Tabs3 Version 14 Pre-Conversion and Conversion Report Information

Last reviewed: 01/28/2009
Article ID: R11093

The information in this article applies to:

Tabs3 Version 14 Pre-Conversion Analysis
Tabs3 Version 14 Conversion

Summary

This article is provided in order to explain how the Pre-Conversion Warnings affect Version 14. For overview information on the Pre-Conversion Analysis program, see KB Article R11100 - Tabs3 Version 14 Pre-Conversion Analysis.

Before being able to convert Tabs3 Version 12, 11, or 10 data to Version 14, a Pre-Conversion Analysis program MUST be run. The results of this program are written to a data file, which can be viewed using various filtering options. The report generated consists of various warning codes.

Certain warnings may be corrected by running the most current version of the Rebuild Client Ledger Detail program. Details on how to run the Rebuild Client Ledger Detail program can be found later in this article. After running the Rebuild Client Ledger Detail program, rerun the Pre-Conversion Analysis to determine which warnings, if any, are remaining.

Note: In the event warnings are indicated by the Pre-Conversion Analysis, if someone who does not use the software 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. We further recommend that you work with your Tabs3 reseller or our Technical Support staff to determine the best course of action.

Pre-Conversion Warnings

All Pre-Conversion warning codes consist of a 3-digit number in an 800 series (i.e., 800 through 899).

801 - Invalid Ledger Type

802 - Final Statement must be updated or unbilled before conversion

803 - Ledger Hold/Pay will be set to Pay

804 - Ledger Record has a future date

805 - Payment has a future date

807 - Payment is missing payment allocation information

808 - Credit Statement is missing ledger detail information

809 - Payment is missing ledger detail information

810 - Payment Allocation Fees not equal to Ledger Detail Fees

811 - Payment Allocation Expenses not equal to Ledger Detail Expenses

812 - Payment Allocation Advances not equal to Ledger Detail Advances

813 - Ledger Detail Fees not equal to Ledger Fees

814 - Ledger Detail Expenses not equal to Ledger Expenses

815 - Ledger Detail Advances not equal to Ledger Advances

816 - Payment Allocation Fees not equal to Ledger Fees

817 - Payment Allocation Expenses not equal to Ledger Expenses

818 - Payment Allocation Advances not equal to Ledger Advances

819 - Archive hours not equal to Statement Hours

820 - To-Date Receipt Allocation Billed Amount not equal to Payment Allocation Billed Amount

821 - To-Date Receipt Allocation Paid Amount not equal to Payment Allocation Paid Amount

822 - To-Date Receipt Allocation Write Off Amount not equal to Payment Allocation Write Off Amount

823 - To-Date Receipt Allocation Hours not equal to Total Archive Hours

824 - Payment Applied not equal to Ledger Detail Applied

825 - To-Date Receipt Allocation Paid Amounts will be used

826 - Payment Allocation Paid is greater than Payment Allocation Billed and will be adjusted

828 - Payment Allocation Paid is not equal to Ledger Paid

830 - Total To-Date Receipt Allocation Write Off Fees not equal to Total Ledger Write Off Fees

831 - Total To-Date Receipt Allocation Write Off Expenses not equal to Total Ledger Write Off Expenses

832 - Total To-Date Receipt Allocation Write Off Advances not equal to Total Ledger Write Off Advances

833 - Total To-Date Receipt Allocation Hours not equal to Total Ledger Hours

834 - Total To-Date Receipt Allocation Paid not equal to Ledger Paid

838 - Payments with a status of Save are not allowed and will be set to Print

839 - Negative WIP Payments are not allowed and will be deleted

880 - Total Payment Allocation Fees Paid not equal to Total Ledger Fees Paid

881 - Total Payment Allocation Expenses Paid not equal to Total Ledger Expenses Paid

882 - Total Payment Allocation Advances Paid not equal to Total Ledger Advances Paid

884 - Write off greater than Billed

885 - A/R Due does not equal Ledger Due

Rebuild Client Ledger Detail

Warning 801 - Invalid Ledger Type

Warning                      Warning
   Code     Ref # Type       Description
-------     ----- ----       -----------
    801         2 Y          Invalid Ledger Type

Explanation	This warning indicates that a record exists in the Client Ledger file that is not a Statement, Payment or Write Off Record (these are the only valid types of ledger records). This indicates the Client Ledger file is corrupted and needs to be repaired before converting to Tabs3 Version 14. Please call your Tabs3 reseller or Technical Support at 402-423-1440 for assistance.
Advanced Options Information for the Conversion Report	This warning will always appear on the Pre-Conversion Report, assuming that the client is included via the Include options on the Report Dialog. The Advanced Options for the Pre-Conversion Report will not affect whether or not this warning shows.
How to Identify in Prior Versions	This warning would have been indicated as an error when running a Data File Integrity Check in versions prior to Version 14.

Explanation	Prior versions allowed a ledger record to be set to "Hold" using the Edit Client Ledger program. Version 14 no longer allows this. The Version 14 conversion will change any ledger records from "Hold" to "Pay". The Pre-Conversion alerts you to the fact that the change will be made during the conversion.
Advanced Options Information for the Conversion Report	This warning will always appear on the Pre-Conversion Report, assuming that the client is included via the Include options on the Report Dialog. The Advanced Options for the Pre-Conversion Report will not affect whether or not this warning shows.
How to Identify in Prior Versions	The Statement record will show (Hold) next to the Statement Date on the Client Ledger Report.

