Version 14 Conversion Instructions
for Converting Version 12 Systems

These instructions are used to convert the following Tabs3 and PracticeMaster systems from Version 12 to Version 14: 

The conversion program, STCONV14.EXE, is used to convert Version 12 data files to Version 14. Check boxes are included in these conversion instructions when the same task must be performed for more than one system. If a particular step applies to a system that your firm is not converting, simply skip that step. 

We recommend reading through all of these instructions before proceeding. 

Your local Tabs3 reseller as well as our Technical Support Representatives are available to assist you with any questions you may have. Please call your local reseller or call us at (402) 423-1440 if you have any questions regarding this update. 

Note:  If you are converting software from a version other than those listed above, you will need to use the conversion instructions for older versions. These instructions can be found in our Knowledge Base at www.support.Tabs3.com. 

Note:  The process to perform the conversion to Version 14 is different than previous Tabs3 conversions. There are several Knowledge Base Articles that discuss why this conversion is different. We recommend that you print and review the following Knowledge Base articles before you schedule your conversion. These articles can be found on the Internet at www.support.Tabs3.com.

Important Notes 

REQUIRED PRE-CONVERSION ANALYSIS:  This conversion includes a Pre-Conversion process that must be performed before converting to Version 14 as discussed later in these instructions. We recommend allowing additional time to perform this analysis and review the results. We further recommend running the Pre-Conversion Analysis ahead of the time you plan to schedule the conversion.  Knowledge Base Article R11100, “Tabs3 Version 14 Pre-Conversion Analysis,” includes comprehensive information regarding the Pre-Conversion Analysis.

PREPARING FOR THE CONVERSION: The information on the Receipt Allocation Report in Version 14 will be tracked differently than in prior versions. If the Receipt Allocation Report is used for business decisions in your firm, we strongly recommend reviewing Knowledge Base Article R11125, “Preparing for and Using Date-Based Receipt Allocation Reporting,” before converting to Version 14. This article recommends establishing a Transition Date and provides additional guidelines that should be considered before actually converting to Version 14.

SCHEDULING THE CONVERSION: We recommend that the conversion be run after closing out a billing period. When running the actual conversion, any final statements that have not been updated must be either updated or unbilled before the data can be converted. Additionally, there are some considerations regarding unallocated payments, statement dates, and GLS integration that are discussed in KB Article R11120, “How the Version 14 Receipt Allocation Report and GLS Integration Changes Affect Your Firm”.

RUNNING ON A NETWORK:  If running on a network, we recommend running the conversion during non-peak usage. Although the total time required will vary depending on the amount of data and hardware speed, the average time it takes to run the conversion program is less than 30 minutes. Larger data sets and slower hardware may require additional time. Be advised that this estimate does NOT include the time required to run the Pre-Conversion Analysis and any other required steps before and after the conversion. (Tip:  If you are running on a Windows network, running the conversion from the file server will take considerably less time if you have a large amount of data.) 

PREVIOUS VERSIONS:  Previous versions of the programs will no longer be accessible once the conversion has been completed.  Furthermore, once your data has been converted, it cannot be reverted back to the previous version.

TABS3 FINAL STATEMENTS MUST BE UPDATED OR UNBILLED: The conversion cannot be performed if any Tabs3 final statements have been run but have not been updated. 

TABS3 CLIENT LEDGER & RECEIPT ALLOCATION EDITING PROGRAMS REMOVED:  As a result of the added ability to allocate payments at the time of data entry, the Edit Receipt Allocation and Edit Client Ledger programs are no longer necessary and have been removed from Tabs3. Knowledge Base Article R11099, “Overview of Significant Changes in Tabs3 Version 14,” provides detailed information regarding these new software enhancements. 

TABS3 PAYMENT ALLOCATION NOTES:  Tabs3 now allocates payments at the time of data entry as opposed to when the Receipt Allocation Report is run. Therefore, all work-in-process payments will be allocated when the conversion is performed. As a result, there will most likely be differences in allocated amounts when comparing a Receipt Allocation Report run before the conversion and one run immediately after the conversion. Likewise, there will most likely be differences when comparing a Version 12 Processed Payments Report run before the conversion with a Version 14 Allocated Payments Report run immediately after the conversion.  It is important to note that although the payments will be allocated during the conversion; GLS journal entries will not be posted. Detailed discussion of how this is handled can be found in KB Article R11120, “How the Version 14 Receipt Allocation Report and GLS Integration Changes Affect Your Firm”.

TABS3 RECURRING PAYMENTS:  Payments can no longer be entered with a status of Save because payments are now allocated at the time of entry. During the conversion, any payments with a status of Save will be converted to a status of Print and will also be allocated. 

REPLACED REPORTS:  The Processed Payments Report has been replaced by the new Allocated Payments Report. The Client Productivity by Timekeeper Report has been replaced by the Receipt Allocation Report. 

