Instructions to Convert Older STI Billing Systems
to TABS III Version 10
These instructions are used to convert the following STI billing systems to TABS III Version 10:
Enclosed you will find a new TABS III program, a TABS III conversion disk, a new TABS III manual, and lists of differences between your billing system and TABS III Version 10. (Note: A TABS III conversion disk is not required if you are converting from TABS III Version 8.)
TABS III includes a separate configuration module called STI System Configuration. STI System Configuration is used to configure users, access profiles and passwords. An STI System Configuration manual and program are included with the conversion materials.
Version 10 Integration Notes
TABS III Report Writer: If you are using
STI’s TABS III Report Writer, then you must update it to Version 10. Your
report definitions will be converted during the conversion.
TABS III Remote:
If you are integrating with STI’s TABS III Remote, then you must update
TABS III Remote to Version 10.
Taskbill: If you are using STI’s Taskbill
software, then you must update Taskbill to Version 10.
Client Extract:
STI’s Client Extract program has been discontinued since late 1989. If
you are using STI’s Client Extract program for labels, you can use the
TABS III Client Labels program included with TABS III. Otherwise, you can
use STI’s TABS III Report Writer software. Contact STI’s Sales Department
if you would like additional information regarding TABS III Report Writer
software.
GLS: If you are integrating with STI’s General Ledger System
(GLS), then you must update it to Version 10.
GLS Report Writer: If you
are integrating with STI’s General Ledger System Report Writer, then you
must update it to Version 10.
APS: If you are integrating with STI’s Accounts
Payable System (APS), then you must update it to Version 10.
TAS: If you
are integrating with STI’s Trust Accounting System (TAS), then you must
update it to Version 10.
CDS: Users of STI’s Critical Date System (CDS)
can upgrade to Case Master. However, you can still use Critical Date System
Version 8 with TABS III Version 10.
Case Master: STI’s Case Master Version
2.2 (or earlier) must be updated in order to integrate with TABS III Version
10.
Cost Recovery Systems & Special Programs: If you are using one of STI’s
data collection device interface programs to import data from a cost recovery
system, call STI before converting to see if the interface program needs
updating. Additionally, if your firm purchased any modified or special
programs from STI or had any custom programming performed, call STI before
converting to Version 10 to see if the program(s) need updating.
Note: Multi-user systems and single user systems will no longer integrate. You must have either all multi-user systems or all single user systems. If you have any doubts about whether your systems are multi-user or single user, refer to Appendix B of the STI System Configuration manual. Integration will automatically be disabled if this situation is detected in Version 10.
Version 10 requires Windows 95 or greater or Windows NT 4.0 or greater. Version 10 will not run under Windows 3.1, Windows 32S or Windows NT 3.5.1.
Notes to Read Before Converting
The following notes should be reviewed before converting your billing system. However, depending on which billing system you are converting from, not all notes will apply to you. Each note is prefaced with the billing systems it applies to.
Beginning with Version 9, TABS III required that all program files and data files reside in the same directory. If your data files reside in a different directory, the Version 10 conversion program will automatically move those data files to the same directory where the program files reside.
Previous versions of the programs will no longer be accessible once the conversion has been completed. The conversion program will delete any DOS program files. There are no DOS versions available for Version 10.
Reference numbers of fee, cost and payment transactions may change.
TABS III Version 3.4, TABS III Version 3.3, TABS III Version 3.2.4, TABS
III Version 3.2, TABS III Version 3.18, TABS II, TABS I and Profit$ource
Users Only:
TABS III now gives you the option to separate costs into two
classifications: client expenses and cost advances. If you do not want
to separate your costs, you can simply use expenses only. Client expenses
are costs that are incurred by the firm without a direct cash outlay. Examples
of client expenses include photocopy expenses, document preparation, per
diems, etc. Client expenses are also known as “soft” costs or “indirect”
costs. Cost advances are costs that are incurred by the firm for a specific
cost or price. Examples of cost advances include witness fees, medical
costs, filing fees, etc. Cost advances are also known as “hard” costs or
“direct” costs. Some costs such as phone calls or computer charges may
be categorized as either expenses or advances depending how the firm wants
to keep track of these. TABS III refers to client expenses and cost advances
as expenses and advances. TABS III will sometimes group expenses and advances
together and call them costs. The conversion will ask you if you want to
convert all existing costs to either expenses or advances. (If you will
be using both expenses and advances, you will have to do some editing after
the conversion.)
Profit$ource Users Only: The trust accounting feature in Profit$ource is not available in TABS III. Trust accounting is handled by STI’s Trust Accounting System. Please note the following:
• Client trust balances are ignored.
• Profit$ource Type 7 & 8 transaction codes are not converted.
Profit$ource Users Only: Profit$ource has a limit of 9 timekeepers whereas TABS III Jr. has a limit of 2 or 5 timekeepers depending on the level of TABS III Jr. you purchased. Therefore, if you are converting to TABS III Jr., you may want to delete any inactive timekeepers using Profit$ource and decide which timekeepers should be renumbered or combined before you begin the conversion. After the conversion has completed, you must renumber any timekeepers with numbers that exceed the allowable limit in TABS III Jr. If you have any questions, feel free to call our Technical Support Department for assistance.
Profit$ource Users Only: TABS III is an open invoice system in addition to a balance forward system. The accounts receivable information is maintained in the client ledger records.
TABS III Version 3.2, TABS III Version 3.18, TABS II and TABS I Users Only: TABS III is an open invoice system in addition to a balance forward system. The accounts receivable information is now maintained in the client ledger records. Because the conversion program expects to find existing client ledger records (and they are not present in this older version), your ageing will not be converted accurately. You can edit the ageing using the Edit Client Ledger program after the conversion has completed. (Note: TABS I or TABS II Users Only: There is a possibility that accounts receivable ageing information can be maintained if STI performs the conversion for you. Call our Sales Department for more information.)
TABS III Version 3.18, TABS II, TABS I and Profit$ource Users Only: TABS III includes a Receipt Allocation Report. Due to the method used to allocate payments, any work-in-process payments present at the time the conversion is run will be allocated in MTD, YTD and TD PAID the first time the report is run. This may or may not present a problem. One way to avoid this situation would be to make sure no work-in-process payments exist when the conversion is run. If this is not feasible and you don’t mind sacrificing YTD timekeeper and category productivity and activity figures, a “work-around” is discussed in detail immediately before the Establish Current Reporting Month paragraph.
TABS III Version 8, TABS III Version 7, TABS III Version 3.6, TABS III Version 3.5 and TABS III Version 3.4 Users Only: The TABS III Version 10 Write-Up/Write-Down Report now retrieves its information from the archive file. As a result, write-up/write-down information for expenses and advances that were billed prior to this conversion may not be available on this report. As an alternative, the Client Billing Summary Report will have accurate cost write-up/ write- down information. If you prefer the format of the Write-Up/Write-Down Report, you may want to run a Write-Up/ Write-Down Report for all clients before converting. (Note: Write-up/write-down information for fees is not affected.)
TABS II or TABS I Users Only Note: We have encountered an incompatibility when running PCDOS TABS systems (i.e., serial number = 3XXX) under Windows 95. The Compress Data Disk program may corrupt data files. Do not run TABS in a DOS window under Windows 95. If you have Windows 95, you can boot to DOS to run TABS. This can be done by pressing the F8 function key when booting Windows 95. The F8 key must be pressed quickly once the message “Loading Windows 95” is displayed. When the menu is shown, select the “Command prompt” menu option.
GLS Integration Note: If you are integrating with STI’s General Ledger System (GLS), write your General Ledger Serial number in the following space: ______________________ (You may need this number to complete the TABS III conversion.).
Conversion Procedures
The following procedures should be followed step by step to convert your billing system data. However, depending on which billing system you are converting from, not all steps will need to be performed. If a particular step is for certain billing systems only, the appropriate billing system will be listed at the beginning of the step. For example, step #5 should be performed only by users who are converting from TABS III Version 3.2. Steps without specific billing systems listed apply to all billing system conversions. Before starting, take a highlighter and highlight the procedures that apply to the billing system you are converting from. We also recommend checking off each step as you complete it.
Note: Make sure no other users are accessing STI software when this update is installed.