Explanation	Payment allocation information does not exist for the payment.
How to Identify in Prior Versions	The detail breakdown information for the payment would have been missing from a Processed Payments Report. It may not have been possible to undo a statement or reverse a payment for this client.
Advanced Options Information for the Conversion Report	This warning will always appear on the Pre-Conversion Report, assuming that the client is included via the Include options on the Report Dialog. The Advanced Options for the Pre-Conversion Report will not affect whether or not this warning shows.
To Correct Prior to Converting	It is possible to correct this warning by running the most current Version 12.2 Rebuild Client Ledger Detail program. Click here for special instructions on how to run the Rebuild Client Ledger Detail program.
What the Post Conversion Report Will Show	This discrepancy may result in Post Conversion Warnings of 600, 641, 665, or 680 in the Post Conversion Report.
How Version 14 is Affected	The payment will be considered an "Applied" payment, but since allocation records do not exist, it will not be considered an "Allocated" payment. The payment may not show on an Allocated Payments Report or an Unallocated Payments Report. It will show on a Cash Receipts Report, but may have no allocation breakdown. It may be reflected on a Receipt Allocation Report in the "Other Payments" line. It may not be possible to reverse the payment or undo the statements for this client.

Explanation	The ledger is missing the detailed breakdown of a credit transaction for a fee or cost type.
How to Identify in Prior Versions	There are no reports prior to converting that will reflect this discrepancy. It may not have been possible to undo statements for this client.
Advanced Options Information for the Conversion Report	This warning will always appear on the Pre-Conversion Report, assuming that the client is included via the Include options on the Report Dialog. The Advanced Options for the Pre-Conversion Report will not affect whether or not this warning shows.
To Correct Prior to Converting	It is possible to correct this warning by running the most current Version 12.2 Rebuild Client Ledger Detail program. Click here for special instructions on how to run the Rebuild Client Ledger Detail program.
What the Post Conversion Report Will Show	This discrepancy may result in Post Conversion warning 600's.
How Version 14 is Affected	There are no reports after converting that will reflect this discrepancy. It may not be possible to undo statements for this client.

Explanation	There are discrepancies in the detail information for the fee payment or write off.
Advanced Options Information for the Conversion Report	This warning will always appear on the Pre-Conversion Report, assuming that the client is included via the Include options on the Report Dialog. The Advanced Options for the Pre-Conversion Report will not affect whether or not this warning shows.
Other Options for the Conversion Report	If the amount associated with the warning is less than 10 cents (either positive or negative), this warning can be excluded from the report by clearing the Amounts out of balance by less than 10 cents check box.
How to Identify in Prior Version	Payments: The allocation breakdown on the Processed Payments Report may be missing or inaccurate. Write Offs: The allocation breakdown on the Client Ledger Report may be missing or inaccurate. It may not have been possible to undo a statement or reverse a payment or write off for the client.
To Correct Prior to Converting	It is possible to correct this warning by running the most current Version 12.2 Rebuild Client Ledger Detail program. Click here for special instructions on how to run the Rebuild Client Ledger Detail program.
What the Post Conversion Report Will Show	This discrepancy will result in a Post Conversion Warning of 600 in the Post Conversion Report. Post Conversion Warnings of 630, 631, 641, 645, 652, 665, 666, 667, and 680 are also possible.
How Version 14 is Affected	It may not be possible to undo statements, reverse payments, or reverse write offs for this client.

Explanation	The detail information is missing for a fee ledger record.
Advanced Options Information for the Conversion Report	This warning will always appear on the Pre-Conversion Report, assuming that the client is included via the Include options on the Report Dialog. The Advanced Options for the Pre-Conversion Report will not affect whether or not this warning shows.
Other Options for the Conversion Report	If the amount associated with the warning is less than 10 cents (either positive or negative), this warning can be excluded from the report by clearing the Amounts out of balance by less than 10 cents check box.
How to Identify in Prior Versions	If running a Client Ledger Report with Detail information, this record will not include any detail. It may not have been possible to reverse a payment or undo a statement for this client.
What the Post Conversion Report Will Show	This discrepancy may result in Post Conversion Warnings of 600, 630, 631, 652, 664, 665, 666, 667 and/or 680.
How Version 14 is Affected	A Client Ledger Report with Detail information will not include complete detail breakdown information for each Cost Type for this record. It is also possible that other reports will reflect inaccurate information. It will not be possible to reverse this write off.

Explanation	There is a discrepancy between the number of hours to bill in the archive file for the statement and the number of hours to bill for the statement in the Client Ledger record.
Advanced Options Information for the Conversion Report	This warning will only appear on the Conversion Report if the following check box in the Advanced Options section is selected: Billed Hours on the Client Productivity by Timekeeper Report If this figure is not used by your firm to make financial/business decisions, then your firm does not need to be concerned with this warning code.
How to Identify in Prior Versions	The Hours figure on a Client Ledger Report does not match the Hours to Bill on a Transaction File List for that statement.
What the Post Conversion Report Will Show	This discrepancy may result in Post Conversion warning 600.
What the Version 14 Conversion Will Do	The conversion program attempts to set the hours field in the statement detail file for every timekeeper that did work on the statement. The program will make sure the total hours in the statement detail file matches the hours field in the statement ledger record by looking for the archive records that appeared on this statement. The archive records found will create the hours up to the total, but if the archive records do not reach the total, or go above the total, the hours are adjusted proportionately to match the total.
How Version 14 is Affected	When comparing a Client Productivity by Timekeeper Report that was run in a prior version to a Receipt Allocation Report in Version 14 with the Hours breakdown figures or a Timekeeper Analysis Report in Version 14, the Hours will not match.

