Timeslips to Tabs3 Conversion

Timeslips to Tabs3 Conversion

Software Technology has developed a program named TSCONV to convert data from Timeslips into Tabs3. This program is used to convert Timeslips to a fresh install of Tabs3 only. If you have an existing Tabs3, PracticeMaster or Trust Accounting system, you must contact our Technical Support Department because these conversion instructions will not work for you. The TSCONV program converts client name and address information, aged accounts receivable balances, and unbilled transactions. This document includes instructions to convert data from Timeslips Version 2010, 2009, 2008, 2007, 2006, 2005, 2004, and Version 11 into Tabs3 Version 15 using the TSCONV.EXE program. If you need to convert data from an earlier version of Timeslips please contact our Technical Support Department. Please read through these instructions carefully before attempting to use the TSCONV program.

Note: When printing this document, you will also need to print an additional set of instructions for the specific Timeslips version you are using. Steps 2 and 3 of the Procedures section of this document contain links to these instructions.

Note: Data conversions from Timeslips to Tabs3 can be handled in various ways. One way is to use our TSCONV program to convert the data. You can do it yourself, or hire a Tabs3 consultant in your area to do it for you. The other way is to have Software Technology, Inc. perform a custom conversion for you. There are pros and cons to either conversion method.

TSCONV: The advantage of using the TSCONV program to convert your Timeslips data is that it can be used right away instead of waiting for a custom conversion. However, there are several disadvantages as well. Timeslips is not very flexible when it comes to exporting data that can be easily converted. This means the TSCONV program was written to convert data that is formatted very specifically. There are no options to customize the TSCONV program to meet the specific needs for your firm. Also you can only convert one set of data from Timeslips.

Custom Conversion: Software Technology has a conversion department that specializes in performing conversions between other billing systems and Tabs3. The main advantage is the ability to customize the conversion to meet the unique requirements of your data. Disadvantages include scheduling (it may take several weeks before the conversion could be done) as well as cost (costs typically fall in the $2,000 - $3,000 range, depending on how much data there is to convert).

Data Corruption

The TSCONV program should only be used if you have been experiencing error free conditions in Timeslips. If you currently have problems with your Timeslips system due to missing or corrupt data, the TSCONV program may behave unpredictably or convert corrupt data into Tabs3. If corruption has occurred, it should be repaired in Timeslips before proceeding with the conversion. If there is data corruption in Tabs3 following the conversion, there will be a charge for Software Technology to evaluate what is wrong with the data and attempt a repair.

What Version of Timeslips am I Using?

Many of the steps involved in converting your Timeslips data into Tabs3 are dependent on which version of Timeslips you currently use. If you are unsure of which Timeslips version is being used, there is an easy way to find out. Start Timeslips and click the Help menu option. The last menu item displayed in the Help box will be either About Timeslips by Sage 200X or About Timeslips v11.x….

What is Converted into Tabs3

The TSCONV program converts Timeslips data into the following Tabs3 data files:

Timekeepers: This file contains a generated Tabs3 timekeeper number and the Timeslips user nickname only. The file will contain only those Timeslips users that are used in the custom fields (see more information about "Timeslips Custom Fields" in a following section) or from any unbilled slips. After the conversion is complete, you will have to go into each timekeeper record in Tabs3 and add timekeeper initials, names, rates, and levels.

Categories: Since Timeslips doesn’t have a field that can be converted into the Tabs3 category field, a generic category number 1 with a description of "Only Tabs3 Category" will be converted for all clients.

Transaction Codes: This file contains a generated Tabs3 transaction code number and the Timeslips activity nickname only. The file will contain Timeslips activity codes that are used on any unbilled slips. After the conversion is complete, each transaction code will need to be edited by adding codes, rates, and descriptions.

Clients: This file contains the client/matter information from Timeslips including nicknames, client names, address lines, city/state/zip, contact name, "In Reference To" text, and phone numbers.