REFERENCE NUMBERS:  Reference numbers of Version 12 transactions may change. 

TASKBILL: If you are using TASKBILL software, then you must update TASKBILL to Version 14. Statements that have been updated using Tabs3 Version 12 can be processed using TASKBILL Version 14. 

HOTDOCS:  PracticeMaster Version 14 integrates with HotDocs 2006, HotDocs 2005 SP4, SP3 and SP2, HotDocs 6.2 SP5 and SP4, and continues to integrate with HotDocs Version 5.2 and greater. 

TIME MATTERS® INTEGRATION:  Tabs3 Version 14 integrates with Time Matters Version 8, but does not integrate with earlier versions. At this time, client integration between Client Server versions Tabs3 Version 14 and Time Matters does not work. Integration with Tabs3 Version 14 Client Server will require Time Matters to make a change to their software.

CLIENT SERVER EDITIONS: Earlier versions of the STI Server Software work with Version 14.1 Client Server editions of the software. However, Version 14.2 Client Server editions are designed to work with STI Server Version 14.2, and requires an update to the STI Server Software in order to function. If your firm uses Client Server editions of the software, you should have also received a new STI Server CD. Be sure to keep your STI Server Software CD-ROM with the enclosed Version 14 CD-ROM after you have updated the Client Server editions of the software.  

WHAT’S NEW LIST:  Print and read the What’s New List so you are aware of all of the useful enhancements that have been made to the software. This document also lists several reports and utility programs that are no longer available. The What’s New List has been provided with your update, either on the CD or with your order. Alternatively, it can be found on our Knowledge Base on the Internet at www.support.Tabs3.com by clicking the What’s New Lists link. 

FREQUENTLY ASKED QUESTIONS: Our Knowledge Base on the Internet at www.support.Tabs3.com includes an article with frequently asked questions regarding this update. Reviewing this article may answer some of the questions you might encounter regarding this update. The article is R11073 - “Version 14 Conversion Frequently Asked Questions”.

Tabs3 Pre-Conversion Analysis

  1. PRE-CONVERSION ANALYSIS:  A Pre-Conversion Analysis program is provided for all Tabs3 users with this update. This program is used to analyze the integrity of your firm’s data and report any discrepancies. When the Pre-Conversion Analysis is run, there are over 20 different integrity comparisons that are made for each client’s billing and payment history. If any particular integrity check reports a discrepancy, a warning record with an associated code will be written to a file. Complete information regarding the Pre-Conversion Analysis program can be found in KB Article R11100 in our Knowledge Base at www.support.Tabs3.com. We encourage you to review the information regarding this program.

Note: The Pre-Conversion Analysis program does not affect your Tabs3 data files. It simply analyzes your data and creates a file with the results. The Pre-Conversion Analysis program must be run before you can convert to Version 14. If you have already run the Pre-Conversion Analysis on a previous day, it must be run again on the day of the conversion so that the results reflect the status of the data prior to converting. 

Note:  Other users can be using Tabs3, PracticeMaster, and other Tabs3 Financial Software products while the Pre-Conversion Analysis program is being run. However, exclusive tasks cannot be run while the Pre-Conversion Analysis program is being run. 

Tip:  If you are running on a Windows network, running the Pre-Conversion Analysis from the file server will take considerably less time if you have a large amount of data.

To install and run the Pre-Conversion Analysis 

  1. Look at the left side of your CD. Your CD will have one of two text labels:

                 Software Update
                   Version 14                                  or                  Version 14 Software
     

  2. Use the appropriate instructions in the following table based on which text label is shown on your CD:

Software Update
Version 14

Version 14 Software
  1. Insert the update CD into your CD-ROM drive.
  2. A CD browser program will automatically start. (Note: If the CD-ROM Autorun feature is disabled, click the Start button, and then click Run... Click the Browse button and navigate to the CD-ROM drive. Double-click the LAUNCH.EXE file. Click OK.) 
  3. Click Begin Update. 
  4. If desired, print the What’s New List at this time. 
  5. Go to Step 2 on the CD-ROM. 
  6. Click the Install & Run the Pre-Conversion Analysis button. 
  7. Follow the on-screen instructions to install the software. 
  8. Upon completion of the installation, the Pre-Conversion Analysis will automatically start. 
  1. Insert the CD into your CD-ROM drive.
  2. A CD browser program will automatically start. Press ESC to close the browser program.
  3. From the Start button, click Run....
  4. Click the Browse button and navigate to the CD-ROM drive.
  5. Navigate to the APPS folder and then to the PRECONV folder.
  6. From the PRECONV folder, double-click the SETUP.EXE program.
  7. Follow the instructions to install the program.
  8. Upon completion of the installation, the Pre-Conversion Analysis will automatically start.

