OVERVIEW
The EQDCONV interface program is used to convert photocopy, disburse-ment, facsimile,
laser printer, word processing and postage transactions from an Equitrac data capture unit
to be compatible with the TABS III Import Data from Data Capture Devices program.
This program can also create a client validation file that can be used by the Equitrac
System. This file will contain a record for each active client/matter that exists in the
TABS III Client file.
NOTE: The EQDCONV program must reside in the same directory as the TABS
III programs in order to work properly.
NOTE: Transaction entry fields 1 and 2 entered on the Equitrac device are
assumed to be the User number and TABS III Client number respectively. Fields 3 and
4 are used for disbursements and postage transactions and are assumed to be the number of
pieces and the rate per piece respectively. If you are using Equitrac's variable pricing
feature that is available with version 3.22 and later of Equitrac's System III Software,
then field 5 is used for the cost for each transaction. Field 6 can be used to override
the default TABS III transaction code. Field 7 is used as the transaction description.
Field 8 is used as the facsimile telephone number.
INSTALLATION
The EQDCONV interface program (EQDCONV.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.
To install the EQDCONV Interface program on your hard disk:
1) Insert the Equitrac Interface program disk into floppy disk drive "A" and
enter the following commands:
A:
INSTALL
2) 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.
EXECUTING THE EQDCONV INTERFACE PROGRAM
Use the following procedure for conversion:
1) Transfer the data from your Equitrac data capture device to your computer's hard disk.
The data must be in ASCII format and must reside in a file named TRANSACT.EQD in the TABS
III program directory.
NOTE: The ASCII format 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.
2) Invoke the conversion program by entering: EQDCONV
If you are using a version of TABS III prior to 3.4, this program will not work. You will
need to contact Software Technology.
3) 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. If you enter
"CF" (ConFigure Transaction Code Parameter File), you will be asked a number
questions about how you want to set up your Equitrac interface program (steps 3a - 3e).
Note: The TRANSACT.EQD file must be present in your TABS III program
directory when you choose the "CF" option. This is because different versions of
Equitrac software produce different TRANSACT.EQD file formats. The EQDCONV interface
program automatically detects the different versions of the TRANSACT.EQD file and proceeds
accordingly.
3a) First, you will be asked if you want to use the generated transaction descriptions. If
you answer "Y", descriptions generated by this program will be converted into
TABS III. If you answer "N", the TABS III transaction code descriptions will be
converted instead.
3b) Next, if you answered "Y" in Step 3a, you will be asked 3 questions
pertaining to the conversion of descriptions (please refer to the section titled
"Converting Descriptions" for examples of descriptions generated by this
program):
1) You will be asked if you want to convert
descriptions as all upper case text or as mixed upper and lower case text.
2) You will be asked if you want to convert
predefined hard-coded descriptions for each transaction type or convert the TABS III
transaction code description instead.
3) You will be asked if you want to include
Equitrac's data entry field 7 as part of the converted description.
3c) Next, you will be asked several questions pertaining to photocopy transactions. You
will need to enter the TABS III transaction code that you use for photocopy expense, the
cost per copy, and an optional surcharge per transaction. If you answered "Y" to
use generated transaction descriptions (in Step 3a), you will be asked if you want to
include transaction detail information in the description. Please refer to the section
titled "Converting 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, facsimiles (local and long distance), laser print copies, postage, and word
processing time. With facsimiles, you also have the option of including/excluding the
facsimile number as part of the description. Each of these transaction types are optional
and can be ignored by entering a zero for the appropriate transaction code when prompted
by the program.
3d) Next, you will be asked if you will be using Equitrac's data entry field 6 to store
TABS III 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 3c 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.
3e) Next, you will be prompted to choose between 5 different client validation methods.
They are as follows:
| Method | File Name | Format |
| 1 | CCUVLDTB.EQT | Client/Matter Number |
| 2 | CLNTSIMP.EQT | Client/Matter Number=Client/Matter Name |
| 3 | CLNTSIMP.EQT | Client Number=Client Name |
| 3 | 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 |
Please note that validation method 3 creates 2 validation files. Refer to the section
titled "Client Validation" for examples of each client validation method.
NOTE: All the options entered in Steps 3a - 3e 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.
3f) If you enter "CV" (Create Validation File from Step 3 above), you will be
prompted to choose between the 5 different client validation methods described in Step 3e.
