DevInt: XPRTCONV

Infortext PC-XPRT Interface Program
Version 4.4

Overview

The XPRTCONV program is a DOS program. It is used to convert photocopy, fax, printer and other miscellaneous expense transactions from the Infortext PC-XPRT system to be compatible with the TABS III Import Data Utility program. This program assumes the PC-XPRT System is configured for Function keys 1 through 3 to be: User number, Client number and Matter number respectively.

Note: If you previously used the XPRTDATA or the XPRT2 interface programs to convert PC-XPRT transactions, the XPRTCONV interface program replaces both programs. The XPRTCONV program combines the functionality of both programs into one. The XPRTCONV program will automatically configure itself to use the options of whichever program was used before.

This program can also create a client validation data file named UPDATE.REC that can be used by the PC-XPRT System. This file will contain a record for each active client/matter that exists in the TABS III Client file.

Note: The XPRTCONV program must reside in the same directory as the TABS III programs in order to work properly.

Note: The Create Validation Files program must be run before you can successfully use this data capture device interface program. The Create Validation Files program is found in TABS III by selecting the following menu options Maintenance|Integration|Create Validation Files. When creating validation files, select a Validation File Type of Data Capture Device.

If you are using the PC-XPRT system, the Create Validation Files program in TABS III must also periodically be run before using the "CV" option so that new clients can be included in the client validation data file (step 11 under Executing the XPRTCONV Program).

Installation

The Infortext PC-XPRT interface program (Xprtconv.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 on the Infortext PC-XPRT interface program disk.

To install the Infortext PC-XPRT interface program on your hard disk:

Insert the Infortext PC-XPRT interface program disk into your floppy disk drive.

From a DOS prompt, make the floppy disk drive the default drive by entering the drive letter followed by a "colon". For example, if your floppy disk drive is drive A, then enter:

From the floppy disk drive prompt, enter the command:

INSTALL

Note: The INSTALL program has a built-in search feature that will find where your TABS III program files reside. On larger network hard drives, this search feature can take quite a bit of time. If you know where the TABS III program files reside, you can bypass this search feature by entering the path following the install command. For example, if the TABS III program files reside on drive F: in a directory named "STI", you would enter: INSTALL F:\STI

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 XPRTCONV Interface Program

Use the following procedure for conversion:

Transfer the data from your Infortext PC-XPRT system to your computer's hard disk in the directory where your TABS III programs reside. The data file must be named DBCHARGE.OUT or INTRANS.SND in the TABS III program directory.

Note: The data contained in DBCHARGE.OUT and INTRANS.SND files are identical with one exception: The DBCHARGE.OUT file stores the transaction amount in the Total Charges field for each transaction, while the INTRANS.SND file does not store the amount. When using the INTRANS.SND file, transaction amounts are calculated by taking the number of copies or pages times a default rate entered when you configure the XPRTCONV program.

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

XPRTCONV

The first time you run the XPRTCONV program, you will be asked to designate which data file is being created by your PC-XPRT system. There are 2 possibilities: DBCHARGE.OUT (which stores the amount per transaction) and INTRANS.SND (which does not store the amount). If you are not sure which file is being created, you will need to consult with your Infortext representative to find which file you are using.

Next, you will be asked to enter the TABS III transaction code number that you use for photocopy expenses. If you are using the INTRANS.SND file for input, you will be asked to enter the rate per copy. If you have Printer or Fax Collection Devices connected to your PC-XPRT system, you may enter the TABS III transaction codes (and costs per page for INTRANS.SND users) for these types of expenses also.

Next, if you enter descriptions into your PC-XPRT system, you will be asked if you want to convert the PC-XPRT descriptions instead of the TABS III transaction code descriptions. If your response is "Y", the converted descriptions will appear as follows:


	Transaction Type	Description
	---------------------	---------------
	Photocopy	<PC-XPRT text>
	Printer page	<PC-XPRT text>
	Facsimile	<PC-XPRT text>
	Miscellaneous	<PC-XPRT text>

If your response in step 5 was "Y", you have the option of embedding TABS III transaction codes at the beginning of the PC-XPRT description. The program would read each transaction code and combine each transaction code description with any remaining text in the PC-XPRT description. If multiple TABS III transaction codes are entered in the PC-XPRT description, each must be separated by a space. The first character that is not a digit or a space would mark the starting point for the remaining text in the PC-XPRT description. If your response is "Y", the converted descriptions will appear as follows:


	Transaction Type	Description
	---------------------	---------------
	Photocopy	<tcode text>; <PC-XPRT text>
	Printer page	<tcode text>; <PC-XPRT text>
	Facsimile	<tcode text>; <PC-XPRT text>
	Miscellaneous	<tcode text>; <PC-XPRT text>

Note:

If there were multiple TABS III transaction codes entered in the PC-XPRT description, the converted descriptions would appear as follows: <1st tcode text>; <2nd tcode text>; ...; <PC-XPRT text>

Note: If there was no other text other than the TABS III transaction codes entered in the PC-XPRT description, the converted descriptions would appear as follows: <1st tcode text>; <2nd tcode text>; ...; <last tcode text>

You will also be asked if you want to convert descriptions that are generated by the XPRTCONV program. Depending on your response for the 2 previous questions, there are 3 possible description formats available. They are as follows:

Response = "N" in step 5 (if your response in step 5 is "N", the step 6 question isn't available):


	Transaction Type	Description
	---------------------	---------------
	Photocopy	# Photocopies (@ $#.## each)
	Printer page	# Printer pages (@ $#.## each)
	Facsimile	# Fax pages (@ $#.## each)
	Miscellaneous	# Miscellaneous disbursements (@ $#.## each)