Note: For those who do not yet have a Version 14 CD, KB Article R11100 in our Knowledge Base at www.support.Tabs3.com includes details on how to download the Pre-Conversion Analysis from the Internet. 

Note: Once the Pre-Conversion Analysis program has been installed, it can be accessed as follows. From the Start menu, point to Programs, and then point to Software Technology and select Version 14 Pre-Conversion. 

  1. PRE-CONVERSION REPORT:  After running the Pre-Conversion Analysis program, if any discrepancies were encountered, you will be asked if you want to view the Pre-Conversion Report. View this report and determine whether you want to address any reported discrepancies. If you want to address the discrepancies, they MUST be addressed BEFORE converting to Version 14. The options used to run the Pre-Conversion Report have no effect on how the conversion is performed, but instead determine which warnings are displayed on the report. Complete details regarding warning codes on the Pre-Conversion Report and how to address them can be found in KB Article R11093 in our Knowledge Base at www.support.Tabs3.com. 

Note:  In the event warnings are indicated by the Pre-Conversion Analysis, if someone who does not use the software for your firm on a regular basis is performing the conversion, such as an IT person or third party consultant, we strongly recommend that the person performing the conversion consult with the Billing Manager, Managing Partner, or other authorized firm employee before proceeding with the conversion. 

 

Conversion Procedure 

Note:  This update must be installed over an existing Version 12 installation. If you haven’t installed Version 12, you must first install Version 12 and convert to Version 12 before installing the Version 14 update (or call us for a different set of installation and conversion instructions). 

Note:  Make sure no other users are accessing any Tabs3, PracticeMaster, or Tabs3 Financial Software product while you are performing the update. You will also need to take steps to insure that no other user starts the software while you are performing the following procedures. 

Note:  When installing from a Windows XP/2000/NT4 workstation, you must have Administrator Rights. 

  1. TABS3 REMOTE:  If you use Tabs3 Remote, do the following for all workstations using Tabs3 Remote. 

  1. Print and delete any remote data entry verification lists. 

  2. Merge any data files created by Tabs3 Remote Version 12 before proceeding with the conversion. 

  3. After deleting the verification lists from within the Tabs3 Remote software, manually delete the following files from the remote workstation using Windows Explorer: R3FEEVER.DAT, R3FEEVER.IDX, R3CSTVER.DAT, and R3CSTVER.IDX.  

  4. Make sure the remote site does not perform data entry until it has been updated to Version 14. 

  1. TABS3 PALM SOFTWARE:  If you use Tabs3 Palm Software, make sure you HotSync all data from handheld devices before installing the update. 

  1. PRACTICEMASTER PALM SOFTWARE:  If you use PracticeMaster Palm Application (i.e., not the PracticeMaster Palm Conduits), make sure you HotSync all data from handheld devices before installing the update. 

  1. PRACTICEMASTER BRIEFCASE: If you use PracticeMaster Briefcase, do the following for all computers using PracticeMaster Briefcase: 

  1. Check in any data files created by PracticeMaster Briefcase before proceeding with the conversion. 

  2. Make sure the Briefcase site does not perform data entry until it has been updated to Version 14. 

  1. TBDEVICE & WCNVASCV COST RECOVERY PROGRAMS: If you use either the TBDEVICE or WCNVASCV cost recovery programs, make sure you merge all data from these programs before proceeding with the conversion. 

  1. PRINT VERIFICATION LISTS:  All verification lists will be deleted by the conversion program. Print these lists (if they exist) before starting the conversion if you want to retain a copy of this information. If you are using a multi-user version of the software, make sure you print verification lists for all users.
    o Tabs3             o GLS o APS            o TAS 

  1. RUN PRE-UPDATE STATEMENTS REPORT:  You cannot convert to Version 14 if final statements have been run but have not been updated.  Run a Pre-Update Statements Report (Statements | Pre-Update Statements Report).  If any statements are shown on the report, they must be updated or unbilled in order to successfully proceed with the conversion.

  1. PRINT TAS BANK ACCOUNT LIST: If you are using Tabs3 Trust Accounting Software (TAS), print a Bank Account List (Reports | Miscellaneous | Bank Account List). You will need the integration information on this report after the conversion is completed.
     

  2. TABS3 INTEGRATION WITH GLS:  Skip this step if you are not using both Tabs3 and GLS.
    Tabs3 Version 14 now features additional methods for integrating with Tabs3 General Ledger Software (GLS). In order to successfully convert your current integration information, the following steps MUST be verified in Tabs3 Version 12 before running the conversion program. If any part of the GLS integration is not enabled in Tabs3, the settings will not be converted, even if the information is present. 