TABS III Version 3.4, TABS III Version 3.3, TABS III Version 3.2.4, TABS III Version 3.2, TABS III Version 3.18, TABS II, TABS I and Profit$ource Users Only: This conversion program cannot be run if the Update Statements program has been run but you have not run the Clear Productivity Totals program to clear the billed month-to-date figures. Either clear productivity totals now and then run this conversion or wait until you close out the current billing period before performing this conversion.
TABS II or TABS I Users Only: If you have been running TABS on multiple sets of floppy disks, you must combine your data before beginning the conversion. Use the TABS DATA CONVERSION utility program to combine sets of data unless your data disks have overlapping client numbers. For example, if Set #1 uses client numbers 1 - 500 and Set #2 uses client numbers 501 - 1000, then use the DATA CONVERSION utility program to combine these two sets. If your sets of data disks have overlapping client numbers, you must run a program called FLOPHARD to combine the sets. Contact STI for details.
Case Master Users Only:
MERGE CM CLIENT/CASE CHANGES: When integrating
with Case Master, regardless of how client/case information is passed between
the two systems, ALL client/case changes must be merged before updating
either TABS III or Case Master.
MERGE CM TIME & EXPENSE TRANSACTIONS:
When integrating TABS III with Case Master, you must use Case Master’s
“Export Time Entries” and “Export Expense Entries” programs to export the
most recent fee and cost transactions and then use TABS III’s “Merge CM
Time and Expense Transactions” program to merge this information into TABS
III. If this is not performed, the conversion will be aborted.
Accounts Payable System Version 1 Users Only:
MERGE APS DATA WITH BILLING
DATA: If you are integrated with APS Version 1, make sure you run the
billing system’s “Merge Accounts Payable Data” program before converting
the billing system or APS.
TABS III Remote and Profit$ource Remote Users Only:
MERGE REMOTE DATA: If
you use TABS III Remote or Profit$ource Remote, merge any data files created
by the remote system before proceeding with the conversion. Also, make
sure no remote sites perform data entry until they have been updated.
TABS III Version 3.4, TABS III Version 3.3, TABS III Version 3.2.4 Users
Only:
PRINT REPORTS & VERIFY BALANCES: Before converting, print a Client
Ledger Report, an Accounts Receivable Report and a Receipt Allocation Report.
Verify that the Balance Due for all clients is the same on all three reports.
If the Balance Due does not match, edit the records so they do. (Note:
If you proceed with the conversion when the Accounts Receivable, Client
Ledger and Receipt Allocation records do not match, then your new Version
10 data will not match either.)
TABS III Version 3.2 Users Only:
PRINT REPORTS & VERIFY BALANCES: Before
converting, print an Accounts Receivable Report and a Receipt Allocation
Report. Verify that the Balance Due for all clients is the same on both
reports. If the Balance Due does not match, edit the records so they do.
(Note: If you proceed with the conversion when the Accounts Receivable
and Receipt Allocation records do not match, then your new Version 10 data
will not match either.)
TABS III & Profit$ource Users Only:
PRINT VERIFICATION LISTS: Any verification
lists that haven’t been printed 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 TABS III, make sure you print verification lists for all terminals.
TABS III Version 8 Users Only:
PRINT TABS III RETAINER REPORTS: A new Client
Funds feature replaces the retainer billing feature in TABS III Version
8. Before converting, we recommend printing two separate reports of retainer
information. First, print a Retainers by Invoice Report as a record of
which clients have retainer balances due (Windows Users: Reports | Accounts
Receivable | Retainers by Invoice Report) (DOS Users: Statements/Accounts
Receivable | Retainers by Invoice Report). Second, print a Transaction
File List for retainers only (Windows Users: Reports | Transaction Reports
| Transaction File List) (DOS Users: Fee, Cost & Payment Transactions
| Transaction File List). For TABS III for Windows users, on the Transactions
tab, select the Retainers check box and clear the other check boxes. For
TABS III for DOS users, select “R” in response to the “Fee, Cost or Retainer
List?” prompt. These reports can be used after the conversion has completed
as a basis for editing the Target Balance (as described beginning on page
20).
PRINT A PASSWORD LIST (if applicable): Version 10 of STI’s software uses a more sophisticated method of system security. Password security information is not converted.
TABS III Version 3.6 and TABS III Version 3.5 Users Only:
SET CURRENT REPORTING
MONTH: The conversion program requires that the current reporting month
and year be defined in TABS III. If you know that your firm has run the
Update Statements program at least once, then your current reporting month
and year have been defined and you can skip to the next step. If you are
not sure if the Update Statements program has ever been run, check the
following. From the TABS III System Menu, select the option for Statements/Accounts
Receivable and then select the option for Update Statements. The Current
Reporting Month and Year will be displayed. If the Current Reporting Month
and Year consists of numbers (e.g., 09/00), then you can skip to the next
step. However, if the Current Reporting Month and Year is “MM/YY”, you
must run the Update Statements program before running the conversion. If
you attempt to run the conversion when the Current Reporting Month and
Year is “MM/YY”, the conversion will be aborted and you must restore from
a backup and run the Update Statements program. (Note: Do not run the Update
Statements program without first making a backup.)
TABS II or TABS I Users Only:
UPDATE PRODUCTIVITY: Run the Update Productivity
Totals program.
TABS II or TABS I Users Only:
COMPRESS DATA: Run the Compress Data Disk
program.
TABS II or TABS I Users Only:
CLEAR PRODUCTIVITY: Run the Clear Productivity
Totals program. You will be asked if you want to clear YTD totals. Enter
“Y” (Yes) or “N” (No). You will be asked if you want to clear period-to-date
totals. You must enter “Y” in response to this question.
TABS I NOTE: If you are converting from TABS I (i.e., not TABS II), since you cannot run the Clear Productivity Totals program, you must do the following instead. From a DOS prompt in the directory where your TABS program files reside, execute the following two DOS commands:
REN COMPRECL.EXE *.SAV
REN CLRPROD.EXE COMPRECL.EXEAfter executing the two renaming commands, start TABS I and run the Reclaim Deleted Records program.
Profit$ource Users Only:
BACK UP: Back up the billing system 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.
Profit$ource Users Only:
UPDATE STATEMENTS: Run the Profit$ource Update
Statements program. If this is not done prior to running the conversion
program, the conversion will abort.
Profit$ource Users Only:
CLEAR PRODUCTIVITY TOTALS: Run the Profit$ource
Clear Productivity Totals program. If you have not cleared productivity
totals, then you will not be allowed to complete the conversion.
DATA FILE INTEGRITY CHECK: Run the Data File Integrity Check utility program (select the complete check option if available). Proceed only if there are no errors.
TABS III Version 7 and 8 Users Only:
ARCHIVE FILE INTEGRITY CHECK: Run
the TABS III Archive File Integrity Check utility program. Proceed only
if there are no errors.
All TABS III, TABS II and TABS I Users:
BACK UP: Back up the billing system
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.
TABS III Version 3.2.4, TABS III Version 3.2, TABS III Version 3.18, Profit$ource
Users Only:
FILE REORGANIZATION: Run the File Reorganization Utility program.
Do not purge transactions. (Note: Make sure you have a recent backup
before running this program.)
Profit$ource Users Only:
CLIENT TRUST LEDGER: Print a Client Trust Ledger
for all clients using no beginning or ending dates. All trust transactions
in Profit$ource will be transferred to TABS III as deleted records (the
description is not transferred). This list provides you with a hard copy
of all Type 7 and 8 trust transactions.
Profit$ource Version 2 & Profit$ource Version 1.4 Users Only:
CUSTOMIZATION:
Due to the various conversions used to convert from Profit$ource to TABS
III, some of the options in Profit$ource Customization may change during
the conversion process. In the space provided below, indicate whether the
specified option is currently set to “Y” (Yes) or “N” (No) in Profit$ource.
This information can be found on Screen #4 of Profit$ource Customization.
Once the conversion has completed, you will be instructed to verify that
the statement options are correct in TABS III.
Print credits on Invoice format statements? (Y/N) ___________
Print non-billable hours on statements? (Y/N) ___________
Print blank Miscellaneous line? (Y/N) ___________
CLOSE PROGRAMS: Close any STI programs opened during previous steps.
