Integration Overview of Tabs3 and PracticeMaster Software - Version 12 & 11

Last reviewed: 11/08/2006
Article ID: R11048

The information in this article applies to:

• All Version 12 & 11 Products

Information for Version 14 software is available in KB Article R11143 - Integration Overview of Tabs3 and PracticeMaster Software - Version 14.

SUMMARY

This article defines the integration between the various Tabs3 and PracticeMaster software systems.

Note: This article includes basic integration information. For complete integration details, refer to the program's online Help or manual.

Types of Integration

Real-Time Integration

Information is sent from one program to another at the time of entry. For example, journal entries can be automatically posted to GLS when a cost or payment transaction is entered in Tabs3.

Batch Integration

Information is sent from one program to another as a group or batch. The user controls this process, usually by selecting a specific menu option. For example, running the Post Checks program in APS sends a batch of journal entries to GLS.

Tabs3

TAS to Tabs3 (Real-Time Integration)

Integration between the systems occurs as follows:

• When a client is added in TAS, the client is also added in Tabs3 and PracticeMaster, since TAS and Tabs3 share data files and PracticeMaster and Tabs3 use mirrored data files.
• A Tabs3 payment record is created when a TAS transaction with a type of check or EFT and a payee of FIRM is paid (i.e., assigned a check number greater than zero).

Integration Notes:

• Tabs3 can include a client's trust account balance on the Detail and Summary Work-In-Process Reports.
• Tabs3 can print either detail or summary trust account information at the end of a statement.
• Tabs3 can print a message on a billing statement indicating that the client should remit an amount to replenish the trust account.
• TAS Checks and EFTs with a payee other than "FIRM" do not integrate to Tabs3.
• TAS deposits do not integrate to Tabs3.
• Only trust transactions dated after the last statement date through the current statement date will show on Tabs3 statements.
• Trust accounts that have a balance of zero will not print on Tabs3 statements or work-in-process reports.
• When the Back Up Data Files program or the Restore Data Files program is used in either Tabs3 or TAS, the other program's data is backed up or restored, as well.
• Clients that have a TAS trust account cannot be deleted in PracticeMaster or Tabs3; the trust account must first be deleted in TAS.

APS to Tabs3 (Real-Time Integration)

Integration between the systems occurs as follows:

• When creating an invoice or manual check entry in APS, a Cost data entry window will be displayed allowing you to create a cost transaction in Tabs3.

Integration Note:

• Changing an invoice in APS will bring up the Tabs3 cost transactions associated with the invoice allowing you to make corresponding changes, provided the transactions are still in work-in-process.
• Deleting an invoice in APS will automatically delete the Tabs3 cost transactions associated with the invoice, provided the transactions are still in work-in-process.
• When voiding a posted or unposted check, if you elect to delete the invoices paid by the check, any Tabs3 cost transactions associated with the invoice will be deleted if they are still in work-in-process.

PracticeMaster to/from Tabs3 (Real-Time Integration)

Integration between the systems occurs as follows:

• When a client is added, changed or deleted in PracticeMaster or Tabs3, the client is also added, changed or deleted in the other program, since PracticeMaster and Tabs3 have mirrored data files.
• When a fee or cost transaction is added, changed or deleted in PracticeMaster or Tabs3, the fee or cost is also added, changed or deleted in the other program's mirrored data file.
• Client Notes added in Tabs3 are also added to PracticeMaster's Journal file.
• Converting time and phone tasks to fee records in PracticeMaster also creates fee records in Tabs3.

Integration Notes:

• Clients that have a TAS trust account cannot be deleted in PracticeMaster or Tabs3; the trust account must first be deleted in TAS.
• Changes to the Billing System Lookup Files can only be made in Tabs3. The Billing System's Lookup Files include the following:
• Timekeeper file (T3EMPL)
• Category file (T3CAT)
• Transaction Code file (T3TCODE)
• Task Code file (T3TBCODE)
• Location file (T3LOC)
• When a fee or cost transaction is added in PracticeMaster, fields in the Tabs3 fee and cost files that are not used in PracticeMaster (e.g., sales tax) will be assigned the default values in Tabs3.
• Only Tabs3 transactions that use a Type 0 or Type 5 transaction code are displayed in PracticeMaster.
• When Tabs3 is integrated with GLS, you cannot add cost transactions in PracticeMaster. Furthermore, cost transactions in PracticeMaster are "read only".
• Information added to the Journal file in PracticeMaster is not added to Tabs3. Likewise, you cannot make changes to the Tabs3 Client Notes in PracticeMaster's Journal File.
• Although synchronization is automatic, certain situations can require that the mirrored data files be resynchronized using the Synchronize Tabs3 and PracticeMaster program (from the Tabs3 menu, select Maintenance | Integration | Synchronize Tabs3 and PracticeMaster). Examples of situations that may require resynchronization include when data is imported into PracticeMaster or when a Data File Integrity Check reports an error 500.