  1. In Tabs3 Customization, the Pass cost/payment entries to General Ledger check box must be selected. 

  2. In the Transaction Code data entry program (File | Open | Miscellaneous | Tcode), the Integrate with GL check box must be selected for each expense and/or advance tcode that will post journal entries to GLS. 

  1. In Tabs3 Customization, the Pass cost/payment entries to General Ledger check box must be selected. 

  2. In the Transaction Code data entry program (File | Open | Miscellaneous | Tcode), the Integrate with GL check box must be selected for each payment tcode that will post journal entries to GLS.

Note: In Version 14, Regular Payment tcodes (i.e., Type 1) will be added to both Fee Payment Allocation and Cost Payment Allocation integration settings; Fee Payment tcodes (i.e., Type 2) will be added to the Fee Payment Allocation integration settings; and Expense Payment and Advance Payment tcodes (i.e., Type 3) will be added to the Cost Payment Allocation integration settings. 

  1. In Tabs3 Customization, the Post GLS Accrual Balances check box must be selected. 

  2. In Tabs3 Customization, the Debit Account, Credit Account, Journal and Description fields must be filled in for each Accrual item. 

  3. In the Timekeeper data entry program (File | Open | Miscellaneous | Timekeeper), The GLS Accrual Information must be filled in for each Timekeeper that will post Accrual journal entries to GLS.

  1. DATA FILE INTEGRITY CHECK:  Run the Data File Integrity Check utility program for all systems. If you are converting Tabs3, also run the Tabs3 Archive Data Integrity Check. Proceed only if there are no errors.
    o Tabs3                     o Tabs3 Archive Data Integrity Check
     o PracticeMaster o GLS o APS o TAS 

GLS Note:  If you are configured for multiple GLS clients, make sure you run the Data File Integrity Check program for all GLS clients. 

  1. DETERMINE PROGRAM DIRECTORY:  Version 14 must be installed to the same location as Version 12. During the installation, you will be asked to specify where you want the Version 14 program files installed. Although Browse and Search buttons are available to locate the Version 12 program files, it is helpful to know this location before installing the Version 14 program files. The following can be used to determine where the program files are installed. 

Start any Tabs3 or PracticeMaster software program. From the Help menu, select the About ... menu selection. Write down the Program Directory in the space provided (not the Current Working Directory).

Version 12 Program Directory:

 ___________________________________________________________________ 

  1. CLOSE PROGRAMS:  Close the following programs. 

  1. Close any Tabs3 and PracticeMaster programs opened during the previous steps. 

  2. Close Microsoft Word if you are installing PracticeMaster. 

  3. Close HotDocs if you are installing PracticeMaster. 

  4. Close Microsoft Outlook on the server and all workstations if you are installing PracticeMaster. 

  5. Close the Tabs3 Palm Application, PracticeMaster Palm Application, and Palm Desktop for all workstations on the network. The installation and/or conversion program may display an error if any of these icons are loaded in the System Tray of any workstation on the network.

  1. BACK UP:  Back up all of the Version 12 data files and program files. DO NOT skip this step. If the conversion program is interrupted for any reason, you must restore from a backup and start over. Use a backup method other than the built-in backup program because the built-in backup program does not back up program files. 

Tip:  The easiest way to make this backup is to copy the entire directory to another location. 

  1. INSTALL THE VERSION 14 PROGRAM FILES:  Use the following instructions to install System Configuration and all other Version 14 programs in the program directory specified in step #10. 

  1. Insert the program CD-ROM into your CD-ROM drive. 

  2. A CD Browser program will automatically start. (Note:  If the CD-ROM Autorun feature is disabled, click the Start button, and then click Run... Click the Browse button and navigate to the CD-ROM drive. Double-click the LAUNCH.EXE file. Click OK.) 

  3. Follow the on-screen instructions to install the software.  

  1. BEGIN DATA CONVERSION:  Depending on which CD is being used, the conversion program will start automatically or you will have to manually start the conversion. When the conversion program is started, a window with the title Version 14 Conversion will be displayed. 

  1. If the Version 14 Conversion window is displayed, skip to step d. 

  2. If you are asked to restart your computer, go ahead and restart your computer and then start the conversion program as follows. 

  3. From the Start menu, point to Programs, and then point to Software Technology and click Version 14 Conversion. 

  4. Follow the instructions to complete the conversion. The Help button or the F1 key can be used to read more about the conversion program.

Note:  If the Version 14 Conversion menu option is not shown, you can use the following alternate method to start the conversion.

      1.  Click the Start button, and then select Run.
      2.  Click the Browse button to navigate to the program directory specified in step #10,
           and then select the STCONV14.EXE file. Click Open. Click OK.

If the STCONV14.EXE file cannot be found, this indicates one of the following:
 s  the installation program was interrupted;
 s  Version 14 was installed in the wrong directory. 