All systems except TABS III Version 8:
INSTALL THE DATA CONVERSION DISK:
Insert the disk with the label “TABS III data conversion programs” into
your floppy disk drive. From a DOS prompt, make the floppy disk drive the
default drive by entering the floppy drive letter followed by a “:”. For
example if your floppy disk drive is drive A, then enter:
A:
From your floppy disk drive prompt, enter the command:
INSTALL
Note: The INSTALL program has a built-in search feature that will find where the program files reside. On larger network hard drives, this search feature can take quite a bit of time. If you know where the billing system program files reside, you can bypass this search feature by entering the path following the INSTALL command. For example, if the billing system program files reside on drive F: in a directory named “STI”, you can enter:
INSTALL F:\STI
Follow the on-screen instructions to install the conversion programs onto your hard disk. After the installation process has completed, the message “Installation complete.” will be displayed. (Note: You have just completed the installation of the conversion programs. The data conversions have not been performed yet.)
TABS II or TABS I Users Only:
CONVERT TABS II OR TABS I DATA TO TABS III
DATA: Change to the drive and directory where the billing system program
files reside. For example, if your billing system program files reside
on drive C in a subdirectory called STI, from the C: prompt, enter:
CD \STI
To begin the data file conversion, enter the command:
TBCONVRT
You will be asked to enter the Source Drive. Enter the letter of the drive where your TABS data is.
You will be asked to enter the Destination Drive. Enter the same drive for the Destination that you entered for the Source Drive.
Note: Your printer must be ready and on-line in order to begin the conversion.
You will be prompted “OK? (Y/N)”. Enter “Y” for the conversion to proceed. Enter “N” if you need to change any of your answers.
After entering “Y” at the “OK? (Y/N)” prompt, the conversion program reads your data file sizes and calculates the amount of disk space needed for the conversion. If there is not enough disk space, a message will be displayed stating the amount of disk space needed to perform the conversion and the program is aborted. You must make more disk space available before you can run the conversion program. (Note: Should this situation occur, it will not be necessary to restore from a backup.)
The conversion will begin. Various messages will be displayed on the screen. (Note: Once the conversion program gets to this point, if it is interrupted for any reason, you will have to restore from a backup.)
After the conversion has completed, the message “THE CONVERSION HAS SUCCESSFULLY FINISHED” will be displayed on the screen.
Note: Retainer entries (Trans Code 96) will not be converted to TABS III. All retainer entries that are in your TABS data will print on the printer during the conversion. These entries will have to be re-entered into TABS III using the Client Funds program.
Profit$ource Version 1.3 Users Only:
CONVERT PROFIT$OURCE 1.3 DATA TO PROFIT$OURCE
VERSION 1.4: Change to the drive and directory where the Profit$ource program
files reside. For example, if the Profit$ource program files reside on
drive C in a subdirectory called STI, from the C: prompt, enter:
CD \STI
To begin the first data file conversion, enter the command:
PSCONV14
If Profit$ource was configured to integrate with GLS, continue with this paragraph. If you are not integrating with GLS, go to the next paragraph. You will be asked to enter your current GLS serial number. This number can be found in the space provided on page 3 of these instructions. If your current GLS software will not integrate with TABS III, a message stating that “Version 1.4 of Profit$ource will not integrate with the version of GLS you are using” will be displayed. If you want to integrate your GLS system with TABS III, contact STI’s Sales Department for details. If you continue with the conversion after receiving the message that your GLS system does not integrate with Profit$ource, the conversion will proceed normally but will disable GLS integration. If you want to exit the program without running the conversion, press the ESC key.
You will be asked if you have backed up your data. If you answer “N”, the message “Back Up Your Data and Run This Program Again.” will be displayed and the program will be aborted. If you answer “Y”, the conversion will begin.
The conversion program reads your data file sizes and calculates the amount of disk space needed for the conversion. If there is not enough disk space, a message will be displayed stating the amount of disk space needed to perform the conversion and the program is aborted. You must make more disk space available before you can run the conversion program. (Note: Should this situation occur, it will not be necessary to restore from a backup.)
The conversion will begin. Various messages will be displayed on the screen. (Note: Once the conversion program gets to this point, if it is interrupted for any reason, you will have to restore from a backup.)
After the conversion has completed, the message “Conversion Complete!” will be displayed on the screen.
Profit$ource Version 1.3 and Profit$ource Version 1.4 Users Only:
CONVERT
PROFIT$OURCE 1.4 DATA TO PROFIT$OURCE VERSION 2: Change to the drive and
directory where the Profit$ource program files reside. For example, if
the Profit$ource program files reside on drive C in a subdirectory called
STI, from the C: prompt, enter:
CD \STI
To begin the Profit$ource Version 1.4 data file conversion to Profit$ource 2, enter the command:
PSCONV2
You will be asked if you want to archive billed fee and cost transactions. TABS III gives you the ability to archive billed fee and cost/payment transactions in separate data files. Enter “Y” (Yes).
You will be asked if you want to create archive files using the billed fee and cost transactions found in your Profit$ource data files. Billed transactions are those transactions that have been run on a final statement and updated but have not yet been removed from the data files by running the File Reorganization program with the purge option. Enter “Y” (Yes) in response to this prompt.
You will be asked to verify your selection at an “OK? (Y/N)” prompt. Enter “Y” to proceed with the conversion. Otherwise, enter “N” or press the Backspace key to change your selections. If you want to exit the program without running the conversion, press the ESC key.
After entering “Y” at the “OK? (Y/N)” prompt, the conversion program reads your data file sizes and calculates the amount of disk space needed for the conversion. If there is not enough disk space, a message will be displayed stating the amount of disk space needed to perform the conversion and the program is aborted. You must make more disk space available before you can run the conversion program. (Note: Should this situation occur, it will not be necessary to restore from a backup.)
The conversion will begin. Various messages will be displayed on the screen. (Note: Once the conversion program gets to this point, if it is interrupted for any reason, you will have to restore from a backup.)
After the conversion has completed, the message “Conversion Complete!” will be displayed on the screen.
Profit$ource Users Only:
CONVERT PROFIT$OURCE VERSION 2 DATA TO TABS III:
Change to the drive and directory where the Profit$ource program files
reside. For example, if the Profit$ource program files reside on drive
C in a subdirectory called STI, from the C: prompt, enter:
CD \STI
To begin the data file conversion, enter the command:
PSCONV35
The question “Use Primary or Secondary for Originating Timekeeper? (P/S)” will be displayed. TABS III allows assigning a third timekeeper for every client. This timekeeper is referred to as the originating timekeeper. This conversion program will automatically convert all existing clients’ primary or secondary timekeeper numbers to the originating timekeeper number. The existing primary and/or secondary timekeepers are not affected. You must answer this question for the conversion to proceed.
You will be prompted to verify your answer at the “OK? (Y/N)” prompt. Enter “N” if you want to change your answer. Otherwise, enter “Y” to proceed with the conversion. Various messages will be displayed on the screen during the conversion. After this portion of the conversion has completed, the message “This part complete. Enter ‘OK’ to continue conversion...” will be displayed on the screen. Enter “OK” to continue with the conversion.
Note: The PSCONV35 program consists of two conversion programs. After the first conversion has completed, continue with the following instructions.
CONVERSION OF COSTS: You will be asked if your existing costs should be converted to expenses or advances. The conversion program will convert all work-in-process cost transactions and all billed costs (i.e., accounts receivable and productivity figures) to either expenses or advances. The default is “E” for expenses. Enter “E” if you want to convert the costs to expenses, otherwise enter “A” if you want to convert the costs to advances. If you will not be separating your costs into the two categories of expenses and advances, simply enter “E”. (Note: If you want to use both expenses and advances, you will have to edit your transaction code file after the conversion has completed.)
Receipt Allocation Note: Due to the method used to allocate payments, any
work-in-process payments present when the conversion is run will be allocated
in MTD, YTD and TD Paid figures the first time the report is run. This
may or may not present a problem. If you have work-in-process payments
and you want the MTD and YTD Paid figures on the Receipt Allocation Report
to start with 0.00 and you are willing to sacrifice YTD timekeeper and
category productivity and activity figures, skip the Establish Current
Reporting Month paragraph and do the following.
You will be asked to enter
your beginning reporting month and the current reporting month and year.
