Tabs3 Cost Recovery Software for Equitrac DisburseMate
Version 4.4

General Information

Data collected by an Equitrac cost recovery system can be imported into Tabs3 with the help of Tabs3 Cost Recovery Software. Tabs3 Cost Recovery Software converts the Equitrac software’s data file into a format that can be imported into Tabs3.

Program Information

Tabs3 Cost Recovery Software Program Name

EQDCONV

Converts

Photocopy, Disbursement, Facsimile, Laser Printer, Word Processing, Postage and Phone transactions

Equitrac Data File Name

TRANSACT.EQD

Data files created by EQDCONV

*.REM

Program used in Tabs3 to merge transactions

Merge Data Capture Transactions

Client validation files created by the Tabs3 Cost Recovery Software

*.EQT

Using the Tabs3 Cost Recovery Software involves the following steps:

  1. Create validation files in Tabs3.

  2. Create validation files using the Tabs3 Cost Recovery Software.

  3. Transfer the validation files to the Equitrac system. (Note: Steps 1-3 are repeated each time you need to update the clients in the Equitrac system.)

  4. Collect data in the Equitrac system.

  5. Transfer the data from the Equitrac system to the Tabs3 program directory.

  6. Configure the Tabs3 Cost Recovery Software. (Note: This step is only performed the first time you convert data, or if you need to make a change to the configuration file.)

  7. Convert the data using the Tabs3 Cost Recovery Software.

  8. Merge the data into Tabs3 using the Merge Data Capture Transactions program in Tabs3.

EQPCONV Note:  If you are upgrading from Equitrac Phone (EQPCONV) to Equitrac Disbursements (EQDCONV), changes will need to be made to your Equitrac file layout. Contact your Equitrac representative for scheduling these changes.

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.

Installing Tabs3 Cost Recovery Software

The Tabs3 Cost Recovery Software (EQDCONV.EXE) must be transferred to the directory on your hard disk where the Tabs3 program files reside. The Tabs3 program directory can be found by starting Tabs3 and selecting Help | About Tabs3.

To install the Tabs3 Cost Recovery Software on your hard disk:

  1. Insert the EQDCONV 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. Before you can successfully use the Tabs3 Cost Recovery Software, the Create Validation Files program in Tabs3 must be run. In Tabs3, select the following menu options: Maintenance | Integration | Create Validation Files. In the Validation File Type section, select the Data Capture Device option and click OK. The Create Validation Files program in Tabs3 must also be run periodically so that new clients are included in the validation files. Complete details can be found in the “Creating Validation Files for Equitrac” section on page 2 of these instructions.

Starting the Tabs3 Cost Recovery Software

Use the following procedure for conversion:

  1. From a DOS prompt, change to the drive and directory where the Tabs3 Cost Recovery Software resides (i.e., the Tabs3 program directory). For example, if the Tabs3 program files reside on drive F in a subdirectory called STI, from the F: prompt, enter:

    CD\STI

  2. To start the Eqdconv program, enter the command:

    EQDCONV

    3. The Eqdconv screen will be displayed. The available command options are shown in the following table. These options depend on whether Eqdconv has been configured.

Eqdconv

Command

Option


Not configured

CF

Configure Eqdconv

CV

Create Validation Files for Equitrac

Q

Quit


Configured

CD

Convert Data

CV

Create Validation Files for Equitrac

Q

Quit

Creating Validation Files for Equitrac

The EQDCONV program includes an option to create validation files that can be used by Equitrac to assign 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 clients have been added or changed since you first ran the Create Validation Files program in Tabs3, you must rerun the program in order for the changes to be included in the Equitrac validation files. To do this, select the following menu options in Tabs3: Maintenance | Integration | Create Validation Files. In the Validation File Type section, select the Data Capture Device option and click OK.

  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 seven available client validation methods. Depending upon which validation method you select, the validation file(s) 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 – Additional Information” on page 9 for additional information and examples of each client validation method.