  1. PRE-CONVERSION ANALYSIS:  If Tabs3 is being converted, you will be prompted to run the Pre-Conversion Analysis program. If the Pre-Conversion Analysis has been run on a previous day, it must be run again so that the recorded results reflect the current status of the data. Click the Run Pre-Conversion Analysis button to re-run the Pre-Conversion Analysis. After running the Pre-Conversion Analysis and reviewing the Pre-Conversion Report (if applicable), follow the on-screen instructions to proceed with the conversion. 

  1. COMPLETION MESSAGE:  Upon completion, the message Data conversion completed will be displayed. 

Note: If adjustments were made during the conversion based on discrepancies found by the Pre-Conversion Analysis program, a message will be displayed indicating that adjustments were made during the conversion. You will be asked if you would like to review the Conversion Report. KB Article R11093 contains detailed information regarding the various warning codes in the Post-Conversion Report as well as information regarding how to run this report at a later time. 

Note: If messages were generated during the conversion, the message Data conversion completed with X message(s). will be displayed. These messages can be found in the files named STCONV14.LOG and PMCONV14.LOG, which can be printed using any text editor such as Windows Notepad, WordPad, or Microsoft Word. KB Article R11086 contains details regarding the contents of these log files. This file also documents which payments (if any) were allocated during the conversion. Call Technical Support if you need help interpreting or troubleshooting any messages. 

  1. START TABS3: After the conversion program completes, a user with manager rights must start the Tabs3 Version 14 software. A message may be displayed indicating that system files need to be updated. This indicates the file structure for GLS configuration needs to be updated. If this occurs, click Yes to update the configuration file. Once the update has completed, a completion message will be displayed.
     

  2. DATA FILE INTEGRITY CHECKS:  In order to verify that the data converted successfully, start the Version 14 software and run the Data File Integrity Check utility program for all systems. If you are converting Tabs3, also run the Tabs3 Archive Data Integrity Check.
    o Tabs3                         o Tabs3 Archive Data Integrity Check
    o PracticeMaster o GLS          o APS          o TAS 

GLS Note:  If you are configured for multiple GLS clients, make sure you run the Data File Integrity Check program for all GLS clients. 

Although unlikely, if there are errors, print the Error Report(s) and call Technical Support. 

  1. IMPORTANT FINISHING TOUCHES: It is important to perform all of the following steps in the Finishing Touches sections. Once you have completed all of the steps in the Finishing Touches sections, you will be ready to use Version 14! 

 

Important Finishing Touches - All Programs 

  1. OPTIONAL WORKSTATION INSTALLATION:  If you use PracticeMaster Palm Conduits or PracticeMaster Word Document Assembly, you must update each workstation using the following procedures. Otherwise, you can skip this step. 

  1. From the workstation, click the Start button, and then click Run...  

  2. Click the Browse button and navigate to the directory where the Version 14 program files were installed on the server. Then, select the SETUP.EXE file found in the program directory. Click Open and then click OK to run the program.  

  3. Follow the on-screen instructions. 

  4. Repeat steps a through c for each workstation that will be using the software. 

  1. INSTALL VERSION 14 DOCUMENTATION:  The Version 14 manuals and tutorials are provided as Adobe PDF files (Portable Document Format) to make them accessible to you at any time from your workstation. This documentation can be installed from the CD-ROM by selecting the PDF Manuals option and following the on-screen instructions to install the desired documentation. 

  1. INSTALL VERSION 14 MULTIMEDIA TUTORIALS:  The Version 14 multimedia tutorials are provided on the CD-ROM. Although the multimedia tutorials can be run from the CD-ROM, if you have the hard disk space available, we recommend installing them on your hard drive so they are accessible via the help provided with the software. The updated multimedia tutorials can be installed from the CD-ROM by selecting the Multimedia Tutorials option and following the on-screen instructions to install them. 

  1. CHECK INTERNET FOR MOST CURRENT VERSION 14 PROGRAM FILES:   Software Technology, Inc. posts the most current program files on the Internet. Even though Version 14 has just been installed, we encourage you to check the Internet for the most current program files and download any updated files. 

  1. From a computer with Internet access, start Tabs3. 

  2. From the Tabs3 Help menu, select About Tabs3. 

  3. Write down the Serial Number in the following space:  _________________________ 

  4. Write down the Release Date in the following space: __________________________ 

  5. Click OK to close the About Tabs3 window. 

  6. From the Tabs3 Help menu, point to Internet Resources and select Software Update. 

  7. Your Internet browser will be opened to the Version 14 Update Page. If the date of the update file shown on the Web page is later than the date you wrote down in step d, we strongly recommend that you download the updated program files. 

  8. Click the link for the associated program you want to download. You will be prompted to enter your firm contact information. Enter this information and click Download Update. Make sure you download files for all Version 14 programs being used. (Note: The Version 14.2 update is a single unified download for all Version 14.2 programs. Only one file must be downloaded and run to update all installed Version 14 software to the latest updated program files.)