Tabs3 Palm Software to Tabs3 (Batch Integration)

Integration between the systems occurs as follows:

• When a HotSync is performed on a handheld device, fee and cost transactions entered into the handheld device are passed to Tabs3.

Integration Notes:

• If Tabs3 is set up to integrate with Tabs3 General Ledger Software (GLS), debits and credits for cost transactions will automatically be created and posted to GLS at the time you synchronize transactions from the handheld device.

Tabs3 Remote to Tabs3 (Batch Integration)

Integration between the systems occurs as follows:

• Once the Tabs3 Remote data files (RMT*.*) are copied to the Tabs3 working directory, the "Merge Tabs3 Remote Data" program is run to merge fee and cost transactions into Tabs3.
• Validation files can be created in Tabs3 and then copied to the directory where the Tabs3 Remote program is located. This allows Tabs3 Remote users to select existing clients, transaction codes, etc., when adding or editing transactions.

Integration Notes:

• If errors occur during the merge process, an error list can be displayed, printed or saved.
• The RMT*.* files are deleted after the "Merge Tabs3 Remote Data" program is run provided no errors are encountered. If errors are encountered, the RMT*.* files are not deleted. The transactions that have already merged without error are flagged so the file can be corrected and remerged without duplicating already merged transactions.
• GLS integration for cost transactions created in Tabs3 Remote occurs if the following conditions are met:
• Tabs3 is configured to automatically create GLS journal entries.
• The cost transaction codes assigned to the merged transactions have GLS debit and credit account numbers specified in Tabs3.
• The dates for the merged cost transactions are not beyond the GLS Current Fiscal Month.

Cost Recovery Interface to Tabs3 (Batch Integration)

Integration between the systems occurs as follows:

• Once the data from a cost recovery interface is converted to *.REM data files in the Tabs3 directory, the "Merge Data Capture Transactions" program is run to merge cost transactions into Tabs3.
• Validation files can be created in Tabs3, allowing users of a cost recovery device to select existing clients, transaction codes, etc., when adding transactions (provided the cost recovery system supports validation files).

Integration Notes:

• If errors occur during the merge process, an error list can be displayed, printed or saved.
• The *.REM files are deleted after the "Merge Data Capture Transactions" program is run provided no errors are encountered. If errors are encountered, the *.REM files are not deleted. The transactions that have already merged without error are flagged so the file can be corrected and remerged without duplicating already merged transactions.
• GLS integration for transactions created using a cost recovery device occurs if the following conditions are met:
• The Import Cost Totals Only check box is selected in the "Merge Data Capture Transactions" window.
• Tabs3 is configured to automatically create GLS journal entries.
• The cost transaction codes assigned to the merged transactions have GLS debit and credit account numbers specified in Tabs3.
• The dates for the merged cost transactions are not beyond the GLS Current Fiscal Month.

If you are integrated with GLS and have cleared the Import Cost Totals Only check box, then journal entries are not created because of the excessive number of GLS journal entries that would be generated. However, you can print a Transaction File List to obtain summarized totals for any desired transaction code and date range. Journal entries for these totals can be posted manually to GLS at any time.

Tabs3 to Taskbill (Batch Integration)

• The Taskbill program exports updated fee and cost transactions from Tabs3 to a disk file in one of a variety of formats. This disk file is created for transmission to companies that require billing data to be provided in a specific electronic format. The Taskbill program does not export information to a report format.

Integration Notes:

• Before you can export any data from Tabs3, the desired format (e.g., LEDES 1998 B) must be configured in Taskbill.

General Ledger

Tabs3 and PracticeMaster programs pass information to GLS. GLS does not pass information to any other Programs.

Tabs3 to GLS (Both Real-Time and Batch Integration)

Integration between the systems occurs as follows:

• Entering cost and payment transactions in Tabs3 creates journal entries in GLS. For example, a payment transaction can be configured to create a debit to a GLS cash account and a credit to an income account.
• Updating statements in Tabs3 can create journal entries in GLS if the Tabs3 statements contain client funds payment to firm transactions.
• Running the "Post Accrual Balances" program in GLS creates journal entries in GLS. The option will be available if the Post GLS Accrual Balances is selected in Tabs3 Customization. The accounts affected will depend on which accounts are selected on the GLS Integration tab of the Tabs3 Customization window.