    5. X

    The following validation methods are available if you answered “Y” to using Equitrac DisburseMate 4.0 or higher:

    Method

    File Name

    Format

    1

    CCUVLDTB.EQT

    Client/Matter Number

    2

    CLNTSIMP.EQT

    Client/Matter Number;Client/Matter Name

     

    CCUVLDTB.EQT

    Client Number & Client/Matter Number

    3

    CLNTSIMP.EQT

    Client Number;Client Name

     

    MTTRSIMP.EQT

    Client/Matter Number;Work Description

    4

    CLNTSIMP.EQT

    Client/Matter Number;Client/Matter Name;Work Description

    5

    CLNTSIMP.EQT

    Client/Matter Number;Client/Matter Name Search

    6

    Lookup.eqt

    Sequence Number;Client/Matter Number

    7

    CLNTSIMP.EQT

    Client/Matter Number;Client/Matter Name Search;Client/Matter Name;Work Description

    Note: Examples of the client validation files and additional information is located in the “Client Validation – Additional Information” section on page 9.

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

    Method

    File Name

    Format

    1

    CCUVLDTB.EQT

    Client/Matter Number

    2

    CLNTSIMP.EQT

    Client/Matter Number=Client/Matter Name

     

    CCUVLDTB.EQT

    Client Number & Client/Matter Numbers

    3

    CLNTSIMP.EQT

    Client Number=Client Name

     

    MTTRSIMP.EQT

    Client/Matter Number=Work Description

    4

    CLNTSIMP.EQT

    Client/Matter Number=Client/Matter Name=Work Description

    5

    CLNTSIMP.EQT

    Client/Matter Number=Client/Matter Name Search

    6

    Lookup.eqt

    Sequence Number=Client/Matter Number

    7

    CLNTSIMP.EQT

    Client/Matter Number=Client/Matter Name Search=Client/Matter Name=Work Description

    Note: Examples of the Client Validation Files and additional information is located in the “Client Validation – Additional Information” section on page 9.


  5. Using Windows Explorer, transfer the validation file(s) that are created in the Tabs3 directory to Equitrac.

Reminder: You will need to repeat this process each time you need to update the clients in the Equitrac system.

Collecting Data in the Equitrac System

Once the validation files have been transferred to the Equitrac system, you can begin to collect data in the Equitrac system. If you need to charge different rates for costs, Equitrac must be configured to use Variable Pricing. For example, you may charge one client $.25 for photocopies and another client $.10 for photocopies.

When Variable Pricing is used, a rate table is configured in Equitrac with a rate for each client. That rate is used to calculate the amount for the transaction. Since the transaction includes an amount in the Equitrac export file, the Tabs3 Cost Recovery Software (EQDCONV) does not calculate an amount for the transaction. The amount calculated by the Equitrac system is used for the Tabs3 transaction.

When Variable Pricing is not used, transactions are exported from Equitrac without an amount. Therefore, the Tabs3 Cost Recovery Software (EQDCONV) calculates the amount for the Tabs3 transaction (i.e., the units are multiplied by the rate specified when EQDCONV is configured). The amount calculated by EQDCONV is used for the Tabs3 transaction.

File Layout

Once the data is collected in the Equitrac system, it must be exported from the Equitrac System in a format that the EQDCONV can read. An Equitrac representative can help you accomplish this. The data file 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 following table includes the File Layout required by the EQDCONV software:

Data File: TRANSACT.EQD
File Type: Variable Length (comma-delimited)

Note: Transaction dates appear as a single line by themselves with the following format:
#DD-Month-YY  (example:   #21–SEP–10)

Field Number

Is Field Converted?

Field Description

1

Yes

Transaction Type:  P – Photocopies, C – Photocopy Credits, F – Facsimiles, L – Laser Copies,
W – Word Processing, D – Miscellaneous Disbursements, S – Postage, E – Telephone Calls

2

No

Unit Address

3

Yes

Elapsed Time (In minutes – for word processing and phone calls)

4

No

Ending Hour

5

No

Ending Minute

6

Yes

Page Count (For photocopies, faxes, and laser copies only)

7

No

Other Count

8

Yes

F1 – User (Extension – for phone calls only)

9

Yes

F2 – Client/Matter (Note: Can have ‘.’ Or ‘-’ as separator. If no separator, matter portion = 0

10

Yes

F3 – Pieces (For postage and disbursement transactions only)

11

Yes

F4 – Rate (For postage and disbursement transactions only)

12

Yes

F5 – Total Amount (Variable pricing amount - $1.75 stored as 1.75)

13

Yes

F6 – Used to override default Tabs3 transaction code (user’s system has to be customized for this)

14

Yes

F7 – Description (Optional description entered by user)

15

Yes

F8 – Phone Number (For faxes and phone calls only)

Note:  An example of the TRANSACT.EQD file is located on page 12.