  9. After downloading the program(s), be sure to run the downloaded program(s) in order to complete the installation process. (Note: Make sure that any users accessing the Tabs3, PracticeMaster, or Tabs3 Financial Software exit the software before you run the downloaded programs.) 

  1. BACKUP PROCEDURES:  Review your backup procedures. We strongly recommend backing up the entire folder with all folders under it as opposed to backing up individual systems. 

  1. INITIALIZE ODBC:  If you are using an ODBC driver to retrieve information from Tabs3 data files, we recommend that you run the Initialize ODBC program in Tabs3 at this time to create an updated data dictionary file with the new files. Be aware that some ODBC reports or applications may need adjustments as a result of new files, new fields, and some fields being moved. For example, the receipt allocation information is stored in different files. The physical order of some fields may have changed, therefore if fields are accessed by field number, adjustments may need to be made. It is not necessary to re-run the Initialize ODBC program for GLS, APS, TAS, or PracticeMaster.  

  1. Start Tabs3. 

  2. From the Utilities menu, select Initialize Tabs3 ODBC. 

  3. Specify the location of the Tabs3 data (i.e., the Working Directory shown in Help | About Tabs3). 

  4. Click OK.

  1. REVIEW ACCESS RIGHTS:  Various new access rights have been added for new reports, programs and functionality. These new access rights are converted based on various existing access rights. Complete detailed information regarding the new access rights and how they are converted can be found in KB Article R11101, How Access Rights are Converted in Version 14. 

  1. Start System Configuration and log in as a manager. 

  2. From the Reports menu, select Access Profile List. 

  3. Select the Include Individual Systems checkbox. 

  4. Select Detail. 

  5. Select Tabs3. 

  6. Click OK. 

Important Finishing Touches - Tabs3 

  1. REPORT ICONS:  You may want to customize your Client Manager to include one or more of the new reports now available in Version 14 (i.e., Client Analysis Report, Client Realization Report, Timekeeper Realization Report, Timekeeper Analysis Report, Allocated Payments Report, etc.). This can be done at any time. 

    2. Start Tabs3 and press Ctrl+M to open the Client Manager. 

  2. Click the Customize option in the lower right-hand corner. 

  3. Click the desired Not Assigned or other icon position. 

  4. Select the desired report and click OK. 

  5. Click the Run option in the lower right-hand corner and then click Close in the upper right-hand corner. 

  6. Click Yes when asked to confirm you want to save your changes. 

  7. If desired, you can also customize the buttons shown on the A/R Balance window. 

  1. REPORT DEFINITIONS & REPORT SUITES:  The Processed Payments Report and Client Productivity by Timekeeper Report are no longer available in Version 14. Report definitions for these former reports will not be available after the conversion. Although report definitions for these former reports can no longer be selected or added to report suites, if report definitions for these reports were present in existing report suites, a message will be displayed indicating that the report definition is no longer valid when you attempt to run the report suite. In order to avoid receiving this message at a later time, you may want to edit the report suites now by removing the invalid report definitions. 

As a result of the new options implemented for the Receipt Allocation Report and Cash Receipts Report, we recommend modifying any existing report definitions for these reports to include the new options. You may also want to create new report definitions at this time for the Allocated Payments Report and other new reports. Report definitions are created by selecting the desired report options and then clicking the Save button. 

  1. GLS INTEGRATION ACCOUNT MAPPINGS: (Skip this step if you are not using GLS.)
    Before payments can be entered in Version 14, a GLS debit account and GLS credit account for Unapplied Payments MUST be configured in Tabs3. This holding account is required because Tabs3 now allocates payments when they are entered. If there is no balance due when the payment is entered, Tabs3 will post journal entries to the Unapplied Payments account. Once the payment is allocated, Tabs3 will post journal entries that transfer the allocated amount from the holding account to the account(s) designated for the final payment allocation. 

Note: It is possible that you may need to add a new account to your GLS Chart of Accounts for Unapplied Payments. If you do not know which account to use for Unapplied Payments, contact your accountant. There are different ways to handle this account. Some firms will designate this account as a liability account; however, other firms will designate it as an income holding account.

Note: Detailed information about integrating Tabs3 payments with Tabs3 General Ledger (GLS) can be found in KB Articles R11116, “Integrating Tabs3 Payments with GLS” and R11170, “Integrating Tabs3 Payments with GLS in Version 14.2.”

Additional information about converting GLS Integration settings can be found in KB Article R11173, “Version 14.2 Update Procedures.”  