Before you enter the beginning reporting month, determine your current
reporting month and year. The month and year following your last month’s
close-out represents your current month and year. For example, if you just
cleared productivity totals for the month of August 2000, then your current
reporting month is September 2000. Enter your current reporting month for
the beginning reporting month (regardless of what your actual beginning
reporting month is). For example, if your current reporting month is September
2000, enter September for the beginning reporting month. When asked to
enter the current reporting month and year, enter the month before your
current reporting month and year. You want the conversion program to “think”
that your “current month” is the last month of the fiscal year. For example,
if your current reporting month and year is September 2000, you would enter
August 2000 for the current reporting month and year.
After all conversions
have been completed, run the Receipt Allocation Report using a date of
the last day of the current reporting month that you entered. In our example,
you would use a August 31, 2000 report date. Work-in-Process payments will
be allocated when the report is run. Run the Clear Productivity Totals
program. All figures in MTD and YTD will be zeroed out. After clearing
YTD totals, use the Change Beginning Reporting Month program in TABS III
to change your fiscal year to the correct fiscal year. (Note: If the beginning
reporting month entered really is the first month of the year, then the
Change Beginning Reporting Month program will not have to be run.)
ESTABLISH CURRENT REPORTING MONTH: You will be asked to enter your beginning reporting month. Enter the month your reporting year begins. For example, if you are on a calendar year, you would enter “1” for January. You will also be asked to enter the current reporting month and year. Enter the month and year following your last month’s close-out. For example, if you just cleared productivity totals for the month of August 2000, then enter 09/00 (September 2000—not August 2000). (Note: If you enter the incorrect Current Reporting Month & Year and run the conversion, you will have to restore from a backup and re-run the conversion program.)
You will be asked to verify your selections at an “OK? (Y/N)” prompt. Enter “Y” to proceed with the conversion. Otherwise, press the Backspace key to change your selections. If you want to exit the program without running the conversion, press the ESC key. (Note: If you exit the program, you will need to restore your Profit$ource data files).
GLS INTEGRATION: If Profit$ource was configured to integrate with GLS, continue with this paragraph. If you are not integrating with GLS, go to the next paragraph. You will be asked to enter your current GLS serial number. This number can be found on your invoice. If your current GLS software will not integrate with TABS III, a message will be displayed stating that if you continue, the conversion will proceed normally but will disable GLS integration. Enter “OK” to continue with the conversion or press the ESC key to abort the conversion. If the GLS serial number will integrate with TABS III, you will be asked to verify your selection at an “OK? (Y/N)” prompt. Enter “Y” to proceed with the conversion. Otherwise, enter “N” or press the Backspace key to change your selection. If you want to exit the program without running the conversion, press the ESC key. (Note: If you have also received a GLS update, enter the new GLS serial number.)
CONVERSION: The conversion will begin. Various messages will be displayed on the screen. Since TABS III includes a Payment Adjustment program, negative payments are not allowed. If the conversion program finds negative work-in-process payments, they will be deleted from the data files and saved to a file called T3CONV35.LST. Before the conversion is completed, you will have the option of displaying or printing the negative payment list or completing the conversion without displaying or printing the negative payment list. (Note: We recommend you print the list.) After printing or viewing the list, select “R” for “FINISH CONVERSION (AND RETURN TO DOS)”. The T3CONV35.LST file is not deleted by the conversion program. You may want to delete it after you have printed it.
After the conversion has completed, the message “Data Conversion is Complete.” will be displayed on the screen.
TABS III Version 3.18 Users Only:
CONVERT TO TABS III VERSION 3.2: Change
to the drive and directory where the billing system program files reside.
For example, if your billing system program files reside on drive C in
a subdirectory called STI, from the C: prompt, enter:
CD \STI
To begin the data file conversion, enter the command:
T3UPD32
One new feature is to allow the text for fee and cost/payment transactions to be archived along with the information currently archived. You will be given the option of changing your current archive codes for clients that are set to “Y” to either “D” (Detail) or “S” (Summary). Detail indicates that you also want the text archived. Summary indicates that you do not want the text archived (this is what “Y” currently represents). Select “D” (Detail).
Another new feature is to allow the contact field in the client’s file to print as the first address line on a statement. You will be asked if you want the contact to print on the statement. If you answer “N”, all contact fields will have an “*” inserted in the first position of the field to indicate that the contact is not to print on the statement.
You will be prompted “OK? (Y/N)”. Enter “Y” for the conversion to proceed. Enter “N” if you need to change any of your answers.
After entering “Y” at the “OK? (Y/N)” prompt, the conversion program reads your data file sizes and calculates the amount of disk space needed for the conversion. If there is not enough disk space, a message will be displayed stating the amount of disk space needed to perform the conversion and the program is aborted. You must make more disk space available before you can run the conversion program. (Note: Should this situation occur, it will not be necessary to restore from a backup.)
The conversion will begin. Various messages will be displayed on the screen. (Note: Once the conversion program gets to this point, if it is interrupted for any reason, you will have to restore from a backup.)
After the conversion has completed, the message “The Update Has Completed” will be displayed on the screen.
TABS III Version 3.2.4 Users Only:
CONVERT TABS III VERSION 3.2.4 DATA TO
TABS III VERSION 3.3: Change to the drive and directory where the TABS
III program files reside. For example, if your TABS III program files reside
on drive C in a subdirectory called STI, from the C: prompt, enter:
CD \STI
Caution: There are two different programs that are used to convert data files to Version 3.3 data files. You should only be running this particular conversion if you are converting from TABS III Version 3.2.4. If you are converting from a billing system other than TABS III Version 3.2.4, you should be using the procedures in the next step to convert to Version 3.3.
To begin the data file conversion, enter the command:
TBCNV33A
TABS III must be run on an IBM compatible computer. A “TEST” pattern will be displayed to determine IBM Personal Computer compatibility. If you have an IBM compatible computer, the screen should be blank except for the word TEST, which will be seen in the upper-left corner, the upper-right corner and the center of the screen. If the screen is not cleared prior to displaying the test pattern or if the pattern itself is not displayed as just described, enter “N” in response to the prompt “OK? (Y/N)” which will abort the program. Enter “Y” if the pattern is correct.
You will be asked to specify the drive your data is on. Enter the letter from A-Z that represents the drive your data is on (normally drive C).
The question “USE PRIMARY OR SECONDARY FOR ORIGINATING TIMEKEEPER? (P/S)” will be displayed. TABS III now allows you to assign a third timekeeper (called an originating timekeeper) for every client. This conversion program will automatically place all existing clients’ primary or secondary timekeeper numbers in the Originating Timekeeper field of the client file. The existing primary and secondary timekeepers are not affected. You must answer this question for the conversion to proceed.
You will be prompted “OK? (Y/N)”. Enter “Y” for the conversion to proceed. If you would like to change something on the screen, enter “N” and the cursor will be positioned at the first question enabling you to correct the desired field. If you want to exit the program without running the conversion, press the ESC key.
After entering “Y” at the “OK? (Y/N)” prompt, the conversion program reads your data file sizes and calculates the amount of disk space needed for the conversion. If there is not enough disk space, a message will be displayed stating the amount of disk space needed to perform the conversion and the program is aborted. You must make more disk space available before you can run the conversion program. (Note: Should this situation occur, it will not be necessary to restore from a backup.)
The conversion will begin. Various messages will be displayed on the screen. (Note: Once the conversion program gets to this point, if it is interrupted for any reason, you will have to restore from a backup.)
After the conversion has completed, the message “The Conversion process has completed” will be displayed on the screen.
Note: The TBCNV33A.EXE conversion program was originally written for users who were converting from TABS III Version 3.2.4 to TABS III Version 3.3. Therefore, ignore the message that is displayed at the end of the conversion instructing you to run the File Reorganization program in TABS III Version 3.3.
TABS III Version 3.2, TABS III Version 3.18, TABS II or TABS I Users Only:
CONVERT
TO TABS III VERSION 3.3: Change to the drive and directory where the billing
system program files reside. For example, if your billing system program
files reside on drive C in a subdirectory called STI, from the C: prompt,
enter:
CD \STI
To begin the data file conversion, enter the command:
TBCONV33
TABS III must be run on an IBM compatible computer. A “TEST” pattern will be displayed to determine IBM Personal Computer compatibility. If you have an IBM compatible computer, the screen should be blank except for the word TEST, which will be seen in the upper-left corner, the upper-right corner and the center of the screen. If the screen is not cleared prior to displaying the test pattern or if the pattern itself is not displayed as just described, enter “N” in response to the prompt “OK? (Y/N)” which will abort the program. Enter “Y” if the pattern is correct.