Note: Tabs3 Client ID’s are converted from Timeslips nicknames. Since Timeslips nicknames allow spaces and punctuation characters and Tabs3 does not, those characters are stripped from the nickname as they are converted into Tabs3. Also, Timeslips nicknames can be up to 15 characters long whereas Tabs3 Client ID’s are allowed a maximum of 12 characters. Any Timeslips nicknames longer than 12 characters (after stripping spaces and punctuation) will be truncated.

Duplicate Client ID’s Note: Sometimes, as Timeslips nicknames are stripped of spaces and punctuation and are truncated, multiple clients are left with the same Tabs3 Client ID’s. Since all Tabs3 Client ID’s must be unique, an algorithm has been devised to eliminate duplicates that occur. When a duplicate is generated, the left-most 8 characters of the Client ID are combined with a counter which starts at 1. This new Client ID (composed of the 8 characters plus the counter) is converted as the Tabs3 Client ID. Multiple duplicates from Timeslips would result in the counter being incremented by 1 for each duplicate found.

Timekeeper Conversion: Tabs3 Primary, Secondary and Originating Timekeepers are converted from Timeslips in the following manner. If the custom "user" field is converted, the information in that field will determine the timekeeper fields in the Tabs3 Client file. If this field is not converted, is empty, or contains invalid information, the timekeeper fields will contain timekeeper #1.

Client Notes: The Timeslips "In Reference To" field is always converted into the Tabs3 Work Description and is sometimes converted into the Client Notes. The Work Description has a 50 character limit while the Client Notes has a 10,500 character limit. Sometimes the "In Reference To" field exceeds 50 characters. If this occurs, the left-most 50 characters are converted into the Work Description (truncated after the last word that doesn’t exceed the 50 character limit) and the entire "In Reference To" field is converted into the Client Notes. If the "In Reference To" field does not exceed 50 characters, it is only converted into the Work Description.

Accounts Receivable: The Timeslips aged accounts receivable balances are converted into the Tabs3 client ledger file. A separate client ledger record is created for each aged balance, with the date on each record aged according to the date specified when you run the TSCONV program. Since Timeslips doesn’t provide aged balances that are split into fees and costs, each balance converted into Tabs3 is converted as fees only. Furthermore, all fees will be allocated to the timekeeper that is converted as the primary timekeeper for the client.

Example: If a client owes $200, $150 of which was billed 30 days ago and the other was billed 60 days ago, two client ledger records will be created for this client.

Note: In Timeslips it is possible to convert just the client information without the Accounts Receivable balances. The Accounts Receivable balances can then be entered into Tabs3 manually if necessary. The detail Client Export instructions will explain when to do this if you would like to export the clients with no Accounts Receivable.

Work-In-Process: This file contains the unbilled slips from Timeslips including timekeepers, dates, transaction codes, hours, rates, amounts, statuses, and descriptions.

Timeslips Terminology

Timeslips allows you to customize some field labels that are displayed on data entry screens and that print on reports. Some of those fields are specifically referenced in these instructions. The instructions refer to the default field labels, so if some of those labels have been changed, you need to be aware of them. To see the current labels, select Setup from the menu options at the top of the screen, then select General..., and then click the Terminology tab. The following is a list of the labels that can be customized, the default labels, and some common alternatives:

Timeslips Label Tabs3 Default Common Alternatives

Timekeeper Timekeeper Attorney, Controller, User, Worker

Client Client Account, Company, Customer

Time Activity Task Fee, Time

Expense Activity Expense Cost, Disbursement

Any Activity Activity Transaction Code, Work Code

Reference Reference Work Description

Project Project Case, Matter

Slip Custom Field Extra

Category Category Type, Division

Phone Fields Phone, Fax, Home, and Other Pager, Cell, or Car Phone.

Address Line 4 Country Attn

Split Bill Information Split bill information

Note: Only the client and timekeeper labels are referenced in the instructions.

Timeslips Custom Fields

Timeslips has the capability of defining what are known as custom fields. These are fields that can hold any extra data that a firm cares to track per client. The TSCONV program was designed to convert data from two of these custom fields, provided they are available. To see if they are available in Timeslips, select Setup from the menu options at the top of the screen, and then select Custom Fields…. The fields will be on the Client tab.

