The XIOX interface program written by Software Technology, Inc. is a DOS program. It is used to convert telephone transactions from a Xiox Phone System or the General Business Software (GBS) for Windows to be compatible with the TABS III Merge Data Capture Transactions program. The XIOX program must reside in the same directory as the TABS III programs in order to work properly. The phone data is transferred from the Xiox System (by selecting the "All Calls Report" text file) or from the General Business Software (GBS) for Windows. The phone data file must be copied to the TABS III program directory.

Xiox System A fee transaction record will be created for each phone call that has a non-zero timekeeper number as part of the Xiox account code. A cost transaction record will be created if the cost of the call is greater than the minimum cost. To create a fee transaction record, the Account Code field must be in the format "CCCC:MMMM:TT", where "CCCC" is the client number, "MMMM" is the matter number, and "TT" is the timekeeper number. For example, if a call is a made by timekeeper 14 to TABS III client number 200.03, the account code information would be keyed in on the phone keypad as "200:03:14". If a long distance call is made and only the cost of the call should be charged to the client, then you should key in timekeeper number 00 (i.e. account code "200:03:00" would be keyed in on the phone keypad) or key in the account code field in the format "CCCCMMMM" (i.e. account code "20003" would be keyed in on the phone keypad).

GBS for Windows System A cost transaction record will be created if the cost of the call is greater than the minimum cost. The Account Code field must be in the format "CCCCMMMM", where "CCCC" is the client number and "MMMM" is the matter number. An optional colon may be included to separate the client number from the matter number. For example, if a call is a made to a TABS III client number 200.03, the account code information would be entered as "20003" or "200:03".

To install the Xiox interface program on your hard disk:

Use the following procedure for conversion:

1. Transfer the data from your Xiox system or your GBS for Windows system to your computer’s hard disk where your TABS III data files reside. The data must be in ASCII format and must reside in the TABS III program directory.

2. From a DOS prompt, start the interface program by entering:

        XIOX

3. You will be prompted to enter the input file name containing the Xiox telephone data.

4. If you are using the Xiox System, the first time you run the XIOX program you will be asked to enter the TABS III fee transaction code number that you use for telephone fee transactions. Then you will be asked to enter the TABS III cost transaction code number that you use for telephone cost transactions. You may use the same transaction code number for both fees and costs if you wish. Then, you can also specify the minimum phone call duration before a fee transaction will be created. For example, if you don’t want to charge a fee for phone calls less than 6 minutes, enter 6. You will also be asked to specify a minimum cost before a cost transaction will be created. Phone calls with a cost below the minimum cost will not be converted.
   
   If you are using the GBS for Windows system, the first time you run the XIOX program you will be asked to enter the TABS III cost transaction code used for telephone cost transactions. Next, you will be prompted to specify the minimum cost before a cost transaction will be created. Phone calls with a cost below the minimum cost will not be converted.

Note: All the options entered above are stored in a parameter file named XIOX.PRM. Each time the XIOX program is executed, it will read the XIOX.PRM file and use those options automatically.

5. Next, the "Is it OK to continue? (Y/N)" prompt will be displayed. If you enter "N", the program will be aborted. If you enter "Y", the program will look for the input file containing the phone data. If the input 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. If you are using the Xiox system, the file T3FEEKEY.REM, T3FEE.REM, T3FDESC1.REM will also be created which can be merged with the main TABS III data files. You must then start TABS III and run the Merge Data Capture Transactions program.

An optional client flat fee file can be used by the XIOX program to create a fee transaction for a specified flat fee amount for selected clients. If a phone call includes the attorney number as part of the call account information, a fee transaction will be generated. Normally, fee transactions are based on the duration of the call multiplied by the attorney’s hourly rate. However, if the client being billed for the call has a record in the optional fee file, then the fee transaction will be based on the flat fee associated with the client instead.

The client flat fee file must be a standard (ASCII) text file and can be created using a word processing program. The file must be named XIOXFEE.DTA and it must reside on your hard disk drive in the same directory as the XIOX.EXE program. The file can contain as many client records as are necessary.

The following is a sample of a XIOXFEE.DTA file. The positioning of the clients and amounts is intentional to show you the flexibility allowed in the format. Normally, you will probably want to right-justify the client numbers and align the dollar amounts making the information more readable when you look at the file. The sample transactions are preceded by three lines of numbers. The first line shows the field number, the second line shows the character position by tens, and the third line shows character position by single digits.

• Each record begins on a new line and consists of a client number and a flat fee amount.
• The client number can be positioned anywhere between column 1 and column 12. Only the client number portion of the TABS III client/matter number should be used. The matter number of the phone call account information will be ignored when the XIOX program searches the XIOXFEE.DTA file. This will result in the flat fee amount being applied to all matters for which phone calls are billed. The client numbers can be in any order (ascending, descending or random).
• The flat fee amount must be positioned between column 14 and column 18. You may enter whole dollar amounts or include cents if desired.
• Any information beyond column 19 is ignored by the XIOX program. This enables you to have miscellaneous descriptive text associated with a client record if desired.

2001/02/08