Configuring EQDCONV

Once the data is exported from the Equitrac system, transfer the TRANSACT.EQD file to the Tabs3 program directory. The TRANSACT.EQD file must be present in your Tabs3 program directory when you configure the EQDCONV program.

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.

How to Reconfigure: You can change the configuration in the future by deleting the file EQDCONV.PRM, which is located in your Tabs3 program directory. This will enable you to reconfigure Eqdconv as a first time user of the program.

To configure EQDCONV

  1. Start EQDCONV.

  2. You will be prompted to enter a command: CF, CV or Q. Enter “CF” (which represents ConFigure transaction code parameter file). You will be asked a number of questions about how you want to configure EQDCONV.

    There are 13 format options available for the transaction description used in Tabs3. Using the following table, select the format option of how you want the transaction description imported into Tabs3. Once you select the format option, answer the questions during the configuration as noted in the table.

    Note:  “Photocopying” is used for the format option examples. Transaction description will be similar for the other transaction types available (i.e., Disbursements, Local facsimiles, Long distance facsimiles, Laser, Word Processing, Postage, Local phone, and Long distance phone).

    Format Option 1
    Photocopying

    1. Do you want to use the generated transaction descriptions? Y

    2. Do you want the text descriptions to be all upper case or mixed upper/lower case? U or M

    3. Do you want to use the hard-coded descriptions or the Tabs3 transaction code description? H

    4. Do you want to include field 7 in the transaction description? N

    5. Next will be a series of questions regarding the various transaction types. When answering the series of questions regarding the various transaction types, the following question must be answered as noted:

      Do you want to print transaction descriptions with detail information included? N

      Refer to Step 3 on page  PAGEREF questions \h 8 for additional information regarding each transaction type.

    Format Option 2
    Photocopying, xx pp @ $.xx each and surcharge $x.xx

    a.        Do you want to use the generated transaction descriptions? Y

    b.       Do you want the text descriptions to be all upper case or mixed upper/lower case? U or M

    c.        Do you want to use the hard-coded descriptions or the Tabs3 transaction code description? H

    d.       Do you want to include field 7 in the transaction description? N

    e.        Next will be a series of questions regarding the various transaction types. When answering the series of questions regarding the various transaction types, the following question must be answered as noted:

    Do you want to print transaction descriptions with detail information included? Y

    Refer to Step 3 on page  PAGEREF questions \h 8 for additional information regarding each transaction type.

    Variable Pricing Note: If using variable pricing, Option 3 will print if the Units field is 0 (i.e., page count, pieces, elapsed time, or rate for postage). If greater than 0, Option 2 will print.

    Format Option 3
    Photocopying @ flat amount $x.xx and surcharge $x.xx

    a.        Do you want to use the generated transaction descriptions? Y

    b.       Do you want the text descriptions to be all upper case or mixed upper/lower case? U or M

    c.        Do you want to use the hard-coded descriptions or the Tabs3 transaction code description? H

    d.       Do you want to include field 7 in the transaction description? N

    e.        Next will be a series of questions regarding the various transaction types. When answering the series of questions regarding the various transaction types, the following question must be answered as noted:

    Do you want to print transaction descriptions with detail information included? Y

    Refer to Step 3 on page  PAGEREF questions \h 8 for additional information regarding each transaction type.

    Variable Pricing Note: If using variable pricing, Option 3 will print if the Units field is 0 (i.e., page count, pieces, elapsed time, or rate for postage). If greater than 0, Option 2 will print.