Integration Notes:

• Tabs3 tcodes set up with a Trans. Type of Expense or Advance and with a Type of 0 - Normal or 5 - Miscellaneous can be individually configured to integrate with GLS. Furthermore, all tcodes with a Type of Payment (i.e., Type 1, 2 & 3) can be configured to integrate with GLS.
• For each tcode that is configured to integrate with GLS, the following GLS settings can be configured:
• GLS account to be credited
• GLS journal to be used by the credit entry
• GLS account to be debited
• GLS journal to be used by the debit entry
• Individual Tabs3 fee transactions do not integrate. However, batch total journal entries for work-in-process amounts can be made to GLS using the "Post Accrual Balances" program in GLS.
• The following transaction-related activities in Tabs3 automatically adjusts the integrated GLS journal entries unless they have been reconciled or included on a deposit slip:
• Writing-up or writing-down cost transactions
• Editing or deleting an existing cost or payment transaction
• When reversing or refunding a payment transaction in Tabs3, the system can optionally create adjusting journal entries in GLS.
• Writing off A/R balances in Tabs3 does not integrate to GLS.

TAS to GLS (Both Real-Time and Batch Integration)

Integration between the systems occurs as follows:

• When a trust transaction with a type of Check or EFT and a payee of FIRM is paid (i.e., the transaction is assigned a check number greater than zero), journal entries are created in GLS. The GLS accounts to be affected by such journal entries are specified on the Bank Account tab of the TAS Miscellaneous window (from the TAS menu, select File | Open | Miscellaneous). For example, a bank account may be configured to create a debit journal entry to a cash account and a credit entry to an income account when an eligible transaction is paid.
• Running the "Post Accrual Balances" program in GLS creates journal entries in GLS. The option will be available if the Post GLS Accrual Balances for this Bank Account is selected in the TAS Bank Account Setup Window. The accounts affected will depend on which accounts are selected after selecting the GLS Accrual Information button of the TAS Bank Account setup window.

Integration Notes:

• Checks and EFTs with a payee other than FIRM do not integrate.
• TAS deposits do not integrate.
• When a check with a payee of FIRM is voided using the "Void Checks" program in TAS, reversing journal entries will automatically be created in GLS.
• TAS will only integrate with the GLS client selected in TAS Customization.

APS to GLS (Batch Integration)

Integration between the systems occurs as follows:

• Running the "Post Checks" program in APS creates journal entries in GLS. The debit entries specified in each invoice are created, and a credit entry is created for the account indicated on the Bank Account tab of the Miscellaneous window in APS (File | Open | Miscellaneous).
• Running the "Post Unpaid Invoices" or "Unpost Unpaid Invoices" program in APS creates or reverses journal entries in GLS. The accounts affected by these programs depend on the accounting method specified on the General Ledger tab of the Customization program in APS (Utilities | Customization).
• Running the "Void Posted Checks" program in APS creates reversing journal entries in GLS, based on the original journal entries created when the Post Checks program was run.
• GLS balance information can be included when running the Cash Requirements Report or the Pre-Check Register in APS.

Integration Notes:

• The bank account balance is not stored in APS.
• APS will only integrate with one GLS client.
• If errors are encountered during the process of posting checks, posting unpaid invoices, or unposting unpaid invoices, an error list can be displayed, printed, or saved to a file upon completion of the process.
• When integrating with GLS and multiple invoices are combined on one check, a single credit journal entry to the bank account is posted instead of separate journal entries for each invoice (provided all journal entries are for the same journal).
• Can post unlimited GLS journal entries per invoice or recurring entry.

Payroll to GLS (Batch Integration)

There are three payroll systems that integrate with GLS. The following table provides integration information for each payroll system.

Integration between PenSoft Payroll or Great Plains Payroll and GLS occurs as follows:

• The payroll integration data file is created in the payroll system, and the appropriate posting program is run to create journal entries in GLS.

Integration between System/II Payroll and GLS occurs as follows:

1. The "System/II Payroll Interface Configuration" program is run in GLS to map System/II account numbers to the corresponding GLS account numbers.
2. The JORPAY.IN integration file is created in the System/II Payroll program.
3. The "Post System/II Payroll" program is run to create journal entries in GLS.

Integration Notes:

Note:  Equinox/Mesa Software no longer sells or supports System/II software, but integration features have been retained in GLS for firms that already use System/II.