You will be asked to specify the drive your data is on. Enter the letter from A-Z that represents the drive your data is on (normally drive C).
The question “USE PRIMARY OR SECONDARY FOR ORIGINATING TIMEKEEPER? (P/S)” will be displayed. TABS III now allows you to assign a third timekeeper (called an originating timekeeper) for every client. This conversion program will automatically place all existing clients’ primary or secondary timekeeper numbers in the Originating Timekeeper field of the client file. The existing primary and secondary timekeepers are not affected. You must answer this question for the conversion to proceed.
You will be prompted “OK? (Y/N)”. Enter “Y” for the conversion to proceed. If you would like to change something on the screen, enter “N” and the cursor will be positioned at the first question enabling you to correct the desired field. If you want to exit the program without running the conversion, press the ESC key.
After entering “Y” at the “OK? (Y/N)” prompt, the conversion program reads your data file sizes and calculates the amount of disk space needed for the conversion. If there is not enough disk space, a message will be displayed stating the amount of disk space needed to perform the conversion and the program is aborted. You must make more disk space available before you can run the conversion program. (Note: Should this situation occur, it will not be necessary to restore from a backup.)
The conversion will begin. Various messages will be displayed on the screen. (Note: Once the conversion program gets to this point, if it is interrupted for any reason, you will have to restore from a backup.)
After the conversion has completed, the message “The Conversion process has completed” will be displayed on the screen.
TABS III Version 3.3, TABS III Version 3.2.4, TABS III Version 3.2, TABS
III Version 3.18, TABS II or TABS I Users Only:
CONVERT TO TABS III VERSION
3.4: Change to the drive and directory where the billing system program
files reside. For example, if your billing system program files reside
on drive C in a subdirectory called STI, from the C: prompt, enter:
CD \STI
To begin the data file conversion, enter the command:
TBCONV34
You will be asked to specify the drive your data is on. Enter the letter from A-Z that represents the drive your data is on (normally drive C).
You will be asked to verify your selection. Enter “Y” to proceed with this conversion. Otherwise, enter “N” or press the Backspace key to change any of your selections. If you want to exit the program without running the conversion, press the ESC key.
After entering “Y” at the “OK? (Y/N)” prompt, the conversion program reads your data file sizes and calculates the amount of disk space needed for the conversion. If there is not enough disk space, a message will be displayed stating the amount of disk space needed to perform the conversion and the program is aborted. You must make more disk space available before you can run the conversion program. (Note: Should this situation occur, it will not be necessary to restore from a backup.)
The conversion will begin. Various messages will be displayed on the screen. (Note: Once the conversion program gets to this point, if it is interrupted for any reason, you will have to restore from a backup.)
After the conversion has completed, the message “All Done!” will be displayed on the screen.
TABS III Version 3.4, TABS III Version 3.3, TABS III Version 3.2.4, TABS
III Version 3.2, TABS III Version 3.18, TABS II and TABS I Users Only:
CONVERT
TO TABS III VERSION 3.5: Change to the drive and directory where the billing
system program files reside. For example, if your billing system program
files reside on drive C in a subdirectory called STI, from the C: prompt,
enter:
CD \STI
To begin the data file conversion, enter the command:
TBCONV35
You will be asked if you have backed up your data. If you answer “N”, the
message “BACK UP YOUR DATA AND PROGRAMS AND RUN THIS PROGRAM AGAIN” will
be displayed and the program will be aborted. If you answer “Y”, you will
be allowed to proceed with the conversion.
CONVERSION OF COSTS: You will
be asked if your existing costs should be converted to expenses or to advances.
The conversion program will convert all work-in-process cost transactions
and all billed costs (i.e., accounts receivable and productivity figures)
to either expenses or advances. Enter “E” if you want to convert the costs
to expenses, otherwise enter “A” if you want to convert the costs to advances.
The default is “E” for expenses. If you will not be separating your costs
into the two categories of expenses and advances, simply enter “E”. (Note:
If you want to use both expenses and advances, you will have to edit your
transaction code file after the conversion has completed.)
Receipt Allocation Note: Due to the method used to allocate payments, any
work-in-process payments present when the conversion is run will be allocated
in MTD, YTD and TD PAID figures the first time the report is run. This
may or may not present a problem. If you have work-in-process payments
and you want the MTD and YTD PAID figures on the Receipt Allocation Report
to start with 0.00 and you are willing to sacrifice YTD timekeeper and
category productivity and activity figures, skip the Establish Current
Reporting Month paragraph and do the following.
You will be asked to enter
your beginning reporting month and the current reporting month and year.
Before you enter the beginning reporting month, determine your current
reporting month and year. The month and year following your last month’s
close-out represents your current month and year. For example, if you just
cleared productivity totals for the month of August 2000, then your current
reporting month is September 2000. Enter your current reporting month for
the beginning reporting month (regardless of what your actual beginning
reporting month is). For example, if your current reporting month is September
2000, enter September for the beginning reporting month. When asked to
enter the current reporting month and year, enter the month before your
current reporting month and year. You want the conversion program to “think”
that your “current month” is the last month of the fiscal year. For example,
if your current reporting month and year is September 2000, you would enter
August 2000 for the current reporting month and year.
After all conversions
have been completed, run the Receipt Allocation Report using a date of
the last day of the current reporting month that you entered. In our example,
you would use a August 31, 2000 report date. Work-in-Process payments will
be allocated when the report is run. Run the Clear Productivity Totals
program. All figures in MTD and YTD will be zeroed out. After clearing
YTD totals, use the Change Beginning Reporting Month program in TABS III
to change your fiscal year to the correct fiscal year. (Note: If the beginning
reporting month entered really is the first month of the year, then the
Change Beginning Reporting Month program will not have to be run.)
ESTABLISH CURRENT REPORTING MONTH: You will be asked to enter your beginning reporting month. Enter the month your reporting year begins. For example, if you are on a calendar year, you would enter “1” for January. You will also be asked to enter the current reporting month and year. Enter the month and year following your last month’s close-out. For example, if you just cleared productivity totals for the month of August 2000, then enter 09/00 (September 2000—not August 2000).
Caution: If you enter the incorrect Current Reporting Month and Year and run the conversion, you will have to restore from a backup and re-run the conversion program. Otherwise, your productivity figures will be incorrect.
You will be asked to verify your selections at an “OK? (Y/N)” prompt. Enter
“Y” to proceed with the conversion. Otherwise, enter “N” or press the Backspace
key to change your selections. If you want to exit the program without
running the conversion, press the ESC key.
GLS INTEGRATION: If your billing
system was configured to integrate with GLS, continue with this paragraph.
If you are not integrating with GLS, go to the next paragraph. You will
be asked to enter your current GLS serial number. This number can be found
on your invoice. If your current GLS software will not integrate with TABS
III, a message will be displayed stating that if you continue, the conversion
will proceed normally but will disable GLS integration. Enter “OK” to continue
with the conversion or press the ESC key to abort the conversion. If the
GLS serial number will integrate with TABS III, you will be asked to verify
your selection at an “OK? (Y/N)” prompt. Enter “Y” to proceed with the
conversion. Otherwise, enter “N” or press the Backspace key to change your
selection. If you want to exit the program without running the conversion,
press the ESC key.
CONVERSION: At this point, the conversion program reads
your data file sizes and calculates the amount of disk space needed for
the conversion. If there is not enough disk space, a message is displayed
stating the amount of disk space needed to perform the conversion and the
program is aborted. You must make more disk space available before you
can run the conversion program.
If you have updated statements since the last month-to-date clearing and have not cleared productivity totals, then the following message will be displayed:
“STATEMENTS HAVE BEEN UPDATED SINCE PRODUCTIVITY HAS BEEN CLEARED.
FINISH
OUT THE MONTH USING TABS III VER. 3.4 AND THEN CONVERT TO VER. 3.5.
CONVERSION
ABORTED....DATA FILES DO NOT NEED TO BE RESTORED.”
Note: If you receive this message and you are using a billing system prior to TABS III Version 3.4, you will need to restore your data files, clear productivity totals and begin the conversion process again. If you are using TABS III Version 3.4, simply start TABS III 3.4, clear productivity totals and begin the conversion process again.