Record Type Column	The timekeeper number is shown for Fees, CE0-CE9 is shown for Expenses (i.e., Cost Expense), or CA0-CA9 is shown for Advances (i.e., Cost Advances).
Explanation	This warning indicates that for the Record Type listed, the total amounts allocated for billed records in the Client Ledger file do not equal the total To-Date Billed amount in the Receipt Allocation file.
Advanced Options Information for the Conversion Report	This warning will only appear on the Conversion Report if one of the following check boxes in the Advanced Options section is selected: Billed Amount by Timekeeper / Cost Type (MTD, YTD, or TD) on the Receipt Allocation Report Paid Amount by Timekeeper / Cost Type (MTD, YTD, or TD) on the Receipt Allocation Report Write Off Amount by Timekeeper / Cost Type (MTD, YTD, or TD) on the Receipt Allocation Report Paid Amount by Timekeeper / Cost Type on the Processed Payments Report If these figures are not used by your firm to make financial/business decisions, then your firm does not need to be concerned with this warning code.
Other Options for the Conversion Report	If the amount associated with the warning is less than 10 cents (either positive or negative), this warning will not be displayed, even if the Amounts out of balance by less than 10 cents check box is selected.
How to Identify in Prior Versions	If a Client Ledger Report is run with Detail information for Subtotals, the subtotal for this Record Type will not match the To-Date Billed Column for that Record Type on a Receipt Allocation Report.
What the Version 14 Conversion Will Do	The Version 14 Receipt Allocation billed amounts will be adjusted to match the Payment Allocation total, reflected on a Client Ledger Report run in a prior version. Receipt Allocation paid or write off information could also be adjusted.
What the Post Conversion Report Will Show	The Conversion will resolve this discrepancy will result in Post Conversion warning 600's.
How Version 14 is Affected	A Version 14 Receipt Allocation Report will show different billed amount detail information than a Receipt Allocation Report run in a prior version. It is also possible that it will show different paid and/or write off detail information. The new Allocated Payments Report in Version 14 may not match the payment allocation information on a Processed Payments Report run in a prior version if this warning results in the Paid figures also being adjusted during the conversion. A Version 14 Client Ledger Report may show different write off detail information than a Client Ledger Report run in a prior version if write off figures were adjusted in the conversion.

Record Type Column	The Record Type column indicates the timekeeper number with the discrepancy.
Explanation	This warning indicates that the total To-Date Hours in the Receipt Allocation File do not match the total hours in the Archive File for the specified timekeeper number.
Advanced Options Information for the Conversion Report	This warning will only appear on the Conversion Report if the following check box in the Advanced Options section is selected: Billed Hours on the Client Productivity by Timekeeper Report If this figure is not used by your firm to make financial/business decisions, then your firm does not need to be concerned with this warning code.
Other Options for the Conversion Report	If the amount associated with the warning is less than 10 cents (either positive or negative), this warning can be excluded from the report by clearing the Amounts out of balance by less than 10 cents check box.
How to Identify in Prior Versions	The billed hours figure for the individual timekeeper on a To-Date Client Productivity by Timekeeper Report will not match a Transaction File List run for archived fee transactions, with an open date range and sorted by working timekeeper.
What the Version 14 Conversion Will Do	The Conversion will redistribute the hours between timekeepers.
What the Post Conversion Report Will Show	This discrepancy may result in Post Conversion warning 600 or 632.
How Version 14 is Affected	If this discrepancy results in only Post Conversion warning 600's, a Version 14 Receipt Allocation Report will show different detail hours information for individual timekeepers than a Client Productivity by Timekeeper Report run in a prior version. If this discrepancy results in a Post Conversion warning 632, it is possible that the sum of the individual timekeeper Billed Hours figures will not match the Total Billed Hours on the Version 14 Receipt Allocation Report .

Explanation	The paid information in the Receipt Allocation file for one or more timekeepers does not match the Payment Allocation detail paid information.
Advanced Options Information for the Conversion Report	This warning will always appear on the Pre-Conversion Report, assuming that the client is included via the Include options on the Report Dialog. The Advanced Options for the Pre-Conversion Report will not affect whether or not this warning shows.
How to Identify in Prior Versions	The detail paid information on a Processed Payments Report will not match the detail paid information on a Receipt Allocation Report.
What the Version 14 Conversion Will Do	The Conversion will resolve the discrepancy by changing the detail paid information in the Payment Allocation file to match the detail paid information in the Receipt Allocation file.
What the Post Conversion Report Will Show	This discrepancy will not result in Post Conversion warnings.
How Version 14 is Affected	The detail paid information on a Processed Payments Report run in a prior version will not match the detail paid information on a Version 14 Allocated Payments Report. The Version 14 Allocated Payments Report will match a Version 14 Receipt Allocation Report.