• Records that do not have valid GLS account numbers in the integration file are not merged.
• Records that have a date beyond the Current Fiscal Month in GLS are not merged.
• After the posting process has completed, an error list can be displayed or printed (if errors were encountered).
• After the process of posting PenSoft Payroll data or Great Plains Payroll data has completed, GLS deletes the GLSPEND.DTA or GLSPAY.DTA file, even if errors were encountered during the posting process.
• After the process of posting System/II Payroll data has completed, GLS deletes the contents of the JORPAY.IN file, even if errors were encountered during the posting process. A zero byte JORPAY.IN file remains.

Third Party Software Journal Entries to GLS (Batch Integration)

The Post ASCII Data program allows you to import GLS journal entries from any other software package, provided that the data is in an ASCII text file named GLSASCII.DTA, and in the correct format.

Integration Notes:

• Records with an invalid GLS account number or a date beyond the GLS Current Fiscal Month will not be merged.
• After the posting process has completed, an error list can be displayed or printed (if errors were encountered).
• A warning will be displayed if unequal debits and credits were posted. Unequal journal entry totals might be posted due to rejected journal entries. Any rejected entries will need to be entered manually using the GLS "Journal Entries" program.
• If journal entries are successfully posted, you will be prompted to print a Journal Entry Verification List.
• All journal entries created by the "Post ASCII Data" program will have a "P" (Payroll) in the Source field on the General Ledger Report, the Journal Report and the Journal Entry Verification List.
• If you want to use the Check Reconciliation program for a bank account that will have journal entries posted by the "Post ASCII Data" program using the Summary option, you must edit the posted journal entries by adding the check number.

Trust Accounting

Tabs3 to TAS (Both Real-Time and Batch Integration)

Integration between the systems occurs as follows:

• When a client is added, changed or deleted in Tabs3, the client is also added, changed or deleted in TAS and PracticeMaster, since Tabs3 and TAS share data files and Tabs3 and PracticeMaster use mirrored data files.
• When a change is made to the timekeeper file in Tabs3, the change is also made to the attorney information in TAS.

Integration Notes:

• Clients that have a TAS trust account cannot be deleted in PracticeMaster or Tabs3; the trust account must first be deleted in TAS.
• When TAS is integrated with Tabs3, you cannot add, change, or delete attorneys in TAS.
• When the Back Up Data Files program or the Restore Data Files program is used in either Tabs3 or TAS, the other program's data is backed up or restored, as well.

Third Party Software Trust Transactions to TAS (Batch Integration)

The Import Transactions program allows you to import trust transactions from other software packages if the data is in an ASCII text file named T4IMPORT.DAT and in the correct format.

Integration Notes:

• The T4IMPORT.DAT file must be located in the current working directory.
• When transactions are successfully imported, you will be prompted to print a Transaction Entry Verification List.
• Upon completion of the import process, the T4IMPORT.DAT file is deleted (even if errors are encountered).
• An imported transaction will integrate to Tabs3 and GLS only if the following conditions are met:
• In TAS Customization, integration is selected for Tabs3, GLS or both.
• The transaction is either type "C" (check) with a check number greater than zero, or type "E" (EFT).
• The Payee Name is FIRM.
• At least one of the GLS or Tabs3 payment amounts indicated in the record must not equal zero.
• The bank account must have GLS debit and credit accounts and/or Tabs3 transaction codes for payments set up.

Accounts Payable

TAS to APS (Batch Integration)

Integration between the systems occurs as follows:

• The 1099 information for trust accounts that are set up to use the firm as the payer (i.e., trust accounts that have the same Federal ID # as the firm) can be sent to a merge file using the "Create APS 1099 Merge File" program in TAS.

Integration Notes:

• The paid information for APS vendors is not affected when TAS information is included.
• If the APS vendor and the TAS payee are to be combined on the 1099-MISC Form, the Federal ID # and the 1099 box number must match.
• If a 1099-MISC Form includes combined information from TAS and APS, the address from the APS Vendor file will be used on the 1099-MISC Form.

Third Party Software Invoices to APS (Batch Integration)

The Import Invoices program allows you to import invoices and manual checks along with optional GLS information from other software packages if the data is in an ASCII text file named A3IMPORT.DTA and in the correct format.

Integration Notes:

• The A3IMPORT.DTA file must be located in the current working directory.
• When invoices are successfully imported, you will be prompted to print an Invoice/Manual Check Verification List.
• Upon completion of the posting process, the A3IMPORT.DTA file is deleted (even if errors are encountered).

References

• KB Article R11143 - Integration Overview of Tabs3 and PracticeMaster Software - Version 14
• KB Article R10359 - Integration Overview of Tabs3 and PracticeMaster Software - Version 10
• KB Article R10663 - Comparing Methods for Integrating PracticeMaster and Tabs3 with Palm Handhelds

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