IMPTRN8 Instructions
For TABS III Version 8 only

This program is used to import work-in-process transaction records from a specially formatted ASCII data file. The required file layout for the ASCII data file is described on page 3 of these instructions. This program will read the ASCII data file, check some of the fields for validity and then add a record to the TABS III fee, cost or payment files.

You must follow the instructions in the TABS III manual's Introduction section in setting up the TABS III system. The TABS III timekeeper, timekeeper level description, category, transaction code and client files must be created prior to running IMPTRN8. If TABS III is on a network or multi-user system, make sure NO ONE is using TABS III while this program is running.

Transfer the IMPTRN8.EXE program from the enclosed IMPTRN8 diskette onto your hard disk using the INSTALL program on the diskette. Put the diskette into floppy disk drive "A:" and enter the following commands:

        A:
        INSTALL

The IMPTRN8 program MUST reside in the same subdirectory as the TABS III program files. IMPTRN8 will ask you for the drive and directory where the ASCII data file can be found and will use the path set during customization of TABS III as its destination path.

Note: This program will NOT delete the ASCII file so be sure not to use the same file twice. Otherwise, duplicate work-in-process records will be created.

If there are errors in the ASCII data file or if a record in the ASCII data file is incomplete, either an error will result and the transaction will not be converted or a warning will result and default values will be used. When the program has finished, you will be given the opportunity to display or print a listing of the errors and warnings.

In some cases, you may want to use the default values. When using the defaults, you may want to suppress the warning messages from printing on the status report. Please see the following section titled "CREATING THE IMPTRN8 INSTRUCTION FILE">

The following error and warning codes are possible:

10 - Invalid Employee Number - Default used
15 - Invalid Transaction Date - Default used
17 - Invalid Transaction Code - Default used
20 - Invalid Category - Default used
25 - Description too large - Excess truncated
40 - Invalid client number.
41 - Client not found.
42 - Employee not found.
43 - Transaction code number not found.
44 - Category number not found.
45 - Invalid fee/cost switch.
46 - Invalid date.

CREATING THE IMPTRN8 INSTRUCTION FILE

To suppress errors and validation and to supply different default values you need to create a file named IMPTRN8.DTA. The first eight characters of the file should contain the characters "IMPTRN8,". Following the ID tag you may enter messages to disable checking, error code numbers to be suppressed, or alternate default values to use. The following are the valid messages that can be part of the instruction file:

No Client Check
No Employee Check
No Tcode Check
No Cat Check
No Date Check
No Reformat

Alternate default values can be specified by using the keywords:

Date=MM/DD/YY
Employee=###
Cat=###
Fee Tcode=###
Exp Tcode=###
Adv Tcode=###
Pymt Tcode=###
Cost Pymt Tcode=###
Fee Pymt Tcode=###
Advance (Changes Cost default to an Advance)

An example to use default Fee tcode of 10 and default cost tcode of 100, without getting error messages for every record:

IMPTRN8, NO TCODE CHECK, 17, FEE TCODE=10, EXP TCODE=100IMPTRN8 Instructions Page 3

File layout for ASCII file for use with IMPTRN8

NOTES

The format of the client number (field 1) is variable but must match TABS III's limits as stated for the KEY LENGTH in the Customization Section of the TABS III manual.

The ASCII data file is a standard comma delimited value type file.

Numeric fields cannot contain commas. Alpha fields should be left justified.  If an alpha field contains a comma, the field should be surrounded by quotes.

Field 2 tells IMPTRN8 whether the transaction is a fee, cost, client expense, cost advance, payment, fee payment or cost payment. Because TABS III separates costs into expenses and advances, if this field is set to "C", the transaction will be converted as a client expense, unless changed within the instruction file.

If the rate field is 0 and hours and amount are present, or if amount is 0 and hours and rate are present, the 0 amount will be computed from the other two fields.

The Sales Tax Switch is set according to the TCode and Client switches. If the TCode is marked as taxable, then the sales tax switch for the specific client is used.

The billable/printable flag is set according to the tcode used.  The default values will be used when applicable. These values can be changed through the instruction file. The default values are:

Employee (1)
Category (uses client's category if client checking is on or uses 1)
Fee Tcode (1)
Exp Tcode (2)
Adv Tcode (3)
Pymt Tcode (4)
Fee Pymt Tcode (5)
Cost Pymt Tcode (6)

EXECUTING IMPTRN8

1) Be sure to backup the TABS III data files before executing IMPTRN8. If there are errors during IMPTRN8 and you decide to correct these errors in the input file, it will be necessary to restore the TABS III data files to the state that they were in prior to executing IMPTRN8. If you run IMPTRN8 again without restoring, all transactions be converted twice and you will double post all the transactions.

2) Change to the drive and directory where the IMPTRN8 and the TABS III programs are located. For example, if the programs are on drive C in a directory called STI, enter:        C:

Next, enter:     CD\STI

3) Enter the command:      IMPTRN8

4) Enter "OK" to continue or depress ESC to abort the operation.

5) Enter the filename and extension of the ASCII data file. If this file is not in the same directory as the TABS III program files you may use a path and filename. Note: you are limited to 24 characters.

6) The conversion will begin. You will see the Old Count, which will be 0 if the TABS III work-in-process file is empty, the ASCII Count, which is the number of records in the ASCII data file, the New Count, which is the old count plus the ASCII count, and the Error Count, which is a count of the items which are in error or incomplete.

Note: If you have errors and want to fix them in the input file, you can stop the execution of IMPTRN8 at any time by pressing the Esc key. You can then view your errors and determine how to correct them in the input file. You will then need to restore the TABS III data files (see step 1) before re-executing IMPTRN8.

7) When the conversion is complete, you will be prompted to enter "OK" and reminded to run the TABS III Rebuild Recap of Hours File program.  Entering "OK" will return you to the DOS prompt.

8) Run the TABS III Rebuild Recap of Hours program. Select either "A" or "U" as the rebuild source, since IMPTRN8 does not convert Archive or Updated transactions.