Record Type Column	This warning is reported once for each individual cost record type for each client. CE0-CE9 is shown for Expenses (i.e., Cost Expense), or CA0-CA9 is shown for Advances (i.e., Cost Advances).
Explanation	This warning is reported when a particular cost type has more paid than it does billed in the Payment Allocation file.
Advanced Options Information for the Conversion Report	This warning will only appear on the Conversion Report if one of the following check boxes in the Advanced Options section is selected: Paid Amount by Timekeeper / Cost Type (MTD, YTD, or TD) on the Receipt Allocation Report Paid Amount by Timekeeper / Cost Type on the Processed Payments Report If these figures are not used by your firm to make financial/business decisions, then your firm does not need to be concerned with this warning code.
Other Options for the Conversion Report	If the amount associated with the warning is less than 10 cents (either positive or negative), this warning can be excluded from the report by clearing the Amounts out of balance by less than 10 cents check box.
How to Identify in Prior Versions	This discrepancy will not be evident on a Processed Payments Report. The Receipt Allocation Report may show paid figures greater than billed, and positive and negative due figures for different cost types that net out to zero. It is possible that the Receipt Allocation Report will not reflect the discrepancy or the discrepancy could be reflected in a different way.
What the Version 14 Conversion Will Do	When converting the data, if the conversion finds a paid figure that exceeds the amount billed for that same record type, it will adjust the paid figure to match the billed figure. The remaining amount of the money will be allocated to other record types that still have amounts due.
What the Post Conversion Report Will Show
How Version 14 is Affected	The detail allocation information for the payment on a Processed Payments Report run in a prior version will not match the Version 14 Allocated Payments Report. A Receipt Allocation Report run in a prior version may not match a Receipt Allocation Report run in Version 14.

Explanation	The fee write off amount in the Receipt Allocation file does not match the fee write off amount in the Client Ledger file.
Advanced Options Information for the Conversion Report	This warning will only appear on the Conversion Report if one of the following check boxes in the Advanced Options section is selected: Write Off Amount by Timekeeper / Cost Type (MTD, YTD, or TD) on the Receipt Allocation Report Write Off Amount by Timekeeper / Cost Type on the Client Ledger Report If these figures are not used by your firm to make financial/business decisions, then your firm does not need to be concerned with this warning code.
Other Options for the Conversion Report	If the amount associated with the warning is less than 10 cents (either positive or negative), this warning can be excluded from the report by clearing the Amounts out of balance by less than 10 cents check box.
How to Identify in Prior Versions	The fee write off amount on a Client Ledger Report will not match the fee write off amount on a Receipt Allocation Report.
What the Version 14 Conversion Will Do	The fee write off amount in the Receipt Allocation file will be adjusted to match the fee write off amount in the Client Ledger file. It is possible in some scenarios for the fee write off detail in the Client Ledger file to also be adjusted.
What the Post Conversion Report Will Show	This discrepancy will result in Post Conversion warning 600.
How Version 14 is Affected	The fee write off amount on a Receipt Allocation Report run in a prior version will not match the fee write off amount on a Version 14 Receipt Allocation Report. It is possible that the fee write off detail on a Client Ledger Report run in a prior version will not match the fee write off detail information on a Version 14 Client Ledger Report.

Explanation	The expense write off amount in the Receipt Allocation file does not match the expense write off amount in the Client Ledger file.
Advanced Options Information for the Conversion Report	This warning will only appear on the Conversion Report if one of the following check boxes in the Advanced Options section is selected: Write Off Amount by Timekeeper / Cost Type (MTD, YTD, or TD) on the Receipt Allocation Report Write Off Amount by Timekeeper / Cost Type on the Client Ledger Report If these items are not used by your firm to make financial/business decisions, then your firm would not need to be concerned with this warning code.
Other Options for the Conversion Report	If the amount associated with the warning is less than 10 cents (either positive or negative), this warning can be excluded from the report by clearing the Amounts out of balance by less than 10 cents check box.
How to Identify in Prior Versions	The expense write off amount on a Client Ledger Report will not match the expense write off amount on a Receipt Allocation Report.
What the Version 14 Conversion Will Do	The expense write off amount in the Receipt Allocation file will be adjusted to match the expense write off amount in the Client Ledger file. It is possible in some scenarios for the expense write off detail in the Client Ledger file to also be adjusted.
What the Post Conversion Report Will Show
How Version 14 is Affected	The expense write off amount on a Receipt Allocation Report run in a prior version will not match the expense write off amount on a Version 14 Receipt Allocation Report. It is possible that the expense write off detail on a Client Ledger Report run in a prior version will not match the expense write off detail information on a Version 14 Client Ledger Report.

Explanation	The advance write off amount in the Receipt Allocation file does not match the advance write off amount in the Client Ledger file.
Advanced Options Information for the Conversion Report	This warning will only appear on the Conversion Report if one of the following check boxes in the Advanced Options section is selected: Write Off Amount by Timekeeper / Cost Type (MTD, YTD, or TD) on the Receipt Allocation Report Write Off Amount by Timekeeper / Cost Type on the Client Ledger Report If these figures are not used by your firm to make financial/business decisions, then your firm does not need to be concerned with this warning code.
Other Options for the Conversion Report	If the amount associated with the warning is less than 10 cents (either positive or negative), this warning can be excluded from the report by clearing the Amounts out of balance by less than 10 cents check box.
How to Identify in Prior Versions	The advance write off amount on a Client Ledger Report will not match the advance write off amount on a Receipt Allocation Report.
What the Version 14 Conversion Will Do	The advance write off amount in the Receipt Allocation file will be adjusted to match the advance write off amount in the Client Ledger file. It is possible in some scenarios for the advance write off detail in the Client Ledger file to also be adjusted.
What the Post Conversion Report Will Show
How Version 14 is Affected	The advance write off amount on a Receipt Allocation Report run in a prior version will not match the advance write off amount on a Version 14 Receipt Allocation Report. It is possible that the advance write off detail on a Client Ledger Report run in a prior version will not match the advance write off detail information on a Version 14 Client Ledger Report.