Using Tabs3 Version 14.2:

  1. From the Tabs3 Maintenance menu, point to Integration and select GLS Integration Setup. 

  2. Click Configure Payment Integration. 

  3. Under Post Unapplied Payments, select the desired method for Unapplied Payment account mapping. 

  4. Click the Unapplied Payment Accounts button. 

  5. Specify the desired Debit Account, Credit Account, and Journal for each row of the GLS Accounts Table. (Note that the GLS Accounts Table will not be displayed if using the Single Debit/Credit posting method.)   

  6. Click OK to save the mapping information. 

  7. You may also want to map GLS accounts for payments to Finance Charge, Progress Fees, Fee Sales Tax, Expense Sales Tax, and Advance Sales Tax at this time.

Using Tabs3 Version 14.1:

  1. From the Tabs3 Maintenance menu, point to Integration and select GLS Integration Setup. 

  2. Under Payment Entries, find the item with a label of Payment Allocation to Finance Charge, Sales Tax, and Unapplied Payments. 

  3. Click the GLS Accounts button to the right of this label. 

  4. Click the Unapplied Payments row and then click the Edit button. 

  5. Specify the desired Debit Account, Credit Account, and Journal. 

  6. Click OK to save the mapping information. 

  7. You may also want to map GLS accounts for payments to Fees, Costs, Finance Charge, Fee Sales Tax, Expense Sales Tax, and Advance Sales Tax at this time.

It is important to verify that the GLS account and journal information for payments, cost transactions, and accrual information converted as expected. To verify all account mappings, print a GLS Integration Report. 

  1. From the Tabs3 Maintenance menu, point to Integration and select GLS Integration Setup. 

  2. Click the Print GLS Integration Setup Report button. 

  3. Print the report. 

  4. Review the GLS account mappings and make any edits as desired. 

  1. REVIEW GLS INTEGRATION METHOD:  When Tabs3 is converted to Version 14, the integration is converted such that it posts journal entries the same way that it did before. Because of the new flexible and sophisticated posting methods introduced, you may want to consider changing your posting methods. For example, if you previously entered multiple payment transactions for a single payment in order to create multiple journal entries, this is no longer necessary. A single payment transaction code can now be configured so that when used to enter a payment, it will automatically create multiple credit journal entries. As another example, when a payment is received, you can now configure GLS integration such that Tabs3 automatically posts journal entries to separate fee income accounts for each timekeeper. You can also configure GLS integration so that Tabs3 posts journal entries to separate cost expense and advance accounts for each cost type. Furthermore, you can even configure Tabs3 so that separate journal entries are posted on two levels, such as location by timekeeper. 

Additional information can be found in the Tabs3 Version 14 manual beginning on page 142 and in the Help provided with Tabs3. 

 

Important Finishing Touches - PracticeMaster 

  1. CLIENT FILE FORM LAYOUT:  As a result of implementing the new Fee Compensation Rules Tables in Tabs3, the Primary, Secondary, and Originating Timekeeper Percentage fields are no longer used in Tabs3 or PracticeMaster; they are now stored in the Fee Compensation Rules Table. Therefore, if your firm has modified the Client form layout, the first time the Client File in PracticeMaster is opened, the File Definition has Changed! window will be displayed. If this occurs, you simply need to resave the current form layout using the Form Designer as directed in the following procedure. 

  1. Start PracticeMaster. 

  2. From the Main Task Folder, click the Client icon. 

  3. If the File Definition has Changed! window is not displayed, skip the rest of the instructions in this step. 

  4. Click the Form Designer button. (Note: If you click the Use Default Layout button instead, you will lose any custom changes made to the form layout.) 

  5. Click the forunfrm button to resave the form layout. This will remove the percentage fields from the form layout.

Technical Information: Previously, these percentage fields would synchronize from Tabs3 to PracticeMaster and vice versa. Although the fields are still in PracticeMaster, they will no longer be populated for new clients that are added in Tabs3. These fields were changed in PracticeMaster to no longer be protected fields and they were also changed from a short integer field type to a number field type. 

  1. PRACTICEMASTER BRIEFCASE:  If your firm uses PracticeMaster Briefcase, you will need to install PracticeMaster Briefcase Version 14 on all computers that use PracticeMaster Briefcase.  

    Install PracticeMaster Briefcase into the directory where PracticeMaster Briefcase is installed.


  2. VERSION 14.2: Additional information about converting PracticeMaster can be found in KB Article R11173, “Version 14.2 Update Procedures.”  

 

Important Finishing Touches - Tabs3 Report Writer 

  1. Be aware that some Tabs3 Report Writer report definitions and form definitions may need adjustments as a result of new files, new fields, and some fields being moved. For example, the receipt allocation information now uses a date range as opposed to MTD, YTD, and TD periods. As another example, timekeeper receipt allocation percentage fields are no longer accessible.  