The two desired custom fields are a "User" field (which may have been renamed to Attorney, Controller, Timekeeper, Worker, etc., as described in the "Timeslips Terminology" section above) and an "Open Date" field (sometimes known as an Inception Date). Look for the text "User:1" (which may also be Timekeeper, Attorney, etc.) in the Type column for the user field and the text "Date" in the Type column for the Open Date field. If both fields are available, they can be converted. The Client Export instructions found later in this document will explain how to actually select these fields for exporting.

Note: For additional information on the "User" field, see the previous section labeled "What is Converted into Tabs3" (subsection Clients; Timekeeper Conversion).
Note: If only one of the two fields are available and you want to export the data for it, you can "trick" Timeslips into having both fields available. Simply add a new field to the custom fields list for the custom field that is missing. That field will then be available when you export client data, even though you will not have entered any "real" data on any your Timeslips clients.

Note: If you plan to convert custom fields from Timeslips, you need to make note of the actual field names that are used. One of the steps in exporting the data requires that you select the custom field names in the appropriate fields on the report template.

Timeslips Negative Balances

If you plan on converting negative balances from Timeslips, you need to make sure that the Windows setting for "Negative currency format" on the Currency tab in the Custom Regional Options dialog box is set correctly, otherwise the balances will be ignored. This is because TSCONV requires a minus sign (i.e. -100.00) in front of the balance in order to recognize it as a negative balance. To verify this please open the Control Panel from the Start menu. In the Control Panel open Regional and Language Options. On the Regional Options tab, click the Customize button. On the Currency tab make sure your "Negative currency format" option is set to "$-1.1". Click OK on both windows to save the change if a change was required. (In Windows Vista, from the Control Panel, open Regional and Language Options. On the Formats tab, expand the Currency group. Click the Customize this format button, and make sure your "Negative currency format" option is set to "$-1.1". Click OK on both windows to save the change if a change was required.

Timeslips Names

If you have unbilled slips in Timeslips that have more than 999 unique Task and Expense nicknames, please contact our Technical Support Department before you proceed. Failing to address this will result in Tabs3 Data File Integrity Check error 80's in the Transaction Code File after the conversion that can only be fixed by having Software Technology perform a billable data fix.

Procedures

Many of the steps involved in converting data from Timeslips to Tabs3 involve running certain programs in Timeslips and following the step-by-step instructions. When running Timeslips, you will need to log in as a user that has full access to all functions of Timeslips.

The following are the various procedures that will be performed in order to convert Timeslips data to Tabs3.

1. Install and configure the Tabs3 software; install the TSCONV software.

You need to install System Configuration, Tabs3, and TSCONV into a new directory on a local or network drive. Use the following steps to do this.

Note: During the Tabs3 installation in Step 1 below, there is an option to Install Starter Data. You will want to make sure to not install the Starter Data.

Install the Tabs3 software as directed in the following. We recommend referring to the Installation Instructions provided with the software for more information about installing the Tabs3 software products. Install ONLY System Configuration and Tabs3 Billing Software. DO NOT install any other Tabs3 or PracticeMaster software at this time, such as PracticeMaster, Tabs3 General Ledger Software (GLS), Tabs3 Accounts Payable Software (APS), or Tabs3 Trust accounting Software (TAS). Note: The check boxes for all purchased software will be selected by default when you run the installation, you must clear the check boxes for all software EXCEPT for System Configuration and Tabs3 Billing software. If you have an existing Tabs3, PracticeMaster or Trust Accounting system, you must contact our Technical Support Department because these conversion instructions will not work for you. After installation, start Tabs3. You will be taken directly into the Tabs3 Customization program. The following settings must be selected before installing TSCONV; all other Tabs3 Customization options can be set up later at your discretion.
1. You must change the Key Type to Alpha. The TSCONV program requires that the Key Type be Alpha.
2. You must select the First Month of Reporting Year. Usually, the fiscal year starts in January, but it can sometimes start in a different month (e.g., April or July).
3. The one other option that must be selected before converting any data is the Receipt Allocation by Invoice option on the Client Defaults tab.
4. Close the Customization window (click Yes when the prompt "Data Has Changed. Do you want to save?" comes up) and exit Tabs3.
Finally, install the TSCONV program. Do the following steps:

Before installing the TSCONV program, you need to know where your Timeslips software is installed. To verify where Timeslips is installed, start Timeslips and do the following:

Timeslips Version 2010, 2009, 2008, 2007, 2006, and 2005: From the menu options at the top of the screen, select Help, then About Timeslips 200X.... The "Installation Folder" should be listed in the lower left corner of the window. Note the path. Click Done.

Timeslips version 2004 or 11: From the menu options at the top of the screen, select Help, then About Timeslips 2004… or About Timeslips v11.x…. The "Installation Folder" should be the second item in the list box at the bottom of the window. Note the path. Click Done.
Download the TSCONVInst.exe program from http://www.tabs3.com/support/utilities.html#utility to a temporary directory. Once the program is downloaded, using Windows Explorer, navigate to the temporary directory and double-click the TSCONVInst.exe program.
Follow the installation instructions. Enter the path in which Tabs3 was installed if it is different than the default path shown.
Click Next>>.
You will be asked for your Timeslips path. In the Path box, enter the path previously noted in Step a.
Select the version of Timeslips that you are using.
Click Next>>.
The Setup program will begin the installation process.

Note: The Setup program will install the TSCONV.EXE program into the Tabs3 program directory. It will also install the CLIENTA.RPT, CLIENTB.RPT, and the WIP.RPT report template files into your Timeslips directory. These Timeslips report templates were created by Software Technology, Inc. for the express purpose of converting your data from Timeslips to Tabs3. We have provided you with the templates to make it easier for you to export the data and to reduce the chance of incorrect data fields being selected if you were to create the templates yourself.

2. Generate the Client Export file from within Timeslips.

3. Generate the Work-in-Process Export file from within Timeslips.

4. Run TSCONV to convert export files to Tabs3 data files.

The next step is to run the TSCONV program (select Timeslips to Tabs3 Conversion in the Tabs3 and PracticeMaster group). If this option is not available in the Tabs3 and PracticeMaster group, you can manually run the TSCONV program by running TSCONV.EXE from the Tabs3 program directory. After logging into TSCONV, you will be presented with the Timeslips to Tabs3 Conversion dialog box. You will need to designate which Timeslips fields you want used for the Tabs3 Client ID and Name Search fields, as well as the date to use for accounts receivable information.

Timeslips Version: If you are using Timeslips 2005, 2004 or 11, choose TS2005 and Older. If you are using Timeslips 2010, 2009, 2008, 2007, or 2006 choose TS2006 and Newer.

Client ID: You have the option of converting Timeslips Client Nickname 1 or Nickname 2 for the Tabs3 Client ID. If either of the nicknames is numeric, you may want to select the appropriate nickname for the Client ID.

Name Search: You have the option of converting Timeslips Client Nickname 1 or Nickname 2 for the Tabs3 Name Search. If either of the nicknames is alphabetical, you may want to select the appropriate nickname for the Name Search.
A/R Date: This date will be used for calculating the appropriate date to use on each Tabs3 client ledger record. You must select the same date that the export files were created from Timeslips in order for the conversion to create accurate client ledger records.

After selecting the options, click OK.

Note: If you have converted the Timeslips data before or are converting another set of Timeslips data into Tabs3, you will be presented with the message "Warning: Tabs3 data already exists. Do you want to delete existing data?". Click Yes if you are converting the same data a second time; otherwise, click No if you are converting another set of Timeslips data into Tabs3. Click Cancel if you are mistakenly running the TSCONV program a second time.