The conversion will begin. Various messages will be displayed on the screen. (Note: Once the conversion program gets to this point, if it is interrupted for any reason, you will have to restore from a backup. If the program was interrupted prior to the messages displaying on the screen, it is not necessary to restore from a backup before running the conversion again.)
Since TABS III now includes a Payment Adjustment program, negative payments are no longer allowed. If the conversion program finds negative work-in-process payments, they will be deleted from the data files and saved to a file called T3CONV35.LST. Before the conversion is entirely completed, you will have the option of displaying or printing the negative payment list or completing the conversion without viewing or printing the negative payment list. (Note: We recommend you print the list.) After printing or viewing the list, select “R” for Finish Conversion. The T3CONV35.LST file is not deleted by the conversion program. You may want to delete it after you have printed it.
After the conversion to Version 3.5 data has completed, the message “DATA CONVERSION IS COMPLETE.” will be displayed on the screen.
CD \STI
To begin the data file conversion, enter the command:
TBCONV36
You will be asked if you have backed up your data. If you enter “N”, the message “Back up your data and run this program again” will be displayed and the program will be aborted. If you enter “Y”, you will be allowed to proceed with the conversion.
You will be asked to verify your selection at an “OK? (Y/N)” prompt. Enter “Y” to proceed with the conversion. Otherwise, enter “N” or press the Backspace key to change your selections. If you want to exit the program without running the conversion, press the ESC key.
After entering “Y” at the “OK? (Y/N)” prompt, the conversion program reads your data file sizes and calculates the amount of disk space needed for the conversion. If there is not enough disk space, a message will be displayed stating the amount of disk space needed to perform the conversion and the program is aborted. You must make more disk space available before you can run the conversion program. (Note: Should this situation occur, it will not be necessary to restore from a backup.)
The conversion will begin. Various messages will be displayed on the screen. (Note: Once the conversion program gets to this point, if it is interrupted for any reason, you will have to restore from a backup.)
After the conversion has completed, the message “Data conversion is complete.” will be displayed on the screen.
CD \STI
To begin the data file conversion, enter the command:
TBCONV7
You will be asked if you have backed up your files. If you enter “N”, the message “Back up your data and run this program again” will be displayed and the program will be aborted. If you enter “Y”, you will be allowed to proceed with the conversion.
You will be asked if you would like the beginning “*” removed from the Work Description field. Beginning with TABS III Version 7, an asterisk character in the first position of the Work Description field indicates that the Work Description will not print on the statement. If by chance you have used an asterisk character in the first position of the Work Description, the conversion program will delete the asterisk character thus allowing the Work Description to print on the statement (provided the second character is not an asterisk also). Enter “Y” if you want the conversion program to delete the asterisk character. Otherwise, enter “N” if you want the asterisk character retained.
Note: If none of your clients have an asterisk character in the first position of the Work Description field, it will not make a difference how you answer this question.
You will be asked to choose the source for the Recap of Hours file. Enter “A”.You will be asked to verify your answers at an “OK? (Y/N)” prompt. Enter “Y” to proceed with the conversion. Otherwise, enter “N” or press the Backspace key to change your selections. If you want to exit the program without running the conversion, press the ESC key.
After entering “Y” at the “OK? (Y/N)” prompt, the conversion program reads your data file sizes and calculates the amount of disk space needed for the conversion. If there is not enough disk space, a message will be displayed stating the amount of disk space needed to perform the conversion and the program is aborted. You must make more disk space available before you can run the conversion program. (Note: Should this situation occur, it will not be necessary to restore from a backup.)
The conversion will begin. Various messages will be displayed on the screen. (Note: Once the conversion program gets to this point, if it is interrupted for any reason, you must restore from a backup.) After the conversion has completed, the message “Data conversion is complete.” will be displayed on the screen.
CD \STI
To begin the data file conversion, enter the command:
TBCONV8
You will be asked if you have backed up your data. If you answer “N”, the message “Back up your data and run this program again.” will be displayed and the program will be aborted. If you enter “Y”, the conversion program reads your data file sizes and calculates the amount of disk space needed for the conversion.
After the conversion has completed, the message “Data conversion is complete.” will be displayed on the screen.
Note: If the conversion is aborted for any reason other than insufficient disk space, you must restore from a backup and rerun the conversion.
GLS, APS or TAS Users Only:
CONVERT GLS, APS & TAS TO VERSION 8: The conversion
program that converts TABS III Version 8 data files to Version 9 data files
also converts all other STI systems’ Version 8 data files to Version 9
data files at the same time. Likewise, the conversion program that converts
TABS III Version 9 data files to Version 10 data files also converts all
other STI systems’ Version 9 data files to Version 10 data files at the
same time. Therefore, if you are also converting General Ledger System
(GLS), Accounts Payable System (APS) or Trust Accounting System (TAS),
you must convert the data for those systems to Version 8 at this time.
Once all systems’ data has been converted up to Version 8, return here
to proceed with the conversion.
Case Master Version 1 Users Only:
CONVERT CASE MASTER TO VERSION 2.2:
The conversion program that converts TABS III Version 9 data files to
TABS III Version 10 data files also converts Case Master Version 2.2 data
files to Version 10 data files. Therefore, if you are converting from Case
Master Version 1, you must convert the data for Case Master Version 1 to
Case Master Version 2.2 at this time. Once the Case Master data has been
converted up to Version 2.2, return here to proceed with the conversion.
INSTALL STI SYSTEM CONFIGURATION & TABS III: Use the following instructions to install STI System Configuration and TABS III.
Note: STI System Configuration must be installed first. DO NOT start any Version 10 programs until after the conversion has been completed. If STI System Configuration Version 10 has already been installed, it does not need to be installed again.
Note: If installing from a floppy disk, use the following instructions:
Follow the on-screen instructions to run the SETUP program. Perform these instructions for STI System Configuration and TABS III.
CONVERT TO VERSION 9: Whereas the previous conversion programs have been DOS programs, the program to convert to TABS III Version 9 data files is a Windows program named WCONV9.EXE. This conversion converts all STI Version 8 systems to Version 9. Use the following procedures to perform this conversion.
Note: If errors were encountered during the conversion, the message “Data conversion completed with X Error(s).” will be displayed. An error list can be printed if desired. The file is called WCONV9.LOG and can be printed using any text editor such as Windows Notepad.” Print the list if errors were encountered. Call STI Technical Support if you need help resolving the errors.
Error Message Note for TABS III Version 7, TABS III Version 3.6, TABS III
Version 3.5, TABS III Version 3.4, TABS III Version 3.3, TABS III Version
3.2.4, TABS III Version 3.2, TABS III Version 3.18 Users Only:
Timekeeper
by Tcode productivity file is invalid. The file will not be converted.
OR
Timekeeper by Category productivity file is invalid. The file will
not be converted.
These error messages will be seen if the last month cleared
was also a year-end close out and statements have not been updated since
the close-out. In this situation, there is no file present to convert and
you can ignore these messages. If this is not the case, contact STI Technical
Support.
Note: If messages were generated during the conversion or synchronization, the message “Data conversion completed with X message(s).” will be displayed. These messages can be found in a file named STCONV10.LOG and can be printed using any text editor such as Windows Notepad. We recommend printing this file (provided it is not too large). STI’s Knowledge Base on the Internet (http://www.search.stilegal.com) contains details regarding possible messages that may be found in this log file (keyword = Conversion | Version 10). Call STI Technical Support if you need help interpreting or troubleshooting any messages.
START TABS III: Click the Start button, and then point to Programs. Point
to the Software Technology folder, and then click TABS III. After starting
TABS III, the Logon dialog box will be displayed. If you are converting
from TABS III Version 8, use your normal User ID. Otherwise, when STI System
Configuration is installed, a user record is automatically created with
a blank User ID. You can use this User ID until you set up additional users.
Click OK to access TABS III with a blank User ID.
A message will be displayed
indicating the Client Ledger Detail files are not present. Click OK to
clear the message. Click Yes when asked if you want to disable the rebuild
warning. You will be instructed to create these files in step #45.
Profit$ource Users Only:
RENUMBER TIMEKEEPERS: If you are converting to
TABS III Jr., you must renumber any timekeepers with numbers that exceed
the allowable limit in TABS III Jr. (Note: Profit$ource has a limit of
9 timekeepers whereas TABS III Jr. has a timekeeper limit of 2 or 5 timekeepers
depending on the level of TABS III Jr. you purchased.) For example, if
you purchased TABS III Jr. for 5 timekeepers and the timekeepers in Profit$ource
were numbered 1, 2, 3 and 9, you will need to renumber timekeeper #9 to
timekeeper #4 or #5. (Hint: Multiple timekeepers can be combined into a
single number if desired.) You can start the Renumber Timekeeper program
by clicking the Maintenance menu, clicking Renumber and then clicking Timekeeper.
