Lookup.eqt containing a single list of sequence numbers which are associated with a client/matter number. This validation method is used when tracking phone calls to client/matters. When a call is logged, the sequence number is entered from the phone to attribute the call to the appropriate client/matter.

The first time this validation file is created, the sequence numbers are assigned to client/matter numbers in the Tabs3 client lookup order. As new client/matter numbers are added to Tabs3, and the validation file is updated the new client/matter numbers will be assigned the next available number in the sequence. The lookup.eqt file must remain in the Tabs3 directory if you want clients to retain the same sequence number. In the following example, a new client matter 200.03 is entered for client 200. In the original validation file client/matter number 200.01 is assigned sequence number 3, 200.02 sequence number 4, and 300.00 sequence number 5. When client matter 200.03 is added it is assigned the next available number in the sequence. For our example lets use 25 as the next available number; so, the next time the validation file is updated client/matter 200.03 will be assigned to sequence number 25.

If the validation file is deleted, the sequence numbers will be reassigned in the Tabs3 client lookup order. If new clients have been added to Tabs3, clients will be reassigned a different sequence number. If the validation file is recreated (i.e., Lookup.eqt has been deleted or removed from the Tabs3 directory) client/matter 200.03 will be assigned sequence number 5, 300.00 assigned sequence number 6, and so on. In recreating the validation file the sequence numbers will be changed from the point where a new client/matter is added.

Method 7: This method creates a file named CLNTSIMP.EQT containing a list of client/matter numbers, client name search values, client names, and work descriptions.  The following is an example of a CLNTSIMP.EQT file:

100;00;McBride/John;McBride/John;Management of Estate Trust
101;00;Martin/Mary L. &;Martin/Mary L. & Fred J.;Private Adoption
200;01;ABC Insurance Co;ABC Insurance Company;Automobile Accident
200;02;ABC Insurance Co;ABC Insurance Company;Hail Damage - Palmer Farm
200;03;ABC Insurance Co;ABC Insurance Company;Death Benefits
300;00;Harrison/Bradley;Harrison/Bradley;Purchase of Real Estate

Method 1: This method creates a file named CCUVLDTB.EQT containing a list of Tabs3 client/matter numbers. The following is an example of a CCUVLDTB.EQT file:

Method 2: This method creates a file named CLNTSIMP.EQT containing a list of client/matter numbers and client names. The following is an example of a CLNTSIMP.EQT file:

Method 4: This method creates a file named CLNTSIMP.EQT containing a list of client/matter numbers, client names, and work descriptions. The following is an example of a CLNTSIMP.EQT file:

Method 5: This method creates a file named CLNTSIMP.EQT containing a list of client/matter numbers and client name search values from Tabs3. The following is an example of a CLNTSIMP.EQT file:

Method 6: This method creates a file named Lookup.eqt containing a single list of sequence numbers which are associated with a client/matter number. This validation method is used when tracking phone calls to client/matters. When a call is logged, the sequence number is entered from the phone to attribute the call to the appropriate client/matter.

The first time this validation file is created, the sequence numbers are assigned to client/matter numbers in the Tabs3 client lookup order. As new client/matter numbers are added to Tabs3, and the validation file is updated the new client/matter numbers will be assigned the next available number in the sequence. The lookup.eqt file must remain in the Tabs3 directory if you want clients to retain the same sequence number. In the following example, a new client matter 200.03 is entered for client 200. In the original validation file client/matter number 200.01 is assigned sequence number 3, 200.02 sequence number 4, and 300.00 sequence number 5. When client matter 200.03 is added it is assigned the next available number in the sequence. For our example lets use 25 as the next available number; so, the next time the validation file is updated client/matter 200.03 will be assigned to sequence number 25.

If the validation file is deleted, the sequence numbers will be reassigned in the Tabs3 client lookup order. If new clients have been added to Tabs3, clients will be reassigned a different sequence number. If the validation file is recreated (i.e., Lookup.eqt has been deleted or removed from the Tabs3 directory) client/matter 200.03 will be assigned sequence number 5, 300.00 assigned sequence number 6, and so on. In recreating the validation file the sequence numbers will be changed from the point where a new client/matter is added.

Method 7: This method creates a file named CLNTSIMP.EQT containing a list of client/matter numbers, client name search values, client names, and work descriptions.  The following is an example of a CLNTSIMP.EQT file:

100.00=McBride/John=McBride/John=Management of Estate Trust
101.00=Martin/Mary L. &=Martin/Mary L. & Fred J=;Private Adoption
200.01=ABC Insurance Co=ABC Insurance Company=Automobile Accident
200.02=ABC Insurance Co=ABC Insurance Company=Hail Damage - Palmer Farm
200.03=ABC Insurance Co=ABC Insurance Company=Death Benefits
300.00=Harrison/Bradley=Harrison/Bradley=Purchase of Real Estate

Before the transactions from Equitrac can be imported into Tabs3, the TRANSACT.EQD file must be converted into data files that Tabs3 can read. After configuring EQDCONV and collecting data in Equitrac, you are ready to convert the collected data.

1. Transfer the TRANSACT.EQD file from Equitrac to the Tabs3 program directory.

Caution: Be sure to clear the transactions from your Equitrac device’s memory after creating and transferring the TRANSACT.EQD file. This will avoid duplication of data merged with your Tabs3 files.

2. Start the EQDCONV program and enter "CD" (Convert Data). The program will look for the TRANSACT.EQD file containing the Equitrac data. If the TRANSACT.EQD 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. The files T3EXPKEY.REM, T3EXP.REM and T3EDESC1.REM will be created. These files can be merged with the main Tabs3 data files.
3. Start Tabs3 and run the Merge Data Capture Transactions program in Tabs3 for Windows. Run the Import Data from Data Capture Devices program in DOS versions of Tabs3.

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

Rejected Records: If any records in the TRANSACT.EQD file are rejected as errors, they will be noted in an EQDCONV.ERR file. You can look at this file with a text editor to see which records (if any) were not converted. If no records are rejected, the EQDCONV.ERR file is not created.