Explanation	The total To-Date billed hours in the Receipt Allocation file does not match the total billed hours in the Client Ledger file.
Advanced Options Information for the Conversion Report	This warning will only appear on the Conversion Report if the following check box in the Advanced Options section is selected: Billed Hours on the Client Productivity by Timekeeper Report If this figure is not used by your firm to make financial/business decisions, then your firm does not need to be concerned with this warning code.
Other Options for the Conversion Report	If the amount associated with the warning is less than 10 cents (either positive or negative), this warning can be excluded from the report by clearing the Amounts out of balance by less than 10 cents check box.
How to Identify in Prior Versions	The total hours on a Client Productivity by Timekeeper Report will not match the total hours on a Client Ledger Report.
What the Version 14 Conversion Will Do	The conversion will adjust the billed hours in the Receipt Allocation file to match the billed hours in the Client Ledger file.
What the Post Conversion Report Will Show	This discrepancy will be corrected by the Conversion and will result in a Post Conversion warning 600 for each timekeeper whose billed hours were adjusted.
How Version 14 is Affected	The total hours and hours breakdown per timekeeper on a Client Productivity by Timekeeper Report run in a prior version will not match the Version 14 Receipt Allocation Report or a Version 14 Client Ledger Report.

Explanation	There is a discrepancy between the To-Date paid figure in the Receipt Allocation file and the total paid figure in the Client Ledger file.
Advanced Options Information for the Conversion Report	This warning will always appear on the Pre-Conversion Report, assuming that the client is included via the Include options on the Report Dialog. The Advanced Options for the Pre-Conversion Report will not affect whether or not this warning shows.
How to Identify in Prior Versions	The total To-Date paid figure on the Receipt Allocation Report would not match the total paid figure on the Client Ledger Report.
What the Version 14 Conversion Will Do
What the Post Conversion Report Will Show	This discrepancy may result in Post Conversion Warnings of 645.
How Version 14 is Affected

Explanation	A payment with a "Save" status was found in the Tabs3 payment file. Version 14 no longer allows payments to be marked with a status of "Save". A status of "Save" indicated that after the payment was printed on a final statement and updated, the payment would be re-added to the Payment file as work-in-process in order to print on the next statement generated for the client. This warning is to alert you that the payment will be marked with the status of "Print" when running the conversion to Version 14.
Advanced Options Information for the Conversion Report	This warning will always appear on the Pre-Conversion Report, assuming that the client is included via the Include options on the Report Dialog. The Advanced Options for the Pre-Conversion Report will not affect whether or not this warning shows.
How to Identify in Prior Versions	A Transaction File List run for work-in-process including the Status column and transactions with a Status of "Save", would show this payment with a status of "S".
What the Version 14 Conversion Will Do	The record will be changed to a status of "Print" during the conversion process.
What the Post Conversion Report Will Show	There is nothing indicated in the Post Conversion Report. The information will be logged to the conversion log file (STCONV14.LOG).
How Version 14 is Affected	This payment will not be re-added to the Payment file as work-in -process after it is final billed and updated the next time in Version 14.

Explanation	A negative payment was found in the Tabs3 Payment file. Negative payments are not allowed in Tabs3 Version 14. This warning is to alert you that the payment will be deleted when running the conversion to Version 14.
Advanced Options Information for the Conversion Report	This warning will always appear on the Pre-Conversion Report, assuming that the client is included via the Include options on the Report Dialog. The Advanced Options for the Pre-Conversion Report will not affect whether or not this warning shows.
How to Identify in Prior Versions	This payment was included on any prior version report that included payments. It was shown with a negative sign and was added into the totals accordingly.
To Correct Prior to Converting	The reference number listed can be used to retrieve the payment in the Payment file and modify or delete it prior to converting. If this payment was entered intentionally, then it should be dealt with prior to converting to Version 14 by using a different method of data entry (i.e., payment adjustment, fee or cost credits, etc.).
What the Version 14 Conversion Will Do	The record will be deleted during the conversion process.
What the Post Conversion Report Will Show	There is nothing indicated in the Post Conversion Report. The information will be logged to the conversion log file (STCONV14.LOG).
How Version 14 is Affected	Version 14 reports will no longer take the negative payment into consideration when calculating due figures because the payment is deleted during the conversion.

Explanation	The total fees paid figure stored in the Payment Allocation file does not equal the total calculated fees paid from the Client Ledger file.
Advanced Options Information for the Conversion Report	This warning will always appear on the Pre-Conversion Report, assuming that the client is included via the Include options on the Report Dialog. The Advanced Options for the Pre-Conversion Report will not affect whether or not this warning shows.
How to Identify in Prior Versions	This discrepancy may not be readily visible by comparing reports. It is possible that the figures on the Processed Payments Report may not add up correctly.
What the Version 14 Conversion Will Do	A. How the conversion handles this Pre-Conversion warning depends on whether or not the 880 is accompanied by a Pre-Conversion warning 884 or 885 for the same client. If this client does not have a Pre-Conversion warning 884 or 885, the conversion will in most cases rebuild all allocations to correct this discrepancy. If the client also has a Pre-Conversion warning 884 or 885, this discrepancy will not be corrected.
What the Post Conversion Report Will Show	B. What the Post Conversion Report will show depends on whether or not the 880 is accompanied by a Pre-Conversion warning 884 or 885 for the same client. If a Pre-Conversion warning 884 or 885 is also present for this client, this discrepancy will result in Post Conversion warnings 630 and 680. If a Pre-Conversion warning 884 or 885 is not present, this discrepancy may result in Post Conversion warnings 600 and 601, indicating allocations for this client were rebuilt and adjustments were made to correct the discrepancy.
How Version 14 is Affected	If the Post Conversion Report indicates only warnings 600 and/or 601, the conversion was able to resolve all discrepancies for this client. Due to adjustments made to correct the discrepancies, the detailed breakdown information for the payment on a Processed Payments Report run in a prior version of the software may not match the detailed breakdown on a Version 14 Allocated Payments Report or Cash Receipts Report. It is also possible that the detailed fee breakdown information on a Receipt Allocation Report run in a prior version of the software may not match a Receipt Allocation Report run in Version 14. If the Post Conversion Report indicates warnings other than 600 and/or 601, the conversion was not able to resolve the discrepancy. It is possible that you will not be able to undo statements, reverse write offs, or reverse payments for this client. If a Post Conversion warning 680 is reported, payments and credits entered in Version 14 for this client will most likely not allocate correctly. The Receipt Allocation run in Version 14 may not reflect the same amount due than in prior versions of the software. An Other Payments line may appear, reflecting a payment that has missing allocation information. This Other Payment amount will be the difference in the amount due on the Receipt Allocation between versions. If you plan on billing and/or entering payments for this client, we recommend you mark the client Inactive and start a new matter.