Additional information on the Renumber Timekeepers program can be found
in the TABS III online Help.
DATA FILE INTEGRITY CHECK: Run the TABS III Data File Integrity Check utility program to verify that there are no errors. You can start the Data File Integrity Check by clicking the Utilities menu and then clicking the Data File Integrity Check option.
ARCHIVE FILE INTEGRITY CHECK: Run the TABS III Archive File Integrity Check utility program. Proceed only if there are no errors.
CREATE NEW TABS III LEDGER DETAIL FILES: TABS III users must create the new ledger detail data files as described in the following procedures. DO NOT SKIP THIS STEP. Skipping this step could cause problems later when you want to reverse a write off, adjust a payment or undo a statement.
Upon completion, the message “Task Completed” will be displayed. Click OK to close the program.
Note: If you are converting from a version prior to 8, it may be possible that no client ledger detail records are created when running this utility. Client ledger detail records will be created once a final statement is updated. Any workstation that accesses TABS III prior to a statement being updated may receive a message indicating client ledger detail files are not present. This message can be disabled by simply clicking Yes when asked if you want to disable the message.
All systems except TABS III Version 8:
DEFINE USERS & ACCESS PROFILES: If
you haven’t done so yet, you may want to define the users and access profiles
that will be using the software. This is done using STI System Configuration.
The STI System Configuration User’s Guide includes details regarding the
User Configuration and Access Profile programs. If you printed the optional
Password List, this information will be helpful when defining additional
users and access profiles.
Warning: Defining users and access profiles can be done at any time; however, keep in mind that whatever password security was previously defined is no longer present.
After reviewing the following notes, you will be ready to use TABS III Version 10!
TABS III Remote Users
Perform the following instructions if you are also converting an older installation of Profit$ource Remote or TABS III Remote.
Finishing Touches
BACKUP PROCEDURES: Review your backup procedures—specifically file names and locations. TABS III Version 10 data files use the T3*.* file name specification (i.e., T3*.DAT and T3*.IDX). However, the user and access rights information are maintained in the ST*.DAT and ST*.IDX files, the user dictionary files are stored in the *.TLX files and the report definitions are stored in the *.TOC and *.T3D files. You may want to modify your backup routine to include these files. We recommend you make a backup of your data files at this time.
OLD DISKS: We recommend you collect all of your old program disks and recycle or destroy them.
DEMONSTRATION DATA: Version 10 software automatically installs demonstration data in a directory named TUTOR that is created in the data path specified during the SETUP program. Separate icons for the demonstration data are installed in a new group named Software Technology Demo Systems. Keep in mind that using or refreshing the demo data in the Software Technology Demo Systems group has no effect on your regular data files because the demo data is located in the TUTOR directory.
WORKSTATION INSTALLATION: After all STI systems have been installed and
converted, other workstations that access STI software must run the SETUP
program so their program shortcuts are modified appropriately and the required
files are installed.
To install the STI software on a workstation:
Click the Browse button and select the directory where the STI program files were installed. Then, select the SETUP.EXE file found in the STI program file directory. Click Open and then click OK to run the program.
Repeat steps a through c for each workstation that will be using STI software.
COST RECOVERY SYSTEMS: Any firm that uses Cost Recovery Systems must run
the Create Validation Files program with the Data Capture Device option
in order to be able to integrate with Version 10 (Maintenance | Integration
| Create Validation Files). If the cost recovery system used does not use
validation files, then you can clear all check boxes (except for the Timekeeper
check box) before running this program in order to save disk space.
Certain
cost recovery systems (e.g., Equitrac, Infortext, Pitney Bowes, Timeslips,
etc.) that use validation files require you to run the Create Validation
Files program prior to creating validation files in the cost recovery system.
For these cost recovery systems, the Create Validation Files program must
be run with the Data Capture Device option and all available check boxes
selected each time validation files are created.
CONVERSION BACKUP FILE: If you elected to create a backup file during the conversion, a backup file named CVBACK.ARQ has been created in the BACKUP directory. This file may be fairly large depending on the amount of data. You may want to delete this file at some point; however, we recommend not deleting it right away.
DELETE TMP FILES: Various files with an extension of “.TMP” may be present from previous versions. We recommend deleting these files to recover disk space. It is not unusual to have hundreds of these TMP files.
Notes
Statement Setup: A new field called “Compress Address” has been added to Statement Setup (File | Print Setup | Statement Setup). This feature eliminates any blank lines due to unused address lines. By default, this feature is enabled. However, if you want the information following the address to always print at a fixed position on the page, you will need to disable this feature. For example, if your firm uses preprinted forms with a preprinted line between the Address and the Work Description and you want the Work Description to always print in the same position, then you must clear this check box.
Key Type: The Key Length has been split into two separate fields called Key Type and Matter Length. Version 10 converts all Key Types as Numeric and converts the Matter Length based on the portion of the Key Length following the decimal.
Alpha Key Type: TABS III Version 10 can be configured to use alpha client numbers. However, if you are using Critical Date System (CDS), the Key Type must remain Numeric. Furthermore, any cost recovery systems that integrate with TABS III may require a Numeric Key Type.
TAS Integration: Previously, it was possible to use the same TAS Trust Account # / TABS III Client ID for different clients. This is no longer possible in Version 10 because of the new synchronization feature. If the conversion program encounters this situation, it will renumber the TAS trust account to the next available number and then synchronize it to TABS III thereby retaining both accounts in both systems. A message will be written to the STCONV10.LOG file indicating that the trust account was renumbered.
General Ledger Integration: If you are integrating with GLS, you may want to edit your TABS III transaction code file. Each cost/payment transaction code allows you to specify whether the transaction code should integrate with GLS. For those cost/payment transaction codes where GLS integration is not desired, you will want to clear the Integrate with GL check box. Additionally, TABS III allows you to specify two separate journal numbers for each transaction code using the Transaction Code program.
General Ledger Integration: Some older billing systems allowed you to specify the data path of the GLS client used for integration. Version 10 of TABS III simply lets you specify which GLS client is used. By default, the conversion program specifies the first GLS client with the GLS data path specified in TABS III Customization. Start TABS III Customization to verify that the correct GLS client is specified for integration purposes before TABS III Version 10 is used to enter costs or payments.
CDS Integration: In order to integrate CDS Version 8 for DOS with TABS III Version 10, CDS validation files must be created in TABS III using the Create Validation Files program. The Create Validation Files program should be run on a regular basis so that newly added clients in TABS III will be available in CDS.
Billing Frequencies: Version 10 includes a separate data file for Billing Frequencies. You may want to open this file and add descriptions for the various billing frequencies your firm uses.
Statement Templates: Version 10 uses Statement Templates for specifying billing formats. Instead of applying all billing format codes to each client, you now create statement templates and then assign a statement template for draft statements and final statements to each client. This is done on the Stmt Options tab of the client program in the Final Template and Draft Template fields. A separate statement template is created during the conversion process for every combination of billing codes your firm uses. By default, the conversion program names these statement templates 00000001, 00000002, 00000003, etc. You may want to examine the automatically created statement templates using the Statement Template program to familiarize yourself with this new method of assigning billing formats (Statements | Statement Setup | Statement Templates). You can also access the Statement Template program by right-clicking on the Final Template or Draft Template fields in the client file and selecting the Edit Statement Template menu option. While using the Statement Template program, you may want to edit the assigned descriptions for the various statement templates that were created during the conversion. It may be useful to print a list of statement templates (Reports | Miscellaneous | Statement Template List). If desired, you can easily rename the statement templates using the Rename Statement Template program (Statements | Statement Setup | Rename Statement Template). Alpha characters can be used in the statement template name. You can also globally assign statement templates to clients using the Change Client Options program (Maintenance | Client Related | Change Client Options).