    Option 4
    Photocopying, <(F7 text) optional description entered by user in Equitrac>

    a.        Do you want to use the generated transaction descriptions? Y

    b.       Do you want the text descriptions to be all upper case or mixed upper/lower case? U or M

    c.        Do you want to use the hard-coded descriptions or the Tabs3 transaction code description? H

    d.       Do you want to include field 7 in the transaction description? Y

    e.        Next will be a series of questions regarding the various transaction types. When answering the series of questions regarding the various transaction types, the following question must be answered as noted:

    Do you want to print transaction descriptions with detail information included? N

    Refer to Step 3 on page  PAGEREF questions \h 8 for additional information regarding each transaction type.

    Option 5
    Photocopying, <(F7 text) optional description entered by user in Equitrac>, xx pp @ $.xx each and surcharge $x.xx

    a.        Do you want to use the generated transaction descriptions? Y

    b.       Do you want the text descriptions to be all upper case or mixed upper/lower case? U or M

    c.        Do you want to use the hard-coded descriptions or the Tabs3 transaction code description? H

    d.       Do you want to include field 7 in the transaction description? Y

    e.        Next will be a series of questions regarding the various transaction types. When answering the series of questions regarding the various transaction types, the following question must be answered as noted:

    Do you want to print transaction descriptions with detail information included? Y

    Refer to Step 3 on page  PAGEREF questions \h 8 for additional information regarding each transaction type.

    Variable Pricing Note: If using variable pricing, Option 6 will print if the Units field is 0 (i.e., page count, pieces, elapsed time, or rate for postage). If greater than 0, Option 5 will print.

    Option 6
    Photocopying, <(F7 text) optional description entered by user in Equitrac>, @ flat amount $x.xx and surcharge $x.xx

    a.        Do you want to use the generated transaction descriptions? Y

    b.       Do you want the text descriptions to be all upper case or mixed upper/lower case? U or M

    c.        Do you want to use the hard-coded descriptions or the Tabs3 transaction code description? H

    d.       Do you want to include field 7 in the transaction description? Y

    e.        Next will be a series of questions regarding the various transaction types. When answering the series of questions regarding the various transaction types, the following question must be answered as noted:

    Do you want to print transaction descriptions with detail information included? Y

    Refer to Step 3 on page  PAGEREF questions \h 8 for additional information regarding each transaction type.

    Variable Pricing Note: If using variable pricing, Option 6 will print if the Units field (i.e., page count, pieces, elapsed time, or rate for postage). If greater than 0, Option 5 will print.

    Option 7
    <tcode text>

    a.        Do you want to use the generated transaction descriptions? Y

    b.       Do you want the text descriptions to be all upper case or mixed upper/lower case? U or M

    c.        Do you want to use the hard-coded descriptions or the Tabs3 transaction code description? T

    d.       Do you want to include field 7 in the transaction description? N

    e.        Next will be a series of questions regarding the various transaction types. When answering the series of questions regarding the various transaction types, the following question must be answered as noted:

    Do you want to print transaction descriptions with detail information included? N

    Refer to Step 3 on page  PAGEREF questions \h 8 for additional information regarding each transaction type.

    Option 8
    <tcode text>, xx pp @ $.xx each and surcharge $x.xx

    a.        Do you want to use the generated transaction descriptions? Y

    b.       Do you want the text descriptions to be all upper case or mixed upper/lower case? U or M

    c.        Do you want to use the hard-coded descriptions or the Tabs3 transaction code description? T

    d.       Do you want to include field 7 in the transaction description? N

    e.        Next will be a series of questions regarding the various transaction types. When answering the series of questions regarding the various transaction types, the following question must be answered as noted:

    Do you want to print transaction descriptions with detail information included? Y

    Refer to Step 3 on page  PAGEREF questions \h 8 for additional information regarding each transaction type.

    Variable Pricing Note: If using variable pricing, Option 9 will print if the Units field is 0 (i.e., page count, pieces, elapsed time, or rate for postage). If greater than 0, Option 8 will print.