Note: Before you click No in response to the "Warning: Tabs3 data already exists. Do you want to delete existing client data?" message, you may want to make a backup of your existing Tabs3 data before proceeding. In addition, the following message will be displayed: "Duplicate Client ID’s may be generated. Generate new Client ID’s for duplicate ID’s that are found?". Click Yes if the new set of Timeslips data contains different clients than the original set. Click No if the new set of Timeslips data contains the same clients (but different transactions) than the original set. Click Cancel if you mistakenly clicked No in response to the prior message.

Important: If you clicked No in response to the "Duplicate Client ID’s may be generated. Generate new Client ID’s for duplicate ID’s that are found?" message, all aged accounts receivable balances from the new set of Timeslips data will not be converted.

5. Check for Errors and Messages generated by the conversion program.

After the TSCONV program has finished executing, check the TSCONV.LOG file for messages and errors that were generated by the TSCONV program. The TSCONV.LOG file is created in the Tabs3 directory. You can look at the TSCONV.LOG file by opening it in Microsoft Notepad or WordPad or your preferred word processor. You may wish to print the TSCONV.LOG file to preserve a list of the messages it produced.

Note: If errors were generated as a result of double quotation marks, these errors can be corrected in several ways. The error message will indicate whether the error occurred in the Client or WIP file. You can either correct the errors in Timeslips or correct them in Tabs3. If you choose to correct them in Timeslips, you will have to go back to step 1 and re-export the data from Timeslips and rerun the TSCONV program. If you correct the errors in Tabs3, you will have to reenter any missing data caused by the errors.

Note: Some errors in the TSCONV.LOG file may reflect instances where carriage returns have been entered in the "In Reference To" field. Carriage returns (in addition to extra double quotation marks) will cause the TSCONV program to convert data incorrectly. If it looks like some of the messages in the TSCONV.LOG refer to client ID’s that are really other fields (such as more "In Reference To" text or an accounts receivable balance), you will have to do the following to correct the error:

Open the CLIENTA.TXT or CLIENTB.TXT file in Microsoft Notepad or WordPad. If you use WordPad, be sure to select a Files of type of "Text Documents - MS-DOS Format (*.txt)". Opening the file in your preferred word processor probably wouldn’t work because the word processor would "word wrap" the long text lines, making it hard to look for the desired data.
Scroll down through the file looking for the erroneous client ID’s that are listed in the TSCONV.LOG file. Remember, since Tabs3 client ID’s are converted from Timeslips nicknames, you are really looking for Timeslips nicknames. The first field on each line should contain the Timeslips nickname for each client.
If there are any "In Reference To" fields with carriage returns, the rest of the "In Reference To" text (following the carriage return) will continue on the following line. Since the TSCONV program assumes that the text at the beginning of each line is a new Timeslips nickname, it will assume that the text following the carriage return is the next Timeslips client. Keep in mind that there may be multiple carriage returns in a single "In Reference To" field.
The Timeslips data can be corrected in one of two ways. Make note of all the Timeslips nicknames that have carriage returns in the "In Reference To" text. You can then go into Timeslips and edit the "In Reference To" fields for each client, making sure to delete all carriage returns. You would then have to repeat Steps 1 (export the data) and 2 (run the TSCONV program).
The other way to correct the Timeslips data is to edit the CLIENTA.TXT or CLIENTB.TXT file directly. When you find a nickname that is really a continuation of a previous record, position the cursor at the end of the previous record and press the Delete key. This will remove the carriage return. After removing all the carriage returns, be sure to save the changes in Microsoft Notepad or WordPad. You would then have to repeat Step 2 (run the TSCONV program).

6. Finishing touches.

201006

Timeslips Label	Tabs3 Default	Common Alternatives
Timekeeper	Timekeeper	Attorney, Controller, User, Worker
Client	Client	Account, Company, Customer
Time Activity	Task	Fee, Time
Expense Activity	Expense	Cost, Disbursement
Any Activity	Activity	Transaction Code, Work Code
Reference	Reference	Work Description
Project	Project	Case, Matter
Slip Custom Field	Extra
Category	Category	Type, Division
Phone Fields	Phone, Fax, Home, and Other	Pager, Cell, or Car Phone.
Address Line 4	Country	Attn
Split Bill Information	Split bill information