The conversion program does not convert the Tabs3 Report Writer report definitions; instead they are converted when a report or form is run for the first time in Tabs3 Report Writer Version 14, or when the table of contents is rebuilt for the first time in Version 14. We recommend rebuilding the table of contents file in Tabs3 Report Writer at this time. Complete details regarding how to rebuild the table of contents and how Tabs3 Report Writer definitions are converted can be found in KB Article R11115, Tabs3 Report Writer Version 14 Conversion Information. 

 

Important Finishing Touches - Tabs3 Remote 

  1. TABS3 REMOTE SOFTWARE: If you use Tabs3 Remote, you will need to do the following for all computers that use Tabs3 Remote: 

  1. Install Tabs3 Remote Version 14 into the directory where Tabs3 Remote is installed. 
     

  2. Although it is not required when updating from Version 12, you may want to create new Tabs3 Remote validation files using the main Tabs3 computer and transfer the validation files (R3*.*) to each computer that uses Tabs3 Remote. 

 

Important Finishing Touches - Tabs3 Palm Software 

  1. TABS3 PALM SOFTWARE:  If you are using the Tabs3 Palm Software, it is not necessary to reinstall the software. 

 

Important Finishing Touches - PracticeMaster Palm Software 

  1. PRACTICEMASTER PALM SOFTWARE:  If you are using the PracticeMaster Palm Software, it is not necessary to reinstall the software. 

 

Tabs3 Procedural Changes 

  1. STATEMENT DATE: When running statements, the Statement Date will be a significant factor because it is now additionally used for the following purposes: 

Note: Additional information regarding how the statement date affects the Receipt Allocation Report can be found in KB Article R11120, “How the Version 14 Receipt Allocation Report & GLS Integration Changes Affect Your Firm” and KB Article R11125, “Preparing for and Using Date-Based Receipt Allocation Reporting”.

  1. RECEIPT ALLOCATION REPORT: You may want to review how you run your Receipt Allocation Report. This report is now date-based as opposed to previously including MTD, YTD, and TD periods. For example, you can now run the Receipt Allocation Report for a period of June 10 through July 9. You will want to take into consideration the statement dates used when specifying what period you want used on the new Receipt Allocation Report. Furthermore, it is no longer necessary to run the Receipt Allocation Report prior to closing out the month. 

  1. FINANCE CHARGE CREDITS:  Finance charge credits (i.e., Type 9 tcodes) can no longer be entered in Tabs3 Version 14. Instead of entering finance charge credits, use the Write Off Client program. 

  1. PAYMENT INTEGRATION WITH GLS:  If integrating with GLS, you may want to review how your firm enters payments. For example, if your firm previously entered separate payment transactions for fee income, expense income, and advance income, this is no longer necessary with Version 14.  When implementing new procedures for entering payments, we recommend that you establish a transition date. KB Article R11116, “Integrating Tabs3 Payments with GLS”, discusses common methods of payment integration and how to configure these methods in Version 14. 

  1. PAYMENT DATE: When integrating with GLS, you cannot enter payments with the following month’s date until the GLS Current Fiscal Month is closed. The same holds true when entering payments for the new year; you will not be able to enter payments for the following year until the last month of the year is closed out. You will need to run the Month-End/Year-End Close-Out program in GLS in order to enter payments for the following month.

  1. MONTH-END PROCEDURES: Running the Receipt Allocation Report is no longer a required step for the month-end procedures. Therefore, the Receipt Allocation Report icon has been removed from the Month-End Task Folder. The Task Folder icon for the Receipt Allocation Report can be found on the Reports Task Folder under Management Reports.

  1. CLEAR PRODUCTIVITY TOTALS: The Clear Productivity Totals program has been renamed to Advance Current Reporting Month to more accurately reflect its function since it no longer clears totals for receipt allocation purposes.

 

Free PracticeMaster Basic System 

A free copy of PracticeMaster Basic is included with every Tabs3 Version 14 system. PracticeMaster Basic includes calendaring, case management and contact management. It does the things you already have to do, only faster. This is an ideal time to install and try out PracticeMaster Basic. In just a few seconds you can have your contacts and calendar imported from both Tabs3 and Outlook into PracticeMaster.

Tip: Want more information about PracticeMaster Basic? in the advanced practice management features of PracticeMaster Premier? Check out our Web site at www.PracticeMaster.com.

Instructions to install PracticeMaster Basic can be found in our Knowledge Base on the Internet at www.support.PracticeMaster.com in Article R11027, Installing Your FREE Copy of PracticeMaster Basic.

Tip: Not sure where to start? You can install the Demo and/or Multimedia Tutorials from the CD-ROM to learn more about PracticeMaster. If you prefer, a written “hands-on” tutorial is automatically installed when the Documentation is installed. Have questions? Call our Technical Support Staff at (402) 423-1440. Our trained representatives will be happy to answer your questions. Give PracticeMaster a try. It may be just what you’ve been looking for.

04-03-2008