    Option 9
    <tcode text> @ flat amount $x.xx and surcharge $x.xx

    a.        Do you want to use the generated transaction descriptions? Y

    b.       Do you want the text descriptions to be all upper case or mixed upper/lower case? U or M

    c.        Do you want to use the hard-coded descriptions or the Tabs3 transaction code description? T

    d.       Do you want to include field 7 in the transaction description? N

    e.        Next will be a series of questions regarding the various transaction types. When answering the series of questions regarding the various transaction types, the following question must be answered as noted:

    Do you want to print transaction descriptions with detail information included? Y

    Refer to Step 3 on page  PAGEREF questions \h 8 for additional information regarding each transaction type.

    Variable Pricing Note: If using variable pricing, Option 9 will print if the Units field is (i.e., page count, pieces, elapsed time, or rate for postage). If greater than 0, Option 8 will print.

    Option 10
    <tcode text>, <(F7 text) optional description entered by user in Equitrac>

    a.        Do you want to use the generated transaction descriptions? Y

    b.       Do you want the text descriptions to be all upper case or mixed upper/lower case? U or M

    c.        Do you want to use the hard-coded descriptions or the Tabs3 transaction code description? T

    d.       Do you want to include field 7 in the transaction description? Y

    e.        Next will be a series of questions regarding the various transaction types. When answering the series of questions regarding the various transaction types, the following question must be answered as noted:

    Do you want to print transaction descriptions with detail information included? N

    Refer to Step 3 on page  PAGEREF questions \h 8 for additional information regarding each transaction type.

    Option 11
    <tcode text>, <(F7 text) optional description entered by user in Equitrac>, xx pp @ $.xx each and surcharge $x.xx

    a.        Do you want to use the generated transaction descriptions? Y

    b.       Do you want the text descriptions to be all upper case or mixed upper/lower case? U or M

    c.        Do you want to use the hard-coded descriptions or the Tabs3 transaction code description? T

    d.       Do you want to include field 7 in the transaction description? Y

    e.        Next will be a series of questions regarding the various transaction types. When answering the series of questions regarding the various transaction types, the following question must be answered as noted:

    Do you want to print transaction descriptions with detail information included? Y

    Refer to Step 3 on page  PAGEREF questions \h 8 for additional information regarding each transaction type.

    Variable Pricing Note: If using variable pricing, Option 12 will print if the Units field is 0 (i.e., page count, pieces, elapsed time, or rate for postage). If greater than 0, Option 11 will print.

    Option 12
    <tcode text>, <(F7 text) optional description entered by user in Equitrac>, @ flat amount $x.xx and surcharge $x.xx

    a.        Do you want to use the generated transaction descriptions? Y

    b.       Do you want the text descriptions to be all upper case or mixed upper/lower case? U or M

    c.        Do you want to use the hard-coded descriptions or the Tabs3 transaction code description? T

    d.       Do you want to include field 7 in the transaction description? Y

    e.        Next will be a series of questions regarding the various transaction types. When answering the series of questions regarding the various transaction types, the following question must be answered as noted:

    Do you want to print transaction descriptions with detail information included? Y

    Refer to Step 3 on page  PAGEREF questions \h 8 for additional information regarding each transaction type.

    Variable Pricing Note: If using variable pricing, Option 12 will print if the Units field is 0 (i.e., page count, pieces, elapsed time, or rate for postage). If greater than 0, Option 11 will print.

    Option 13
         <tcode text>

    a.        Do you want to use the generated transaction descriptions? N

  3. Use the following information to answer the series of questions regarding the various transaction types (i.e., photocopy, disbursements, faxes, laser pages, phone calls, postage and word processing):

    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 enter a surcharge amount of zero for any of the transaction types, the text “and surcharge $x.xx” will be omitted for that transaction type.

    Each of the 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.  The following is an example if you opt to include this information:
                     Local Phone, from ext. xx, xxx-xxx-xxx

    With facsimiles, you also have the option to include the facsimile number as part of the description. 

  4. Next, you will be asked if you will be using Equitrac’s data entry field 6 (i.e., F6) to store Tabs3 transaction codes. If you answer “Y”, a transaction code stored in field F6 (i.e., field 13 in the file layout) can be used to override any default transaction codes configured in the EQDCONV software 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.