Explanation	The total expenses paid figure stored in the Payment Allocation file does not equal the total calculated expenses paid from the Client Ledger file.
Advanced Options Information for the Conversion Report	This warning will always appear on the Pre-Conversion Report, assuming that the client is included via the Include options on the Report Dialog. The Advanced Options for the Pre-Conversion Report will not affect whether or not this warning shows.
How to Identify in Prior Versions	This discrepancy may not be readily visible by comparing reports. It is possible that the figures on the Processed Payments Report may not add up correctly.
What the Version 14 Conversion Will Do	A. How the conversion handles this Pre-Conversion warning depends on whether or not the 881 is accompanied by a Pre-Conversion warning 884 or 885 for the same client. If this client does not have a Pre-Conversion warning 884 or 885, the conversion will rebuild all allocations to correct this discrepancy. If the client also has a Pre-Conversion warning 884 or 885, this discrepancy will not be corrected.
What the Post Conversion Report Will Show	B. What the Post Conversion Report will show depends on whether or not the 881 is accompanied by a Pre-Conversion warning 884 or 885 for the same client. If a Pre-Conversion warning 884 or 885 is also present for this client, this discrepancy will result in Post Conversion warnings 630 and 680. If a Pre-Conversion warning 884 or 885 is not present, this discrepancy may result in Post Conversion warnings 600 and 601, indicating allocations for this client were rebuilt and adjustments were made to correct the discrepancy.
How Version 14 is Affected	If the Post Conversion Report indicates only warnings 600 and/or 601, the conversion was able to resolve all discrepancies for this client. Due to adjustments made to correct the discrepancies, the detailed breakdown information for the payment on a Processed Payments Report run in a prior version of the software may not match the detailed breakdown on a Version 14 Allocated Payments Report or Cash Receipts Report. It is also possible that the detailed fee breakdown information on a Receipt Allocation Report run in a prior version of the software may not match a Receipt Allocation Report run in Version 14. If the Post Conversion Report indicates warnings other than 600 and/or 601, the conversion was not able to resolve the discrepancy. It is possible that you will not be able to undo statements, reverse write offs, or reverse payments for this client. If a Post Conversion warning 680 is reported, payments and credits entered in Version 14 for this client will most likely not allocate correctly. The Receipt Allocation run in Version 14 may not reflect the same amount due than in prior versions of the software. An Other Payments line may appear, reflecting a payment that has missing allocation information. This Other Payment amount will be the difference in the amount due on the Receipt Allocation between versions. If you plan on billing and/or entering payments for this client, we recommend you mark the client Inactive and start a new matter.

Explanation	The total advances paid figure stored in the Payment Allocation file does not equal the total calculated advances paid from the Client Ledger file.
Advanced Options Information for the Conversion Report	This warning will always appear on the Pre-Conversion Report, assuming that the client is included via the Include options on the Report Dialog. The Advanced Options for the Pre-Conversion Report will not affect whether or not this warning shows.
How to Identify in Prior Versions	This discrepancy may not be readily visible by comparing reports. It is possible that the figures on the Processed Payments Report may not add up correctly.
What the Version 14 Conversion Will Do	A. How the conversion handles this Pre-Conversion warning depends on whether or not the 882 is accompanied by a Pre-Conversion warning 884 or 885 for the same client. If this client does not have a Pre-Conversion warning 884 or 885, the conversion will rebuild all allocations to correct this discrepancy. If the client also has a Pre-Conversion warning 884 or 885, this discrepancy will not be corrected.
What the Post Conversion Report Will Show	B. What the Post Conversion Report will show depends on whether or not the 882 is accompanied by a Pre-Conversion warning 884 or 885 for the same client. If a Pre-Conversion warning 884 or 885 is also present for this client, this discrepancy will result in Post Conversion warnings 630 and 680. If a Pre-Conversion warning 884 or 885 is not present, this discrepancy may result in Post Conversion warnings 600 and 601, indicating allocations for this client were rebuilt and adjustments were made to correct the discrepancy.
How Version 14 is Affected	If the Post Conversion Report indicates only warnings 600 and/or 601, the conversion was able to resolve all discrepancies for this client. Due to adjustments made to correct the discrepancies, the detailed breakdown information for the payment on a Processed Payments Report run in a prior version of the software may not match the detailed breakdown on a Version 14 Allocated Payments Report or Cash Receipts Report. It is also possible that the detailed fee breakdown information on a Receipt Allocation Report run in a prior version of the software may not match a Receipt Allocation Report run in Version 14. If the Post Conversion Report indicates warnings other than 600 and/or 601, the conversion was not able to resolve the discrepancy. It is possible that you will not be able to undo statements, reverse write offs, or reverse payments for this client. If a Post Conversion warning 680 is reported, payments and credits entered in Version 14 for this client will most likely not allocate correctly. The Receipt Allocation run in Version 14 may not reflect the same amount due than in prior versions of the software. An Other Payments line may appear, reflecting a payment that has missing allocation information. This Other Payment amount will be the difference in the amount due on the Receipt Allocation between versions. If you plan on billing and/or entering payments for this client, we recommend you mark the client Inactive and start a new matter.