Next, you will be prompted to enter a command: CV, CH or Q. If you enter "Q"
(Quit) the program will be aborted. If you enter "CH" (CHoose a Different
Validation Method), you will be prompted again to choose between the 5 available client
validation methods. If you enter "CV", the client validation file(s) specified
in Step 3e will be created.
4) Once the configuration parameter file (EQDCONV.PRM) has been created (during Steps 3a -
3e above), the parameters will be displayed and you will be prompted to enter a command:
CD, CV or Q. If you enter "Q" (Quit), the program will be aborted. If you enter
"CV" (Create Validation File), you will be prompted to enter a command: CV, CH
or Q. If you enter "Q" (Quit) the program will be aborted. If you enter
"CH" (CHoose a Different Validation Method), you will be prompted to choose
between the 5 available client validation methods. If you enter "CV", the client
validation file(s) specified in Step 3d will be created.
If you 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 which can be merged with the main TABS III data files. You
must then execute TABS III and run the Import Data from Data Capture Devices program.
IMPORTANT: Be sure to clear the transactions from your Equitrac device's
memory to avoid duplication of data merged with your TABS III files.
NOTE: Demos
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.
NOTE: Cost Totals Only
If you answered "Y" in response to Import Cost Totals Only (when running the
Import Data from Data Capture Devices program) and you answered "Y" to keep
transaction descriptions in Step 3, then the transaction descriptions generated by this
program will not be converted. The TABS III transaction descriptions will be converted
instead.
NOTE: Rejected Records
If any records in the TRANSACT.EQD file are rejected for any reason, they will be noted in
the EQDCONV.ERR file. You can look at this file after the EQDCONV program executes to see
which records (if any) were not converted. If no records are rejected, the EQDCONV.ERR
file is not created.
NOTE: Reconfiguring
You may change any of the assigned transaction codes or charges in the future by deleting
the file EQDCONV.PRM which is created in your TABS III program directory during Step 3 of
the execution instructions. This will enable you to go through the setup procedure
described in Steps 3a - 3e of the execution instructions as a first time user of the
program.
NOTE: 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 in calculated by the EQDCONV program.
Converting Descriptions
The following options determine how the descriptions for each Equitrac transaction type
are converted. All possible transaction descriptions for each transaction type are listed
in the section titled "Examples of Converted Descriptions" below.
Keep Descriptions? If you enter "N" in response to this
question in step 3a, none of the descriptions generated by this program will be converted.
The TABS III transaction code descriptions will be converted instead. If you enter
"Y", one of the descriptions listed in the section titled "Examples of
Converted Descriptions" will be converted based on how you respond to the other
configuration questions.
All Upper Case or Mixed Upper/Lower Case? If you enter "U" in
response to this question in step 3b-1, all the descriptions listed in the section titled
"Examples of Converted Descriptions" will be converted in upper case text. If
you enter "M", all the descriptions will be converted as listed.
Hard-Coded or TABS III Transaction Code Descriptions? If you enter
"H" in response this question in step 3b-2, descriptions 1, 2, 3, 4, 5, or 6 are
converted. If you enter "T", descriptions 7, 8, 9, 10, 11, or 12 are converted.
Include Field 7? If you enter "N" in response to this question
in step 3b-3, descriptions 1, 2, 3, 7, 8, or 9 are converted. If you enter "Y",
descriptions 4, 5, 6, 10, 11, or 12 are converted.
Include Detail Information? If you enter "N" in response to
this question in step 3c, descriptions 1, 4, 7, or 10 are converted. If you enter
"Y", descriptions 2, 3, 5, 6, 8, 9, 11, or 12 are converted.
Flat Amounts & Variable Pricing If you are using Equitrac's variable
pricing feature and the copy count (photocopies, facsimiles, & laser print copies),
number of pieces (disbursements & postage), or elapsed time (word processing) is zero,
descriptions 3, 6, 9, or 12 are converted. If the copy count, number of pieces, or elapsed
time is greater than zero, descriptions 2, 5, 8, or 11 are converted.
Flat Amounts for Disbursements and Postage If the number of pieces for disbursements or
the rate for postage is zero, descriptions 3, 6, 9 or 12 are converted. If the number of
pieces for disbursements or the rate for postage is greater than zero, descriptions 2, 5,
8, or 11 are converted.
Surcharge Amounts If you enter a surcharge amount of zero in step 3c for any of the
transaction types, the text " and surcharge $x.xx" will be omitted for that
transaction type.