Response = "Y" in step 5 and response = "N" in step 6:


	Transaction Type	Description
	---------------------	---------------
	Photocopy	<PC-XPRT text>, # Photocopies (@ $#.## each)
	Printer page	<PC-XPRT text>, # Printer pages (@ $#.## each)
	Facsimile	<PC-XPRT text>, # Fax pages (@ $#.## each)
	Miscellaneous	<PC-XPRT text>, # Miscellaneous disbursements (@ $#.## each)

Response = "Y" in step 5 and response = "Y" in step 6:


	Transaction Type	Description
	---------------------	---------------
	Photocopy	<tcode text>; <PC-XPRT text>, # Photocopies (@ $#.## each)
	Printer page	<tcode text>; <PC-XPRT text>, # Printer pages (@ $#.## each)
	Facsimile	<tcode text>; <PC-XPRT text>, # Fax pages (@ $#.## each)
	Miscellaneous	<tcode text>; <PC-XPRT text>, # Miscellaneous disbursements (@ $#.## each)

Note:

If there were multiple TABS III transaction codes entered in the PC-XPRT description, the converted descriptions would appear as follows: <1st tcode text>; <2nd tcode text>; ...; <PC-XPRT text>; <detail information>

Note: If the copy or page count is zero for any of the transaction types listed above, the text "(@ flat amount $#.##)" will be converted instead of the text (@ $#.## each) and the count will be omitted.

Note: Keep in mind that if you answer "N" in steps 5, 6, and 7, the TABS III descriptions will be converted instead of the descriptions illustrated above.

If your response in step 7 was "Y", you have the option of converting the generated descriptions in 1 of 2 formats. If you select generated format 1, descriptions will be converted as described in step 7 above. If you select generated format 2, descriptions will be converted as follows (depending on your responses for the questions 5 and 6)

Note: The only difference between generated formats 1 and 2 are the placement of the opening parentheses in the descriptions.

Response = "N" in step 5 (if your response in step 5 is "N", the step 6 question isn't available):


	Transaction Type	Description
	---------------------	---------------
	Photocopy	(# Photocopies @ $#.## each)
	Printer page	(# Printer pages @ $#.## each)
	Facsimile	(# Fax pages @ $#.## each)
	Miscellaneous	(# Miscellaneous disbursements @ $#.## each)

Response = "Y" in step 5 and response = "N" in step 6:


	Transaction Type	Description
	---------------------	---------------
	Photocopy	<PC-XPRT text>, (# Photocopies @ $#.## each)
	Printer page	<PC-XPRT text>, (# Printer pages @ $#.## each)
	Facsimile	<PC-XPRT text>, (# Fax pages @ $#.## each)
	Miscellaneous	<PC-XPRT text>, (# Miscellaneous disbursements @ $#.## each)

Response = "Y" in step 5 and response = "Y" in step 6:


	Transaction Type	Description
	---------------------	---------------
	Photocopy	<tcode text>; <PC-XPRT text>, (# Photocopies @ $#.## each)
	Printer page	<tcode text>; <PC-XPRT text>, (# Printer pages @ $#.## each)
	Facsimile	<tcode text>; <PC-XPRT text>, (# Fax pages @ $#.## each)
	Miscellaneous	<tcode text>; <PC-XPRT text>, (# Miscellaneous disbursements @ $#.## each)

If your response to any of the questions in steps 5, 6, or 7 was “Y”, you will be asked if you want to convert descriptions in upper case text or in mixed upper and lower case text. If you select “M” (for Mixed), all descriptions illustrated in steps 5, 6, 7, and 8 will be converted as they are shown in this document. If you select “U” (for Upper), all descriptions illustrated in steps 5, 6, 7, and 8 will be converted with upper case text only.

You will be asked if you are using PC-XPRT's PARTNER system. If you answer "Y" and select to create a client validation file (see step 11), the validation file format will be configured for the PARTNER system. If you are not using PC-XPRT's PARTNER, answer "N" and the validation file will be configured to the regular PC-XPRT file format.

Note: All the options entered in steps 3-8 are stored in a file named XPRTCONV.PRM. Each time the XPRTCONV program is executed, it will read the XPRTCONV.PRM file and use the options automatically.

Next, 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 "CD" (for Convert Data), the program will look for either the DBCHARGE.OUT or the INTRANS.SND file containing the PC-XPRT data. If the 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, T3EXPDESC1.REM and T3EXP.REM will 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.

If you enter "CV" (for Create Validation File) the routine will create a client validation data file named UPDATE.REC. This file will contain a record for each active client/matter that exists in the TABS III Client file.

Note: If you are running TABS III Version 9, you must first run the Create Validation Files program in TABS III with the Data Capture Device option selected and the Client check box selected before using the "CV" command. If new validation files are not created in TABS III before creating validation files in XPRTCONV, current client information will not be included in the new validation files for PC-XPRT.

Important: Be sure to clear the transactions from your Infortext device's memory to avoid duplication of data merged with your TABS III files.

Note: If you are not using a demo version of the program, the DBCHARGE.OUT or INTRANS.SND file will automatically be deleted when the conversion is complete to avoid double posting of the data.

Note: You may change the transaction codes for photocopies, printer transactions and faxes in the future by deleting the file XPRTCONV.PRM which is created in your TABS III directory during Steps 3-7 above. This will enable you to go through the setup procedure described above in Steps 3-7 as a first time user of the program.

2000/08/23