  5. 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. (Note: Once this question is answered during the configuration of EQDCONV, you will not be prompted for this information when running the CV (Create Validation Files) program in EQDCONV.)

  6. 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 following “Converting Data” section or the “Creating Validation Files for Equitrac” section on page 2.

Converting Data

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. If the TRANSACT.EQD file is in the Tabs3 program directory, skip to the next step. Otherwise, transfer the TRANSACT.EQD file from Equitrac to the Tabs3 program directory.

  2. If the EQDCONV program is already started, skip to the next step. Otherwise, start the EQDCONV program.

  3. 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.

  4. Make a backup of Tabs3 and all programs that integrate with Tabs3 (i.e., PracticeMaster, TAS, GLS, APS).

  5. Start Tabs3. From the Maintenance menu, point to Integration and select Merge Data Capture Transactions. In the Merge Data Capture Transactions window, click OK to start the merge. (Note: If you select the Import Cost Totals Only check box when running this program, then the transaction descriptions generated by Eqdconv will not be converted. The Tabs3 transaction descriptions will be converted instead.)

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.

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.

Client Validation – Additional Information

As stated in the “Creating Validation Files for Equitrac” section on page 2, there are seven 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:

Client Validation Examples If You Are Using Equitrac DisburseMate Version 4.0 Or Higher

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

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

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):

CCUVLDTB.EQT

CLNTSIMP.EQT

MTTRSIMP.EQT

100

100;McBride/John

 

100;00

 

100.00;Management of Estate Trust

101

101;Martin/Mary L. & Fred J

 

101;00

 

101.00;Private Adoption

200

200;ABC Insurance Company

 

200;01

 

200.01;Automobile Accident

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

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:

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

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.

Original
Validation File

Updated
Validation File

Recreated
Validation File

1;100;00

1;100;00

1;100;00

2;101;00

2;101;00

2;101;00

3;200;01

3;200;01

3;200;01

4;200;02

4;200;02

4;200;02

5;300;00

25;200;03

5;200;03

6;xxx;xx

5;300;00

6;300;00

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

Client Validation Examples If You Are Using An Equitrac DisburseMate Version Older Than 4.0

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

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

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):

CCUVLDTB.EQT

CLNTSIMP.EQT

MTTRSIMP.EQT

100

100=McBride/John

 

100.00

 

100.00=Management of Estate Trust

101

101=Martin/Mary L. & Fred J

 

101.00

 

101.00=Private Adoption

200

200=ABC Insurance Company

 

200.01

 

200.01=Automobile Accident

200.02

 

200.02=Hail Damage - Palmer Farm

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

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:

100.00=McBride/John
101.00=Martin/Mary L. &
200.01=ABC Insurance Co
200.02=ABC Insurance Co

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.

Original
Validation File

Updated
Validation File

Recreated
Validation File

1=100.00

1=100.00

1=100.00

2=101.00

2=101.00

2=101.00

3=200.01

3=200.01

3=200.01

4=200.02

4=200.02

4=200.02

5=300.00

25=200.03

5=200.03

6=xxx.xx

5=300.000

6=300.00

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

Sample TRANSACT.EQD File

#03-SEP-10
P,A3,2,5,48,4,0,T3729,9910.000,3,4,5,6,7,8
F,A1,7,6,50,10,0,J0218,9920.000,,,,,,402-423-2215
L,A1,7,6,50,113,0,J0218,9930.000,,,,,,
W,A2,30,7,20,0,0,M5158,9940.000,,,,,,
D,A1,72,8,1,1160,0,J0218,9910.000,10,.25,,,,
S,A1,72,8,1,1160,0,J0218,9910.000,10,.25,,,,
E,>,2,09,35,17,0,212,9940.000,0,,4.11,3,,1-402-423-1440
#12-SEP-10
P,A1,2,10,45,0,0,J3136,9910.000,,,,,,
P,A2,1,10,45,2,0,S9570,9910.000,,,,,,
P,A2,1,10,48,1,0,L9186,3873.065,,,,,,
P,A3,11,10,48,24,0,P3564,3950.000,,,,,,
P,A2,2,10,50,4,0,M7484,5009.000,,,,,,




20101217