Examples of Converted Descriptions
Photocopies
1) Photocopying
2) Photocopying, xx pp @ $.xx each and surcharge $x.xx
3) Photocopying @ flat amount $x.xx and surcharge $x.xx
4) Photocopying,
5) Photocopying,
6) Photocopying,
7)
8)
9)
10)
11)
12)
Disbursements
1) Disbursements
2) Disbursements, xx pieces @ $x.xx each and surcharge $x.xx
3) Disbursements @ flat amount $x.xx and surcharge $x.xx
4) Disbursements,
5) Disbursements,
6) Disbursements,
7)
8)
9)
10)
11)
12)
Local Facsimiles (without facsimile numbers )
1) Local facsimile
2) Local facsimile, xx pp @ $x.xx each and surcharge $x.xx
3) Local facsimile,@ flat amount $x.xx and surcharge $x.xx
4) Local facsimile,
5) Local facsimile,
6) Local facsimile,
7)
8)
9)
10)
11)
12)
Local Facsimiles (with facsimile numbers )
1) Local facsimile, x-xxx-xxx-xxxx
2) Local facsimile, x-xxx-xxx-xxxx, xx pp @ $x.xx each and surcharge $x.xx
3) Local facsimile, x-xxx-xxx-xxxx @ flat amount $x.xx and surcharge $x.xx
4) Local facsimile,
5) Local facsimile,
6) Local facsimile,
7)
8)
9)
10)
11)
12)
Long Distance Facsimiles (without Facsimile Numbers)
1) Long distance facsimile
2) Long distance facsimile, xx pp @ $x.xx each and surcharge $x.xx
3) Long distance facsimile @ flat amount $x.xx and surcharge $x.xx
4) Long distance facsimile,
5) Long distance facsimile,
6) Long distance facsimile,
7)
8)
9)
10)
11)
12)
Long Distance Facsimiles (with Facsimile Numbers)
1) Long distance facsimile, x-xxx-xxx-xxxx
2) Long distance facsimile, x-xxx-xxx-xxxx, xx pp @ $x.xx each and surcharge $x.xx
3) Long distance facsimile, x-xxx-xxx-xxxx @ flat amount $x.xx and surcharge $x.xx
4) Long distance facsimile,
5) Long distance facsimile,
6) Long distance facsimile,
7)
8)
9)
10)
11)
12)
Laser Print Copies
1) Laser
2) Laser, xx pp @ $x.xx each and surcharge $x.xx
3) Laser @ flat amount $x.xx and surcharge $x.xx
4) Laser,
5) Laser,
6) Laser,
7)
8)
9)
10)
11)
12)
Word Processing
1) Word Processing
2) Word Processing, xx hrs @ $xx.xx per hour and surcharge $x.xx
3) Word Processing @ flat amount $x.xx and surcharge $x.xx
4) Word Processing,
5) Word Processing,
6) Word Processing,
7)
8)
9)
10)
11)
12)
Postage
1) Postage
2) Postage, xx pieces @ $x.xx each and surcharge $x.xx
3) Postage @ flat amount $x.xx and surcharge $x.xx
4) Postage,
5) Postage,
6) Postage,
7)
8)
9)
10)
11)
12)
Client Validation
As stated in step 3e in the configuration steps above, there are 5 possible client
validation methods to choose from. Please note that any client names and work descriptions
for validation methods 2, 3, 4 and 5 are changed as they are exported in the following 2
ways:
1) Any client names or work descriptions that are greater than 40 characters in length are
truncated.
2) Any comma, semicolon, colon, backslash, or pipe characters are replaced by spaces.
Client Validation Examples
Method 1: This method creates a file named CCUVLDTB.EQT containing
a list of TABS III 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 2 files named CLNTSIMP.EQT and
MTTRSIMP.EQT. 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 CLNTSIMP.EQT and MTTRSIMP.EQT files (the file names and the
dashes don't appear in either file):
| CLNTSIMP.EQT | MTTRSIMP.EQT |
| 100=McBride/John | 100.00=Management of Estate Trust |
| 101=Martin/Mary L. & Fred J. | 101.00=Private Adoption |
| 200=ABC Insurance Company | 200.01=Automobile Accident |
| 300=Harrison/Bradley | 200.02=Hail Damage - Palmer Farm |
| 200.03=Death Benefits | |
| 200.03=Death Benefits |
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 searches. 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