Text Macros: Version 10 includes expandable text macros that let you enter an abbreviated form of a phrase or word during data entry that will automatically expand the abbreviation into the full phrase. As an option, the conversion program will create text macros based on existing transaction codes. If you selected this option, we recommend that you print a Text Macro List at this time and edit the text macros as required (Reports | Miscellaneous | Text Macro List). For example, a transaction code for “Letter to” with the alpha code of “LT” will expand to “Letter to” every time the word “lt” is typed with a space before it and after it.
Timekeeper Note: TABS III allows 35 characters for a timekeeper name instead of 20 characters. You may want to edit the timekeeper name for any timekeeper whose name requires more than 20 characters. Additionally, for billing systems that didn’t have the Timekeeper Level (versions 3.4 and older), all timekeepers will have their Timekeeper Level set to “1”. You may want to edit this field as well as define the Timekeeper Level Description file.
TABS III Version 3.4, TABS III Version 3.3, TABS III Version 3.2.4, TABS
III Version 3.2, TABS III Version 3.18, TABS II, TABS I or Profit$ource
Users:
Transaction Code Note: All transaction codes now have a Transaction
Type field (except Type 1—regular payments, Type 2—fee payments and Type
6—progress fee). All Type 0 (normal) and Type 5 (miscellaneous) transaction
codes are assigned a Transaction Type of “Fee” if the Version 3.18 Cost/Payment
Transaction Code Recap Report showed 0 in both MTD and YTD. Otherwise,
if an amount was present in MTD or YTD for the transaction codes, it will
be assigned either a Transaction Type of “Expense” or “Advance”, depending
on how you answered the question for converting your existing costs. All
Type 3 (cost payments), Type 4 (description only) and Type 9 (finance charge
credit) transactions are assigned either a Transaction Type of “Expense”
or “Advance”, depending on how you answered the question for converting
your existing costs. We recommend you print out a new Transaction Code
List to verify the Transaction Type fields. If you plan on using both expenses
and advances you will probably need to edit existing transaction codes
and perhaps add new transaction codes. You may need to add Type 3 (cost
payment), Type 4 (description only) and Type 9 (finance charge credit)
transaction codes for expenses and/or advances.
TABS III Version 3.3, TABS III Version 3.2.4, TABS III Version 3.2, TABS
III Version 3.18, TABS II, or TABS I Users:
Sales Tax Note: TABS III now
allows sales tax to be charged on costs.
Caution: Before you make any new fee or cost entries using Version 10, if you charge sales tax on fees or costs, be sure to select the Charge Sales Tax check box for the transaction codes you want sales tax charged on. If you do not, the default for all new fee and cost entries will be non-taxable.
Statement Note: TABS III Version 10 now allows optional section headings to be printed on statements for Fees, Expenses, Advances and Payments. The conversion program converts these heading lines as blank lines so that no headings will be printed. If you want to print the optional headings, you should enter the appropriate headings on the Terminology tab in Statement Customization (i.e., Fees—Line 9, Expenses—Line 25, Advances—Line 27, Payments—Line 32).
Ageing Note: Ageing periods can be defined on the Options tab of Customization. You may want to change the default ageing periods to 0-28, 29-58, 59-88, 89-118, 119-178 and 179+ to prevent the period from February to March from showing 2 months of billing in 0-30 instead of February’s billing in 0-30 and March’s billing in 31-60 if you bill at the same time each month. For example, if you bill on the 1st of each month, then the ageing period from February 1st to March 1st is only 28 days.
TABS III Version 3.4, TABS III Version 3.3, TABS III Version 3.2.4, TABS
III Version 3.2, TABS III Version 3.18, TABS II, TABS I or Profit$ource
Users:
Productivity Note: When converting timekeeper and category productivity
information, the billed figure that was in the YTD column (before beginning
this conversion) will be transferred to billed productivity for the month
prior to the current month and year. For example, if you cleared August
2000 productivity, ran the conversion and entered 09/00 for the current
month and year, then the YTD billed productivity (before beginning the
conversion) will be stored in August 2000.
Profit$ource Users Only:
Productivity Note: The Worked portion of the TABS
III Timekeeper & Category Productivity Reports will consist of unbilled
Profit$ource WIP transactions. Transactions will be reflected under the
reporting month of the transaction date. If the date of the WIP transaction
is outside of the current reporting year, the WIP transaction will not
be included in the Worked portion of the report. (Note: If you used the
“work-around” method to set Receipt Allocation totals to zero, you had
to run the Clear Productivity Totals program. Therefore, all MTD and YTD
totals will have been set to zero.)
Profit$ource Users Only:
Client Productivity Note: The TD Billed and TD
Paid figures for each client on the TABS III Receipt Allocation Report
are taken from the Billed and Paid figures on Screen #2 of the Profit$ource
Add/Change/Delete Client program. The TD figures for fees are assigned
to the Primary Timekeeper for the client. The TD figures for costs are
assigned to either expenses or advances, depending on how you answered
the question to convert costs.
Profit$ource Version 2 and Profit$ource Version 1.4 Users Only:
Customization
Note: You may want to verify that the options listed in Step #21 are correct
in TABS III. These options are found on the Options tab of Statement Customization.
Conversion of Archive Files Only: The conversion programs will automatically convert one set of archive files. If you have multiple sets of archive data files that need to be converted to Version 10, call STI’s Technical Support Department for instructions.
TABS III Version 3.4, TABS III Version 3.3, TABS III Version 3.2.4, TABS
III Version 3.2, TABS III Version 3.18, TABS II, TABS I or Profit$ource
Users:
Receipt Allocation Note: The Receipt Allocation Report will allocate
payments based on the client’s Payment Allocation Method, Finance Charge
Allocation Method and Receipt Allocation By Invoice options. The Payment
Allocation Method for all clients is set to “1” during the conversion.
The Finance Charge Allocation Method is set to “First” and the Receipt
Allocation By Invoice option is cleared. Payment Allocation Method “1”
looks at the oldest invoice due and specifies that finance charge is allocated
first, then advances, then expenses and then fees. The next oldest invoice
due is then allocated in the same order: finance charge, advances, expenses
and fees. This process continues until the payment is completely allocated
or the client’s balance is paid in full. If you want to change this method
of allocation, the payment allocation options can be changed for all clients
using the Select Client Billing Options program.
TABS III Version 8 Users Only:
Retainers & Client Funds: A new Client Funds
feature replaces the retainer billing feature found in TABS III. Where
TABS III Version 8 allowed you to bill for retainers and keep track of
the retainer amounts due, the new version expands upon this by tracking
all history for the client funds account as well as maintaining a balance
for the client funds account. Like Version 8, the new version lets you
bill a client for a retainer or client funds account. However, Version
10 will calculate the amount due based on a target amount or a minimum
balance (similar to the integration with STI's TAS). In version 10, a client
can be configured as being a one time retainer so that once the target
balance is reached, the client will not continue to be billed for the retainer.
Once the client has paid a retainer and has an amount in the client funds balance, TABS III can automatically transfer funds from the client funds balance to the client's account when a statement is run. You can even configure the automatic transfer to be for fees only, expenses only, advances only, costs only or for all charges.
When converting to TABS III Version 10, TABS III converts any retainer due amounts as client fund Target Balances. When the next statement is run, the statement will bill the client for that retainer amount due (based on the client’s largest type of Retainer Due Amount). The conversion also automatically sets each client with a retainer amount due as having an Automatic Fund Application. This means that TABS III will automatically generate payments to the firm from the client funds account to apply to the current work-in-process charges when a final statement is run (provided the client has a client funds balance). You may want to edit the client’s Fund Application located on the Status tab of the client file.
Any work-in-process retainer transactions are deleted during the conversion. Use the Transaction File List for retainers printed in step #7 to determine if any editing of the Target Balance is required. For example, if a client has a retainer balance due of $500, then TABS III converts the $500 as the client fund’s Target Balance. If an additional retainer transaction of $250 is in work-in-process but has not been billed, then the Target Balance must be edited to reflect $750 after the conversion has completed. The Target Balance is located on the Status tab of the client file.
All type 7 transaction codes (retainer tcodes) are also deleted during the conversion. If your firm will be using the client funds feature, we recommend that you create new transaction codes for client fund deposits and withdrawals. Use a Type of “0” (normal) for the deposit and withdrawal client funds transactions. Use any payment type tcode for the payment to firm transactions (i.e., “1”, “2” or “3”). Use the desired default description for the transaction. The information entered in the remaining fields does not matter since these fields are not used for the client funds transactions.
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