Tabs3 Version 14 Pre-Conversion and Conversion Report Information

Last reviewed: 01/28/2009 Article ID: R11093

Summary

Pre-Conversion Warnings

Warning 801 - Invalid Ledger Type

Warning 802 - Final Statement must be updated or unbilled before conversion

Warning 803 - Ledger Hold/Pay will be set to Pay

Warning 804 - Ledger Record has a future date

Warning 805 - Payment has a future date

Warning 807 - Payment is missing payment allocation information

Warning 808 - Credit Statement is missing ledger detail information

Warning 809 - Payment is missing ledger detail information

Warning 810 - Payment Allocation Fees not equal to Ledger Detail Fees

Warning 811 - Payment Allocation Expenses not equal to Ledger Detail Expenses

Warning 812 - Payment Allocation Advances not equal to Ledger Detail Advances

Warning 813 - Ledger Detail Fees not equal to Ledger Fees

Warning 814 - Ledger Detail Expenses not equal to Ledger Expenses

Warning 815 - Ledger Detail Advances not equal to Ledger Advances

Warning 816 - Payment Allocation Fees not equal to Ledger Fees

Warning 817 - Payment Allocation Expenses not equal to Ledger Expenses

Warning 818 - Payment Allocation Advances not equal to Ledger Advances

Warning 819 - Archive hours not equal to Statement Hours

Warning 820 - To-Date Receipt Allocation Billed Amount not equal to Payment Allocation Billed Amount

Warning 821 - To-Date Receipt Allocation Paid Amount not equal to Payment Allocation Paid Amount

Warning 822 - To-Date Receipt Allocation Write Off Amount not equal to Payment Allocation Write Off Amount

Warning 823 - To-Date Receipt Allocation Hours not equal to Total Archive Hours

Warning 824 - Payment Applied not equal to Ledger Detail Applied

Warning 825 - To-Date Receipt Allocation Paid Amounts will be used

Warning 826 - Payment Allocation Paid is greater than Payment Allocation Billed and will be adjusted

Warning 828 - Payment Allocation Paid not equal to Ledger Paid

Warning 830 - Total To-Date Receipt Allocation Write Off Fees not equal to Total Ledger Write Off Fees

Warning 831 - Total To-Date Receipt Allocation Write Off Expenses not equal to Total Ledger Write Off Expenses

Warning 832 - Total To-Date Receipt Allocation Write Off Advances not equal to Total Ledger Write Off Advances

Warning 833 - Total To-Date Receipt Allocation Hours not equal to Total Ledger Hours

Warning 834 - Total To-Date Receipt Allocation Paid not equal to Ledger Paid

Warning 838 - Payments with a status of Save are not allowed and will be set to Print

Warning 839 - Negative WIP Payments are not allowed and will be deleted

Warning 880 - Total Payment Allocation Fees Paid not equal to Total Ledger Fees Paid

Warning 881 - Total Payment Allocation Expenses Paid not equal to Total Ledger Expenses Paid

Warning 882 - Total Payment Allocation Advances Paid not equal to Total Ledger Advances Paid

Warning 884 - Write off greater than Billed

Warning 885 - A/R Due does not equal Ledger Due

Definitions

Miscellaneous Information

Rebuild Client Ledger Detail Instructions

Tabs3 Version 12.2.2 Information

ReferenceS

Last reviewed: 01/28/2009
Article ID: R11093

Explanation	The client has a write off for an amount greater than the billed amount. Due to the nature of this discrepancy, if the client also has Pre-Conversion warnings other than 801, 802, 803, 804, 819, 820, 821, 822, 823, 825, 830, 838, or 839 and you plan to continue to bill and/or enter payments for this client, we recommend that you correct this discrepancy prior to converting. If this discrepancy is not corrected prior to converting and the client remains active, we recommend marking the client Inactive and starting a new matter for the client in Version 14.
Advanced Options Information for the Conversion Report	This warning will always appear on the Pre-Conversion Report, assuming that the client is included via the Include options on the Report Dialog. The Advanced Options for the Pre-Conversion Report will not affect whether or not this warning shows.
How to Identify in Prior Versions	A Client Ledger report will show the write off amount greater than the amount billed.
What the Version 14 Conversion Will Do	The conversion will not make adjustments to correct this discrepancy. Additionally, this warning may prevent other Pre-Conversion warnings from being resolved as well.
What the Post Conversion Report Will Show	This discrepancy will result in a Post Conversion warning 684.
How Version 14 is Affected	Due to the nature of this discrepancy, the conversion will be unable to resolve discrepancies for this client. If the client also has Pre-Conversion warnings other than 801, 802, 803, 804, 819, 823, 825, 838, or 839, and these warnings end up resulting in Post Conversion warning 680, payments and credits entered in Version 14 for this client will most likely not allocate correctly. The Receipt Allocation Report, Allocated Payments Report and Unallocated Payments Report may reflect discrepancies moving forward.

Explanation	There is a discrepancy between the Accounts Receivable balance due and the Client Ledger balance due for this client. Due to the nature of this discrepancy, if the client also has Pre-Conversion warnings other than 801, 802, 803, 804, 819, 820, 821, 822, 823, 825, 830, 838, or 839 and you plan to continue to bill and/or enter payments for this client, we recommend that you correct this discrepancy prior to converting. If this discrepancy is not corrected prior to converting and the client remains active, we recommend marking the client Inactive and starting a new matter for the client in Version 14.
Advanced Options Information for the Conversion Report	This warning will always appear on the Pre-Conversion Report, assuming that the client is included via the Include options on the Report Dialog. The Advanced Options for the Pre-Conversion Report will not affect whether or not this warning shows.
How to Identify in Prior Versions	The balance due reflected on a Client Ledger Report for this client would not match the balance due on the Detail and Summary Accounts Receivable Report, the Accounts Receivable by Invoice Report, or the client's statement. There are more uncommon ledger scenarios that can cause this discrepancy to be reported but not be readily visible by comparing reports.
What the Version 14 Conversion Will Do	The conversion will not make adjustments to correct this discrepancy. If the client has a zero balance and also has a Post Conversion warning 680, the client will be marked Inactive during the conversion.
What the Post Conversion Report Will Show	This discrepancy will result in Post Conversion warning 685. If the client has a zero balance and also has a Post Conversion warning 680, a Post Conversion warning 686 will also be reported, indicating the client has been marked Inactive.
How Version 14 is Affected	The balance due reflected on a Client Ledger Report for this client will continue to not match the balance due on the Detail and Summary Accounts Receivable Report, the Accounts Receivable by Invoice Report, or the client's statement. For the ledger scenarios where this discrepancy was not readily visible by comparing reports, this may continue to be true in Version 14. If the client also has Pre-Conversion warnings other than 801, 802, 803, 804, 819, 823, 825, 838, or 839, and these warnings end up resulting in Post Conversion warning 680, the client's discrepancies will not be able to be corrected by the conversion. Payments and credits entered in Version 14 for this client will most likely not allocate correctly. The Receipt Allocation information for this client will not be accurate.

To-Date	The term "To-Date" is used in reference to the Receipt Allocation File. When running a Version 12 Receipt Allocation Report, options were available to run it for Month-To-Date, Year-To-Date, or To-Date. The To-Date option included ALL information in the Receipt Allocation file for that client. This is equivalent to the "All " option on the Version 14 Receipt Allocation Report.
Receipt Allocation	The term "Receipt Allocation" is used to describe information that is shown on the Version 12 Receipt Allocation Report.
Payment Allocation or PYMALC	The Payment Allocation file, also abbreviated as PYMALC, contains the information that can be accessed by clicking on the Allocate button in the Version 12 Edit Client Ledger program. This information is stored not only for payments, but also for statements and write offs. For example, if $500 was billed evenly amongst Timekeepers 1 and 2, the Payment Allocation file would contain a record for Timekeeper 1 for $250 and a record for Timekeeper 2 for $250.
Ledger Detail	The term "Ledger Detail" is used to describe the information that can be accessed by clicking on the Apply button in the Version 12 Edit Client Ledger program. This information is stored only for payments, write offs and statements that contain credits. It consists of the record type (Timekeeper number, Cost Type, etc.) and the statement that the write off, payment, or credit applies to.
Statement Detail File	The term "Statement Detail File" is used to describe a new file created in the Version 14 Conversion to store a client's Ledger / Accounts Receivable information. It consists of the Client ID, the Ledger reference number, the Record Type (Timekeeper number, Cost Type, etc.), the amount and amount due for that record type, the hours (for fees) and a calculated worked value figure.
Statement Detail Allocation File	The term "Statement Detail Allocation File" is used to describe a new file created in the Version 14 Conversion to store a client's Allocation information for paid and credited amounts. It consists of the Client ID, the Ledger reference number, an indicator if the payment is in Work-In-Process or not, whether it's a payment or a credit, the Record Type (Timekeeper number, Cost Type, etc.), the amount, the sequence number of the ledger record that it applies to, the allocation date, whether or not any manual allocation was done or not, whether it's working / primary / secondary / or originating allocation, and a net paid figure.
Client ID*	An asterisk next to the client ID indicates the client's Receipt Allocation by Invoice check box is cleared.
Calculated Due OR Calculated Amount	When referring to a "calculated due" amount from the Client Ledger file, the conversion is performing a calculation, per transaction type, as to what has been billed minus any payments, credits and write offs, e.g. Total Fees Billed - (Payments Allocated to Fees + Fee Credits + Fee Write Offs) = Calculated Fees Due. OR When referring to a "calculated" amount from the Client Ledger file, the conversion is calculating what it thinks has been either billed or paid per transaction type e.g. Total Fees Billed - (Payments Allocated to Fees + Fee Credits + Fee Write Offs) = Calculated Fees Due from the Client Ledger file. OR When referring to a "calculated" amount from the Client Ledger file, the conversion program is adding and subtracting the detail records for each transaction type to find the appropriate figure, e.g. Total Fees Billed - (Payments Allocated to Fees + Fee Credits + Fee Write Offs) = Calculated Fees Due from the Client Ledger file.